The VP of Relations is an organizing and strategy position that is responsible for coordinating activities with outside organizations.  They also act as a conduit between the operations of the organization day-to-day and the Executive committee which requires regular updates and opportunities to provide feedback and guidance to the committees under the VP’s purview. 

1. Provide regular updates to the executive committee meetings regarding the activities of all the committees under the VPs purview.  If committee chairs are unable to attend executive committee meeting, then VP provides updates.

2. Responsible for developing strategy for the external relations of the organization and  for ensuring executive committee insight to that strategy.  Also receives feedback from the executive committee on activities reported. 

3. Works with Marketing and Website to develop avenues for implementing strategic external relations vision.  (Develop and update shareable materials to send and share as needed)

4. Hold periodic meetings with the committee chairs under VPs purview.

5. Facilitate coordination between committees and other parts of the organization as needed to achieve strategic goals.

6. Keep and maintain a list of organizations that OSMED is considering interacting with in a professional manner.

7. Develop a process for a step-wise integration with outside organizations.  (Intro calls, exec meeting, non-binding MOU, partnership explorations, etc.)

8. May delegate responsibilities as needed.

The Vice President for Programming facilitates the work of committees assigned to the VP and represents the work that those committees do to the Executive Council on a regular basis.  

This is an organizing position that is responsible for monitoring and coordinating activities of the Research committee, education committee and the conference committee. 

Responsibilities include:

1. Create and manage the schedule and agenda for the executive committee meetings. (once monthly)

2. Prepare a topic list for the working meetings with the Vice Presidents.  (once monthly)

3. Create, formalize, and update the note-taking for those leadership meetings.

4. Lead the working meetings.  Required attendees include the VPs.  VPs are able to invite committee chairs on an as needed basis.  This is intended to keep the flow of information and approvals from committee chair -> VP -> Senior VP -> President

5. Do we still want Senior VP as training for the President role

6. Proactively reach out and work with VPs to ensure organization work is proceeding. The working meeting can meet this, but asynchronous check-ins may be needed.

7. VPs are expected to attend as many of the committee meetings under their portfolio as possible.  Senior VP is expected to identify areas of specific need and attend on an as needed basis to help achieve organization goals or remove obstacles.

8. Ensure that all committee meetings have adequate notes taken.  Senior VP ensures that notes for all committee meetings are organized, co-located, and findable. This could mean pushing to google meets for ai recording and note generation or assigning a note taker during the meetings.  Senior VP needed to assess whether their system is working and suggest changes if needed.

9. Senior VP is responsible for standing in for President at the monthly executive meeting if they cannot attend.  Likewise alert president when Senior VP cannot attend working meetings so that another facilitator is present.

10. Create and operate the Executive Council Channel on Slack (Board, President, Senior VP, and VPs).  If needed a Working Meeting Channel can be created that includes Senior VP and VPs).

11. Provide approvals and decision-making support to the team responsible for the website and Slack management.

The Senior Vice President is an organizing and strategy position that is responsible for monitoring and coordinating activities internal to the organization, especially among committees and vice presidents. Whereas the president and board provide external credibility and focus their attention more on ‘up and out’, the Senior VP assists the president with the down and in.  President acts as visible leader and represents to external entities.  Senior VP works to elevate appropriate issues to the President and to provide approvals to other VPs when decisions do not require the Executive Committee.  Fundamentally relieving president of micromanaging options. 

Responsibilities include:

1. Create and manage the schedule and agenda for the executive committee meetings. (once monthly)

2. Prepare a topic list for the working meetings with the Vice Presidents.  (once monthly)

3. Create, formalize, and update the note-taking for those leadership meetings.

4. Lead the working meetings.  Required attendees include the VPs.  VPs are able to invite committee chairs on an as needed basis.  This is intended to keep the flow of information and approvals from committee chair -> VP -> Senior VP -> President

5. Proactively reach out and work with VPs to ensure organization work is proceeding. The working meeting can meet this, but asynchronous check-ins may be needed at times.

6. VPs are expected to attend as many of the committee meetings under their portfolio as possible.  Senior VP is expected to identify areas of specific need and attend on an ‘as needed’ basis to help achieve organization goals or remove obstacles.

7. Ensure that all committee meetings have adequate notes taken.  Senior VP ensures that notes for all committee meetings are organized, co-located, and findable. Senior VP needed to assess whether their system is working and suggest changes if needed.

8. Senior VP is responsible for standing in for the President at the monthly executive meeting if they cannot attend.  Likewise alerting the president when the Senior VP cannot attend working meetings so that another facilitator is present.

9. Operate and monitor the Executive Council and Executive Committee channels on Slack (Board, President, Senior VP, and VPs).

10. Provide approvals and decision-making support to the team responsible for the website and social media support.  The Senior VP is one of the people able to make these decisions - Board Members, President, Senior VP can approve all items, Vice Presidents can approve any items stemming from within their committees and purview.

Committee Chairs

All committees listed here are responsible for providing a forum for discussion on the topic of interest for OSMED members.  Committee Chairs and Deputies are responsible for scheduling committee meetings on a regular basis and ensuring adequate advertising and awareness for all OSMED members.  Committee Chairs and Deputies are asked to work with Michael Birchfield on event creation and advertising.  All committees are expected to prioritize work on events and products that are of interest to members and align with the goals of the organization including seeking input and prioritization from member interest for activities and events.  Each Committee Chair and Deputy are asked to request support from senior OSMED members and advisors to help support their activities as needed. Committee Chair and Deputies are asked to bring budget needs for activities or events to the Executive Committee meetings for consideration.

Education and Training Committee

Engages with the various levels of expertise regarding human spaceflight and coordinates speakers, workshops, and OSMED products that help promote education and training opportunities among our members.  Chair and Deputy report to Vice President of Programming and attend OSMED Executive Meetings.

Research Committee

Manages the official OSMED Journal Club and works to coordinate speakers, workshops, and OSMED products that help promote interest in research in human spaceflight.  Chair and Deputy report to Vice President of Programming and attend OSMED Executive Meetings.

Events Committee

Primary responsibility to plan for and coordinate the annual OSMED Summit.  Also supports other committees and members with planning, scheduling, and coordinating activities and events.  Chair and Deputy report to Vice President of Programming and attend OSMED Executive Meetings.

National, International, and Community Engagement Committee

Creates a home for international engagement by seeking out and promoting international members, suggesting and supporting international event creation, and helping OSMED members to find or create opportunities for engagement at the International, National, and Community level.  Chair and Deputy report to the Vice President of Relations and attend OSMED Executive Meetings.

Mentorship Committee

Creates mentorship events including career talks and mentorship panels and supports students and trainees by providing introductions to senior OSMED members who are interested in mentorship.  Maintains a current list of senior OSMED members interested in mentorship and coordinates with potential mentors to ensure their mentorship pulls are aligned with their availability and not overwhelming.  Develops and maintains the OSMED Student Opportunities Database and ensures is it updated on an annual basis. Chair and Deputy report to the Vice President of Relations and attend OSMED Executive Meetings.

Fundraising Committee

Works to identify fundraising opportunities both private and public including grants.  Maintains a list of possible donors and creates fundraising invitation copy.  Promotes Company Memberships, Event Sponsorships, and Individual Sponsorships to support OSMED activities and products.   Chair and Deputy report to the Vice President of Relations and attend OSMED Executive Meetings.

Publishing Committee

Develops and maintains internal OSMED processes for publishing books, white papers, and other media and ensuring a professional and complete appearance for all.  Chair and Deputy report to the Vice President of Communications and attend OSMED Executive Meetings.

Outreach Committee

This committee works to invite others into OSMED.  Identifying and creating an OSMED presence at other events, staffing OSMED tables and recruiting both members and sponsors to engage with the organization.  Working closely with the media director to create posts about OSMED activities and events.  Identifying new opportunities to expand OSMED membership and interest.  Chair and Deputy report to the Vice President of Communications and attend OSMED Executive Meetings.