Insurance Coordinator

The elected Officers and the appointed Coordinators (3-year term) are the Service Panel members of the Southern California World Service (SCWS) Assembly. The Coordinators act in accordance with the spiritual principles of Al-Anon Family Groups while conducting the duties of their position for the Area. The Coordinators accept additional demands on their time and possess some special skills relevant to their position. Members of Al-Anon in SCWS who also are members of A.A. are ineligible to hold Al-Anon service positions that vote in matters affecting another group or Al-Anon or A.A. as a whole.

Eligibility and Qualifications

  • Must reside in the Southern California Area during their entire panel term.
  • Must be in good financial standing with the Area.
  • Past or current Group Representative experience is preferred but not necessary.
  • Active member of Al-Anon in CA(S) with good organizational skills and ability to pay attention to detail. 
  • Should have a thorough understanding of the 12 Steps, Traditions, and Concepts, current Al-Anon/Alateen Service Manual, Knowledge-Based Decision-Making (KBDM), Area and World Service structure, SCWS Policies and Procedures Handbook, and SCWS Bylaws. 
  • Must maintain confidentiality of non-public information.
  • Able to communicate effectively, including planning and preparing public presentations to carry the message.
  • Able to prioritize and work independently and as a team member. 
  • Willing to work cohesively with other Service Panel members.
  • Able to separate opinion from facts and remain impartial and neutral.
  • Can support and effectively communicate Area and World Service Conference (WSC) decisions and their implementation objectively, even if not in personal agreement with the group conscience.  
  • Good organizational and communication skills, with ability to pay attention to details. 
  • Is accessible, available, responsive, and flexible.
  • Strong general computer and Internet skills; familiar with spreadsheets.

Official Duties and Responsibilities

  • Serve as primary contact between the Area, Area Group Records Coordinator, current insurance broker and carrier regarding group insurance.
  • Maintain a good working relationship with the insurance broker.
  • Be aware of and oversee the timely completion of time-sensitive processes. Work with Insurance Work Group to review, analyze and make recommendations for the annual purchase and/or renewal of insurance policies as authorized by SCWS. 
    • Review and negotiate all of the Area’s policies (note: negotiations may begin 90 days prior to annual renewal date).
    • Ensure the premiums are paid. 
    • Ensure that all insurance forms and administrative documents are posted online for Officers and Insurance Work Group.
    • Send a copy annually of the renewed SCWS insurance policies to the Area Chairperson and arrange for a hard copy to be placed in the corporate files at the current location.
  • Work with Insurance Work Group to review the process for generating and distributing Certificates of Insurance (CI), and approval of special events and requests.
  • Remain patient and calm when interacting with Group members who may need extra education and/or guidance with understanding and completing all paperwork required to obtain a CI.
  • Receive all insurance applications from groups whose facility requires a CI:
    • confirm with Group Records that meetings requesting CI are using correct WSO ID and are currently eligible prior to sending the request to the broker.
    • complete the necessary forms required by the broker, 
    • verify successful completion of electronic copy of CI issued by insurance company 
    • expedite requests from the broker or carrier when necessary
  • Be the point of contact if any claim is made.
  • May provide training at District Representative (DR) Workshops.
  • Present oral report for each SCWS Service Panel meeting, AWSC meeting, and Assembly, and include written report in  SCWS Bulletin.
  • Attend all SCWS regularly-scheduled and/or special Area meetings (i.e., Service Panel, AWSC, Assemblies, Sharing of Service (SOS), see schedule below) both in-person and/or virtual formats. 
  • Reply to all emails within 48 to 72 hours. Participate fully and promptly in any phone calls, email discussions, assignments, and other conference calls or Zoom meetings.

Equipment, Technology and Skills Required

  • Computer, printer, scanner, high-speed internet access, and use of appropriate software and Google apps. (Software provided by Area.)
  • Must be adept with email (especially handling attachments); creating and modifying documents using Google apps.
    • Prepares written reports and meets deadlines.
    • Protects security and confidentiality of documents and information.

Anticipated Time Commitment of this Position

Respond to email (> 2-3 times / week) and routine processing of CI

3-10 hours/week

Attend Service Panel, AWSC meetings, Assembly, SOS (6 to 7 hours each + travel time)

8 times/year

Special projects

As needed

Preparation

  • Become familiar with relevant and standard insurance terms and definitions, such as: liability, carrier, policy limits, deductibles, etc., and be able to explain these terms to members, as needed.
  • Meet with the outgoing Insurance Coordinator for materials turnover, orientation, and training, as needed.
  • Detailed procedures will be provided at the Turnover Meeting.

Reimbursements

  • Mileage incurred in travel to required Area meetings (see table below) are reimbursable at current approved mileage rate (with required documentation).
  • Needed supplies and materials reimbursed by Area, with required documentation.
  • Reimbursement requests are due within 45 days after the expenditure and must include all receipts and appropriate documentation, using the Expense and Mileage Reimbursement Request Form.
  • May claim reimbursement for one approved service event outside the SCWS Area during three-year term. The form for requesting a service panel event is on the password-protected section of the scws-al-anon.org website. (Makes own travel arrangements within budget guidelines.) Written report of experience must be submitted with reimbursement form.

Mandatory Area Meeting Attendance

Meetings Months Days Time
SCWS Service Panel January, May, July, October Saturday 9:00 AM to 12:00 PM
Area World Service Committee (AWSC) February, August 3rd Saturday 9:00 AM to 4:00 PM
Area Assemblies May, November 3rd Saturday 9:00 AM to 4:00 PM

Encouraged Area Meeting Attendance

Meetings Months Days Time
Sharing of Service (SOS) January 3rd Saturday 10:00 AM to 4:00 PM
Longtimer's Event Last Year of 3-year Panel 3rd Saturday 10:00 AM to 4:00 PM

Revised: 08/2026

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