2.3.2 Chapter Coordinator Role Description
Print detailed Chapter Coordinator role description.
ACAP Chapter Coordinator Overview
Every ACAP chapter needs someone to serve as the “point person,” coordinating, leading, and encouraging the entire effort. The Chapter Coordinators serve in that capacity for their ACAP chapter.
Chapter Coordinators oversee all administrative “pieces” of the chapter and chapter programming, coordinate all activities of the Leadership Team, moderate chapter programs, coordinate and facilitate all Leadership Team meetings, and serve as the liaison between the chapter and ACAPcommunity. Chapter Coordinators:
- Identify and secure leadership team members
- Coordinate and conduct regularly scheduled leadership team meetings, ensuring that minutes/notes are recorded and distributed to all
- Ensure reports and programming updates are provided to ACAPcommunity in a timely manner
- Facilitate/emcee monthly ACAP programs
- Maintain chapter historical documents (i.e., leadership team members, benchmarks, etc.)
- Ensure adherence to guidelines and spirit of the ACAP model
- Serve as ex officio member on the ACAPcommunity Board of Directors
- Serve on the annual Symposium Planning Team
- Oversee Leadership Team succession plan and training of new members
- Attend monthly Chapter Coordinators meetings
Primary Tasks
- Spearhead the effort to ensure diversity and representation from a wide range of local businesses, agencies, and organizations on the Leadership Team and among program presenters, sponsors, and local publicity partners
- Identify and secure Leadership Team members
- Coordinate and conduct monthly Leadership Team meetings (bi-weekly for the first 4 meetings), ensuring that minutes/notes are recorded and distributed to all
- Ensure reports and programming updates are provided to ACAPcommunity in a timely manner
- Moderate monthly ACAP programs
- Maintain chapter historical documents (i.e., Leadership Team members, benchmarks, etc.)
- Ensure adherence to guidelines and spirit of the ACAP model
- Serve as the “face” of the local chapter, furthering chapter visibility in the community
- Serve on the annual Symposium Planning Team
- Ensure Leadership Team succession plan and training of new members
- Ensure adherence to guidelines and spirit of the ACAP model
- Attend monthly Chapter Coordinators meetings
- Serve as ex officio member on the ACAPcommunity Board of Directors and attend bi-monthly meetings, providing chapter reports when requested
- Provide guidance and input to ACAPcommunity, helping strengthen the organization, as a whole
Leadership Team Considerations
As the spearhead of the community’s effort to begin an ACAP chapter, the Chapter Coordinator is responsible for identifying the Leadership Team. The best Leadership Teams are:
- Passionate about providing support for adult children of aging parents and other local caregivers for older adults
- Diverse with respect to race, ethnicity, LGBTQ+, faith expression, etc.
- Representative of a wide range of businesses, agencies, and organizations that support older adults and their families
- Committed to serve on the Leadership Team through the establishment period and for the first year anniversary of the chapter, at least
- Well respected and well connected in the community
You will find the list of organizations you may wish to consider for Leadership Team members at Resources – Speakers, Sponsors, Publicity Partners, and Leadership Team Members.
Establishing Your Chapter
Establishing a chapter and putting together programs is like putting together a giant jigsaw puzzle. You will find a helpful chart of activities as well as agendas for the first four Leadership Team Meetings (after Leadership Team Training) at Pre-Work and Agenda for Leadership Team Meetings and To Do’s – Who What When.
Meeting Pre-Work and Agendas
After your Leadership Team training, you will begin coordinating regular meetings to make sure all details are finished to establish your chapter and to prepare to offer ACAP programs. Click to see agendas for the first four Leadership Team meetings and pre-work for all Leadership Team members. The Chapter Coordinator facilitates all chapter Leadership Team meetings.
As Your Chapter Prepares to Begin Offering Programs
Everyone on the Leadership Team has a particular role to ensure programs run smoothly. Prior to the program, the Chapter Coordinator’s role is to coordinate all the details and make sure everything is ready. Your role at the program, primarily, is to moderate the program, although you may also pitch in to help attend to details.
You will want to go to the program knowing what you will say – welcoming of attendees, introductions for the presenter and sponsors, wrapping up the presentation, and ending the program, reminding your audience of next month’s programs. A sample program script is available.
Accessing Program Registrations and Other Materials
Although the Venue/Hospitality Team will create a registration check-off list for each program, Chapter Coordinators and other Leadership Team members also may want to check on registrations for programs from time to time to follow up with someone who has not yet registered, give attendance counts to presenters and sponsors, make sure there is adequate seating and refreshments, etc. To access registration lists, go to Links – URLs and Details. You will find “Program RSVP List” with URL and details there. You will need your chapter’s login. The login will be provided soon.
Post-Launch Reporting
In order that chapters may monitor their progress and ACAPcommunity may continually support and evaluate growth of the chapter, quarterly and end-of-year reports are to be submitted to ACAPcommunity. The Chapter Coordinator is responsible for collecting, interpreting (if needed), and forwarding the reports to ACAPcommunity and ensuring that the chapter Leadership Team is kept up to date. See Reports for a detailed list.
Other Materials and Details
Given the many details involved with establishing an ACAP chapter and providing programs, you, as Chapter Coordinator, are encouraged to become familiar with the entire Chapter Guide.
