Executive Director for the Missouri Academy of Nutrition & Dietetics

GENERAL OVERVIEW
The Missouri Academy of Nutrition and Dietetics (MOAND) is one of 53 affiliates of the Academy of Nutrition and Dietetics (the Academy), the world's largest organization of food and nutrition professionals with over 75,000 members. The Academy is committed to empowering members to be the nation’s food and nutrition leaders and optimize the nation’s health through food and nutrition. 

MOAND is a 501(c)6 representing about 1,000 Registered Dietitian Nutritionists and Dietetic Technicians in the state of Missouri. MOAND is seeking proposals for an organization or individual(s) to provide on-going contract association management services for one-year, renewable periods beginning on or about May 1, 2025.

Responses to the following Request for Proposals (RFP) must be received by 5:00 p.m. on March 15, 2025. Proposals will be reviewed, and interviews will be conducted to make the final selection. Application and questions about this RFP should be directed to the President of MOAND, Takako Tagami at takakotagami@gmail.com.

BACKGROUND
MOAND is a non-profit organization in good standing with the Secretary of State and the Academy. The organization is led by a Board of Directors (BOD) consisting of a President and elected officers.

The contractor would work closely with the President and the Executive Committee of the BOD to execute the strategic plan of the organization and meet its stated Vision, Mission and Strategic Goals which can be found on the MOAND website https://www.eatrightmissouri.org/.
 
SERVICES NEEDED
The contractor shall perform association management duties according to MOAND by-laws and policies and procedures. It is anticipated that conducting the services requested in this RFP would require between 10-20 hours per week with fluctuations depending on MOAND activities in any given month. Time requirements increase with the annual conference. Expected services include:
 
1. Member and Community Communications

• Respond to daily inquiries from members, deferring professional nutrition and healthcare questions to appropriate board members.
• Monitor member inquiries via phone and email and respond to members within a timely manner.
• Verify Academy membership for MOAND members and maintain accurate member lists using the Academy information system, DMIS.

• Organize member communications for e-blasts and send out at least monthly.

• Post minutes and other board activities and operations documentation as directed by the BOD for review by membership.
• Send out new member welcome communication to all new members.
• Serve as a point of communication for outside groups wanting to work with MOAND.

• Develop the annual operating budget in conjunction with the finance committee.
• Participate in quarterly finance committee meetings, provide reports in advance to treasurer and members as needed.
• Maintain computerized and local accounting as needed of all bank accounts receivables and payables.
• Compile monthly financial reports for the BOD and MOAND records.
• Process accounts payable and receivable as required. Issue invoices for any revenue brought in and ensure payment of invoices received.
• Process incoming funds and deposits as required.
• Provide or arrange audits from an outside agency as required.
• Compile and process financial documents as needed and present to tax accounting service for annual federal and state tax filing.

• Coordinate upkeep of website including updating content, working with web master to make changes and improvements to the website and provide updates to the web master.
• Coordinate advertising and job posting on the newsletter, website, social media, and other MOAND publications.

• Provide clerical and administrative support to MOAND to maintain day-to-day operations and ensure accurate and timely communications and reporting with the Academy, members, and industry partners.
• Handle mailings and data processing of MOAND correspondence as needed.
• Maintain email address and mailing address for the MOAND as needed.
• Retain and organize records for MOAND including but not limited to financial reports, operational records, meeting minutes, and contracts.
• Maintain updated records in a web-based file storage system. (MOAND shared folder).
• Serve as a point of contact and resource for all BOD members.
• Assist with contract review and negotiation, ensuring timelines are updated and met annually.
• Maintain electronic and written correspondence between members, partners, constituents, consumers, and Academy staff as well as organization and filing of correspondence forms and documents as determined by the BOD.

• Prepare and disseminate RFPs to potential vendors, hotels, or other facilities. Compile results to share with BOD for decision making.
• Review contracts for all outside vendors.
• Assist with food and beverage, AV, copying/printing, and hotel/location logistics.
• Create and print conference materials including but not limited to agendas, brochures, registration, etc.
• Handle all bookkeeping, receipts, invoices, sponsorships, and payments/reimbursements related to events.
• Provide financial summary for meetings.
• Handle all event registrations and communications in conjunction with meeting planning teams including onsite registrations.
• Coordinate communications, contracts, invoicing and correspondence with exhibitors, sponsors, facilities and services associated with meetings.
• Implement organizational details to ensure a smooth registration process during events.
• Assist with set up, clean up, and any follow up related to events.

• Members, suppliers and vendors will be treated with the upmost respect and their issues will be handled professionally and in a timely fashion.
• Issues that are not quickly resolved will be escalated to the appropriate BOD member for intervention.
• Contractor performance will be reviewed annually in conjunction with contract negotiation.