The Position The EVP directs the overall, day-to-day operations of OAFP and its many programs and services, and manages, motivates and mentors staff in a team-oriented environment. He or she also oversees the Academy’s education programming, membership initiatives, public health and advocacy efforts. The EVP is responsible for achieving operating and financial objectives for the OAFP and the Family Health Foundation of Oklahoma, its 501(c)(3) foundation. The EVP serves as a partner to the Board in fulfilling its direction to achieve the vision and mission of the organization: to support and serve family physicians of Oklahoma as they advance the health of Oklahomans.
Reporting Relationships The OAFP Executive Vice President is the chief executive officer of the Oklahoma Academy of Family Physicians and is responsible for the effective conduct of the affairs of the Academy. The EVP reports directly to the President of OAFP and is responsible to the Board of Directors. As the administrative partner with the President, Officers, the Executive Committee and the Board of Directors, the EVP recommends and participates in Board formulation of mission, goals, objectives and related policies. The EVP plans, organizes, coordinates and directs the staff programs and activities of the association. She or he also serves as EVP of the OAFP-Foundation. The EVP is an ex officio, non-voting member of the OAFP Board of Directors, the OAFP Executive Committee and the OAFP-Foundation Board of Trustees.
Reporting to the EVP is a team of association professionals. As the staff leader, the EVP is responsible for staff-related issues and decisions, including employment, supervision, evaluating and mentoring all other OAFP staff.
In addition, the OAFP enjoys collaborations with various medical and health organizations in the state and on a national level and depends on the EVP to assist in and coordinate facilitation of these relationships. Foremost among collaborating organizations is the “parent” organization, the American Academy of Family Physicians (AAFP). OAFP also collaborates with the Oklahoma State Medical Society, the Oklahoma Osteopathic Association, specialty and disease-specific professional associations, state agencies and Oklahoma’s large health systems, among others.
Duties and Responsibilities Governance – Serves as primary staff to the Academy. Develops full and effective communications so the governing components can effectively lead and fulfill their responsibilities. Stimulates and supports both the working and decision-making bodies of the organizations. Ensures successful working relationships with and provides operational oversight and policy execution for all OAFP committees, work groups and task forces. Serves as advisor to the Board, providing data, background, and relevant materials as well as insights and viable options to assist the Board in its decision-making. Executes all decisions of the Board and Executive Committee. With the Board of Directors, develops and updates strategic and financial plans, establishing short- and long-range goals, measurable objectives and time frames for implementation. With the Board of Directors, identifies and develops the organization’s future leadership to help ensure the highest governance standards.
Advocacy - Guides the organization’s advocacy initiatives and other external activities, effectively focusing energies and available resources to achieve agreed-upon objectives, with direction from the President, other officers, and the Board, and in collaboration with the OAFP contract State Government Affairs Director and responsible committees and/or partners.
Policy Development – Recommends and participates in the formulation of the Academy’s internally- and externally-focused policies and assists in the implementation of policies, directives and programs approved by the Board.
Strategic Planning – Understands the basic needs of the membership through appropriate survey research and trend evaluation and recommends actions or policies to meet those needs. In concert with the Board of Directors, develops and updates as appropriate strategic and financial plans, establishing short- and long-range goals, measurable objectives, and time frames for implementation. Regularly communicates progress on the strategic plan to the Board of Directors and other stakeholders.
Financial Management – Oversees financial performance with full profit and loss responsibility for OAFP and the OAFP-Foundation, including timely and accurate preparation of progress reports and all required filings. Monitors the investments and fiscal viability of the Academy and Foundation; provides regular financial reports to the Treasurers, officers and governing bodies. Annual budget adherence for the Academy and Foundation of $500,000 and $150,000, respectively. Adherence to financial reserve restrictions for the Academy and Foundation of $1,100,000 and $750,000, respectively. Ensures compliance with internal controls and fiscal oversight through annual audits and/or financial reviews. Establishes a sound organizational structure for the Academy headquarters.
Staff Management – Provides leadership and direction in developing and retaining a competent, high-performing and professional staff. Hires, directs and evaluates staff, including overseeing matters of recruitment, salary and benefits, and HR policies. Responsible for all hiring, promotions and terminations and maintains an effective system of performance standards, reviews and compensation. Controls contractual and consulting arrangements. Maintains a staff management environment that promotes open communication, encourages direct problem solving, stimulates innovation and creativity and fosters a culture of inclusiveness, while producing positive results.
External Relations – On behalf of OAFP policies and objectives, collaborates and coordinates with other private and public Oklahoma and national health care organizations (especially including AAFP) and agencies. Establishes such relationships as the Board of Directors may specify or as deemed advisable in the best interest of the Academy, in conformity with established policy. Promotes family medicine and the Oklahoma chapter. Relates in a professional, collegial fashion with other organizations’ staff and leadership. This requires 15-20% travel across state and country several times a year for meetings.
Membership – Oversees or causes to be overseen marketing and public relations activities and projects of the Academy including recruitment efforts for each member segment. Promotes and represents the value of OAFP membership by proactively developing innovative strategies to attract, retain and engage members, especially including medical students, residents and early career family physicians.
Internal and External Communications – Facilitates and supports staff and volunteer efforts to forward OAFP initiatives and balance organizational priorities through clear, effective and frequent communication. Plans or causes to be planned all communications to the general membership, including website, electronic newsletters, the Oklahoma Family Physician magazine, emails, mailings and social media efforts. In concert with the OAFP President and other elected leaders, represents OAFP views and perspectives to the news media and the public.
Medical Student and Resident Liaison - Interact with students and residents to heighten their awareness and knowledge of the many opportunities available for Family Physicians. And to increase their involvement in OAFP Activities and Programs, specifically Family Medicine Interest Groups on Medical School Campuses.
Education – Oversee the continuing professional education activities of the OAFP and efforts to identify and secure funding for education efforts.
Public Health - Provides or delegates overview for Chronic Disease Risk Reduction (DCRR) staff in budgeting, communications, and other activities to fulfill the CDRR Workplan and contract. Works to integrate public health and family medicine in the state.
Grant management – Directs activities associated with grants and contracts including identification of opportunities, development of proposals, implementation of grants received and appropriate reporting.
Fundraising and donor relations – Designs, implements and coordinates activities to enhance a culture of philanthropy and stewardship that appropriately and consistently promotes engagement and fundraising strategies to enhance and grow revenue for OAFP-Foundation, including special events.
Technology - Encourages and facilitates the application of technology, especially database applications, member listserv and social media, for the advancement of the Academy.
Official Records – Maintains all official records and archives including, but not limited to, minutes, financial reports and tax returns consistent with Oklahoma and federal law. Empowered to execute documents on behalf of the Academy.
Integrity - Maintains highest ethical standards.
Experience, Skills and Qualifications
Bachelor’s degree in business or health administration, public health or similar field required; master’s degree preferred; CAE encouraged.
At least three year’s work experience in a complex organization, with demonstrated success in leading, planning and organizing operations; executive-level experience much preferred.
Experience with non-profit association governance.
Experience with successfully managing and motivating a staff team, with experience hiring and conducting regular performance appraisals.
Exceptional leadership and communication skills.
Highest ethical character.
Experience with many types of technology including Microsoft Office, virtual meeting applications and Social Media.
15-20% travel required
Experience working with physicians in a non-profit association or health care organization.
Experience with major association business initiatives such as annual meeting planning; a variety of education modalities; membership recruitment, retention and engagement.
Understanding of health care issues at the state and national levels.
Strong background in marketing and finance.
Proven ability to organize and lead advocacy efforts.
Experience with developing and implementing strategic planning initiatives.
Understanding of how to leverage technology for the benefit of the organization; experience with membership databases.
Experience with writing grant proposals and managing grants.
Financial management experience and the initiative to expand membership, enhance existing business and identify viable new sources of non-dues revenue.
Experience with coalitions, collaborations with other major health organizations in Oklahoma; willingness to engage and collaborate with other health care organizations.
Personal commitment to advance and protect the practice of family medicine and champion the important role of family physicians in their communities.
Telecommuting is allowed.
About Oklahoma Academy of Family Physicians
Since 1948 the Oklahoma Academy of Family Physicians (OAFP) has championed the cause of family physicians and their patients in the state of Oklahoma. OAFP has 1,200+ family physician, resident and medical student members and is recognized as a leader in developing and delivering outstanding education for family physicians in Oklahoma, for a strong advocacy presence in Oklahoma City on behalf of its members and for exceptional public health efforts. Operating from a virtual office in Oklahoma, OAFP is a 501 (c)(6) organization with an annual budget of $500,000 and a staff of one full-time Executive Vice President and six contract staff specializing in State Legislative Affairs; Accounting; Technology – IT; Event Planning & Coordination; Communication; and Publishing. A member-elected Board of fifteen, including an Executive Committee of seven members, governs the business of OAFP.