4/1/2015 Updated. Officer Job Descriptions

Transcription

1 Officer Job Descriptions

2 President's Responsibilities 1. Responsible for chapter DECA blazer inventory (check-in/out). 2. Determine our chapter apparel (tshirts, sweatshirts) & handle order. 3. With chapter input, develop the Program of Work (POW itemized plan for each month of the calendar year) 4. Using the officer weekly task sheet and/or project board (or other means), appoint other officers/members to complete chapter tasks. 5. Monitor progress of officer tasks, maintain an accountability chart for all assigned tasks/projects and report weekly to Mrs. Raaker. 6. Prepare an agenda for every meeting (at least 24 hours in advance) 7. Preside over all meetings (to include minimally two weekly officer meetings - senior management & all officers) 8. Be aware of time limitations and keep meetings on focus 9. Prepare a monthly written report of goals/accomplishments/task progress due at 1 st senior management meeting of every month. 10. Promotes social interaction between the DECA chapter; plans, implements and trains chapter to execute activities that are social in nature; responsible for all chapter refreshments/meals for chapter meetings, chapter dinners for conferences or other social outings; oversees all plans for the end of the year party. 11. Represent the chapter (with VP) at all Club Council meetings. 12. Coordinate and oversee all efforts of the officer team. 13. Consult regularly with advisor on the progress of the chapter's program of work. 14. Responsible for communicating expectations/plans at all conferences. 15. Promote energetic activity of all officers/members 16. Counsel other officers concerning his/her duties and responsibilities. 17. Attend to all other duties as specified by the advisor. 18. Check and officer Facebook page DAILY and reply within 24 hours.

3 Vice President, Membership Development Responsibilities 1. Prepares National DECA Chapter Registration by no later than 11/1. 2. Responsible for establishing S.M.A.R.T goals as they relate to membership development and executing a plan to achieve them. 3. Oversees the planning & execution of minimally 1 Community Service Project annually (to include the Talent Show or other event that involves 75% of our members). Helps DECA chapter to choose worthy organization(s) to support and coordinates all activities involved in implementing activities. 4. Oversees the planning & submission to National DECA for DECA s annual Chapter Campaigns (ie, Membership, Promotional, Community Service, etc). 5. Responsible for the recruiting, training & development of the lunch (non-class) chapter members to provide a meaningful experience for them. This will include working with the Directors of Training to plan/execute minimally 1 mini conference and also could include such things as competition training, other local competitions, guest speakers, workshops, social activities, recognitions, etc. 6. Responsible for organizing/communicating all plans for JR DECA to include: a. Create annual goals (due mid-september) b. Develop a monthly calendar (due Monday preceding start of each month) c. Create a weekly implementation plan (due at each officer meeting) 7. Oversees JR DECA Marketing/Admin officer, collaborates on promotional efforts & supervises all /facebook communication to lunch group. 8. Oversees all JR DECA committees & works with the CAPE Project Mgr to provide documentation for CAPE project. Must plan, execute and evaluate at least 2 activities related to Leadership Development, Social Intelligence, Membership Development or Community Service. 9. Attends weekly officer meeting to report on lunchtime activities. 10. Promote energetic activity of all officers/members 11. Attend to all other duties as specified by the advisor. 12. Attend all meetings, conferences and other DECA functions. 13. Check and officer Facebook page DAILY and reply within 24 hours.

4 Vice President, Chapter Management s Responsibilities 1. Attends weekly officer meetings (senior mgmt & regular officer mtg) 2. Responsible for all conference registration. Save files electronically with Foothill & the year/conference in the name (Example: 2012 LDC Form A_Foothill) & hard-copy Mrs. Raaker the complete registration before submitting. Once registration is complete and approved, print four copies of each form (One for ROP, one for CFO, One for Mrs. Raaker s binder and one to send with the check to CA DECA). 3. Work with CFO to record student conference fees and submits paperwork to pay conference expenses. 4. Organize all registration forms in the chapter binder alphabetically within each tab & make duplicates of select ones for Mrs. R. 5. Create a conference forms record (excel spreadsheet template) to record all necessary info and keep track of everything (paperwork, dues, fees, etc). 6. Ensure that all student paperwork is submitted on time and is complete/accurate. Use officers in each class period to check in paperwork and sign off that it is complete on the registration form. 7. Make 3 copies of the field trip forms (alphabetized) to disperse to ROP, attendance and career center with a cover sheet listing students name/id and dates of absence. This should be done as soon as registration is complete. 8. Responsible for maintaining all chapter records such as roster, all conference paperwork, field trip authorizations, etc. 9. Create two copies of an excel spreadsheet (by event, alphabetically) with all participants listed, to record winners at the conference. 10. Oversee the Director of Series Events (DOS) & Director of Written Events (DOW) to ensure that all mandatory conference training objectives are met. 11. Responsible for all CDC meeting agendas and check-in. 12. Oversee the DOS/DOW maintenance of class DECA Training Center 13. Promote energetic activity of all officers/members 14. Attend to all other duties as specified by the advisor. 15. Attend all meetings, conferences and other DECA functions. 16. Check and officer Facebook page DAILY and reply within 24 hours.

5 VP, Public Relations & Business Partner Development Responsibilities 1. Attend all weekly meetings, conferences and other DECA functions. 2. Design a specific public relations campaign and a plan to execute it. (PRP) 3. Oversee Foothill DECA s website & periodically peruse the Foothill website link about DECA (maintained by Director of Technology) to ensure accuracy of content. 4. Oversee all social media outlets associated with Foothill DECA such as Facebook, Twitter, Instagram, etc, (maintained by Director of Technology) and report activity weekly (at Senior Mgmt meeting) using the Social Media Content Calendar. 5. Develop a working relationship with all school & local media personnel to supply them with DECA news regularly; keep a current cumulative record of contacts information. 6. Prepare press releases and/or articles for publication in school and local newspapers. 7. Send all Foothill DECA news to CA DECA & National DECA, as appropriate. 8. Develop an outreach tool kit to include chapter fact sheet, promotional materials, presentation, etc. 9. Collaborate with Director of Technology to prepare a Power Point & schedule a presentation to acquaint administration, faculty, parents, or members of the community with DECA and our goals for the current year. 10. Oversee all school video & bulletin announcements (maintained by Director of Technology). 11. Contact local organizations such as Rotary, Lion's Club, Chamber (& other business community members) to set up presentations on DECA & solicit business partnerships. 12. Train & delegate team to assist with business partner presentations, as needed. 13. Track donations brought in & those who participated in the efforts & report to CFO. 14. Oversee judge recruitment (maintained by Director of Operations) to include creating promotional/informational invitation, maintaining database of those who have signed up, as well as correspondence to follow up for confirmation and to provide additional details. 15. Research and provide career exploration opportunities such as guest speakers, field trips, interns, job shadows, or career interviews. Coordinate all communication including approval paperwork, correspondence with business people & specific plans. 16. Coordinate all communication with guest speakers & CC Mrs. Raaker. Train members to introduce guest speakers using the TIS method (see Mrs. R) and schedule introductions. 17. Prepare and execute a plan to purchase small gifts to keep on hand as a thank you to our volunteers and ensure that each volunteer gets a hand-written thank you note. 18. Maintain a positive image of DECA on campus as well as in our community. 19. Attend to all other duties as specified by the chapter officers/advisor. 20. Check and officer Facebook page DAILY and reply within 24 hours.

6 Chief Financial Officer's Responsibilities 1. Attends weekly officer meetings (senior mgmt & regular officer mtg) 2. Set up all files to maintain orderly financial records. 3. Work with class bankers to oversee accounts for each DECA member; encourage "savings" plans. 4. Keep financial records neat, accurate and up-to-date. 5. Provide an accurate CFO report at the 1 st Officer Meeting of each month. 6. Provide the Administrative Assistant with details to record all financial transactions, approved by the chapter, in the minutes. 7. Collect and issue receipts for all dues and disperse funds for National DECA member registration. 8. Pay out all bills as authorized by the Chapter, on time. 9. Prepare an annual operational budget. 10. Prepare a purchase order requisition for all POW activities or known operating expenses such as annual training materials or awards, etc. 11. Prepare deposits for the bank (per ROP/ASB procedures). 12. Prepare all necessary statements of receipts and expenditures. 13. Provide a detailed profit & loss statement for each fundraiser. 14. Record all transactions, issue receipts, and list all money paid out in a permanent ledger. 15. Never pay out any of the chapter's money without proper authority. 16. Always issue receipts for money collected and always get a receipt for money paid out. 17. Train and oversee all activity of the class bankers. 18. Promote energetic activity of all officers/members 19. Attend to all other duties as specified by the advisor. 20. Attend all meetings, conferences and other DECA functions. 21. Check and officer Facebook page DAILY and reply within 24 hours.

7 Administrative Assistant's Responsibilities 1. Attends weekly officer meetings (senior mgmt & regular officer mtg) 2. Obtain digital copy of the agendas from president & take notes at all meetings and prepare adequate minutes to distribute to members/officers. 3. Save weekly notes as minutes_date of meeting & distribute minutes via to teacher and all officers within 48 hours of all meetings. 4. Once the minutes have been corrected (if needed) and a motion has been passed to approve them, print a copy & sign it for the binder & a copy to the CFO & president. 5. Handle all written correspondence for the chapter (to include communications at foothilldeca@gmail.com). 6. Develop and maintain database to distribute pertinent information for officers, DECA members and Business Academy students. 7. Maintain well organized files for all DECA chapter resources and ingoing/outgoing correspondence. 8. Be prepared at every meeting; bring minutes from previous meeting, as well as a record of committee/individual jobs assigned at previous meeting. Promote energetic activity of all officers/members 9. Attend to all other duties as specified by the chapter officers/advisor. 10. Attend all meetings, conferences and other DECA functions. 11. Check and officer Facebook page DAILY and reply within 24 hours.

8 Director of Operations Responsibilities 1. Responsible for judge recruitment (to include creating promotional/informational invitation, maintaining database of those who have signed up, as well as correspondence to follow up for confirmation and to provide additional details. 2. Responsible for all fundraisers to include: researching and presenting new ideas to members establishing an annual goal (# of successful fundraisers you wish to implement by the end of your term with projected timeline) creating implementation/action plan for all selected fundraising events submitting all paperwork to secure fundraiser approvals maintaining all records for fundraisers in progress communication on fundraiser progress/status to all parties (advisor, president, CFO etc.) recording individual student activity on each project & submitting information to the CFO. serving as a liaison between fundraising vendors & Foothill DECA submitting Fundraiser Profit & Loss to CFO & advisor at conclusion of each fundraiser. 3. Seek, gather, classify and record all chapter activities from Program of Work (POW). a. Assist in developing chapter POW to ensure they meet the Chapter Awards guidelines. b. Coordinate with President to ensure all POW activities take place, according to plan. c. Capture memories in photographs at all DECA events (or delegate photography, as needed.) d. Keep a cumulative file of clippings, pictures, charts, copies of special programs, etc to assist in creating the scrapbook/chapter awards program e. Coordinate timely collection of appropriate POW documentation upon completion of each activity. DON T WAIT UNTIL THE END OF THE YEAR! Collect documentation promptly after each event. 4. Prepare Chapter Scrapbook/Chapter Awards (CAPE) Tools needed: Current Foothill DECA POW CA DECA website (to find chapter award guidelines-- READ CAREFULLY!) Foothill DECA CAPE Narrative templates (on Mrs Raaker s website) A camera or a photographer that you can rely on to take all needed pics An official DECA binder or scrapbook Sheet protectors All records beginning from the State conference the year prior to the current State conference. A organized file drawer with tabs for each category/event Miscellaneous scrapbook supplies 5. Promote energetic activity of all officers/members 6. Attend to all other duties as specified by the advisor 7. Attend all meetings, conferences and other DECA functions 8. Check and officer Facebook page DAILY and reply within 24 hours. BONUS: If the CAPE book meets the Gold level at State, this person (& two others who assist in the process, as determined by you and the advisor) will get to attend the International Career Development Conference in April!! Woohoo!

9 Director of Technology Responsibilities 1. Design and maintain Foothill DECA website (including links to CA DECA, National DECA and other pertinent resources.) 2. Create and maintain other social media sites for Foothill DECA such as Facebook, Twitter & Instagram (also, post to CA DECA and DECA). 3. Contact and acquaint the webmaster of the Foothill website about DECA; update all information that is currently on their site. 4. Conduct monthly assessment of classroom computers to include running updates, software installations and report any printing or Internet connections issues. 5. Help to troubleshoot any technology problems related to hardware or software issues in the classroom. 6. Capture memories in video at all DECA events. 7. Keep a cumulative file (using Flickr account or other means) of digital pictures and all video footage for the purpose of creating video memories. 8. Develop video segments & arrange for all school video/bulletin announcements. 9. Create a conference highlights PowerPoint or movie, incorporating music, still photos and video, within 48 hours of the conclusion of each conference. 10. Establish an action plan (by mid September) with deadlines to take video footage & create a finished product video for each of the following chapter goals. Parent Night Student Recruiting Administrative/Faculty Orientation Annual Chapter Memories 11. Assist VP of PR in creating presentations for use in seeking corporate sponsors. 12. Establish an action plan (by mid September) with deadlines to assist the Directors of Training in creating a series of videos for use in Competition Training. 13. Troubleshoot any technology problems related to hardware or software issues in the classroom. 14. Assist in all promotional activities conducted by the VP, Public Relations. 15. Promote energetic activity of all officers/members. 16. Attend to all other duties as specified by the advisor. 17. Attend all meetings, conferences and other DECA functions. 18. Check and officer Facebook page DAILY and reply within 24 hours.

10 Director of Training (Series Events) Responsibilities. 1. Establish an action plan (by mid September) with deadlines to: Develop a training manual (due by the end of September) Develop a series of training workshops & materials, to begin in October (with an ongoing annual process to make improvements) Assist the Directors of Technology in creating a series of videos for use in Competition Training Recruit experienced students and/or alumni to serve as mentors Recruit experienced students and/or alumni to serve as judges 2. Responsible for all pre-conference training to include: Collecting and monitoring all Competition Action Plans (role play) Conducting role play training workshops and practice sessions Tracking student s progress for all mandatory training requirements, specific to all principles, individual/team series and professional selling events. 3. Reports mandatory training updates to VP, Chapter Management 4. Organizes & maintains DECA Training Center in the classroom. 5. Assist VP, Chapter Management with conference registration. 6. Assist VP, Chapter Management with conference check-in, mtgs, etc. 7. Responsible for working with Director or Written Projects & VP, Membership Development, in coordinating minimally one mini conference for training purposes. 8. Promote energetic activity of all officers/members 9. Attend to all other duties as specified by the chapter officer/advisor. 10. Attend all meetings, conferences and other DECA functions. 11. Check and officer Facebook page DAILY and reply within 24 hours.

11 Director of Training (Written Projects) Responsibilities 1. Establish an action plan (by mid September) with deadlines to: Develop a training manual (due by the end of September) Develop a series of training workshops & materials, to begin in October (with an ongoing annual process to make improvements) Assist the Directors of Technology in creating a series of videos for use in Competition Training Recruit experienced students and/or alumni to serve as mentors Recruit experienced students and/or alumni to serve as judges 1. Responsible for all pre-conference training to include: Collecting and monitoring all Competition Action Plans (writtens) Conducting written project training workshops & practice sessions Tracking student s progress for all mandatory training requirements, specific to written projects. 2. Reports mandatory training updates to VP, Chapter Management 3. Organizes & maintains DECA Training Center in the classroom. 4. Assist VP, Chapter Management with conference registration. 5. Assist VP, Chapter Management with conference check-in, mtgs, etc. 6. Responsible for working with Director or Written Projects & VP, Membership Development, in coordinating minimally one mini conference for training purposes. 7. Promote energetic activity of all officers/members 8. Attend to all other duties as specified by the chapter officer/advisor. 9. Attend all meetings, conferences and other DECA functions. 10. Check and officer Facebook page DAILY and reply within 24 hours.

12 All Officers will be trained on Banker s Responsibilities 1. Report to the Chief Financial officer and assist as needed 2. Set up all files to maintain orderly financial records for your class. 3. Record all transactions and issue receipts a. Fill out receipt for money collected. b. Mark off student s name on the roster as paid c. Indicate paid, check or cash, check # & receipt # on their member card. d. Never write a receipt for yourself. Get another officer to do it. e. Give the student a copy of their receipt to keep for their records. Leave one copy in the receipt book and put the other copy (paper-clipped to the money) in the bank bag. 4. Always have two people present when counting cash and NEVER leave money laying around. When you are done for the day, get the CFO or the teacher to lock up the bank bag in the safe. 5. Set up and maintain an account for each DECA member; encourage "savings" plans for your class period. 6. Keep financial records neat, accurate and up-to-date. 7. Prepare all necessary statements of receipts and expenditures. 8. Provide a detailed profit & loss statement for each class fundraiser. 9. Record all transactions and issue receipts.

13 JR DECA Officer Positions The JUNIOR DECA officer positions are designed to serve as middle management, primarily overseeing the lunchtime group and their activities. JR DECA positions are reserved exclusively for freshmen and sophomores that can t take the ROP Marketing or Economics of Business Ownership class*. It is assumed that by taking on this role, you plan to enroll in the ROP Marketing & Economics of Business Ownership class as a junior & senior. Junior DECA officers become part of our competitive team, as well. * Special considerations can occasionally be made for a sophomore to enroll in Marketing (with an ROP/CTE Career Plan). Junior DECA Marketing/Administrative Assistant's Responsibilities 1. Make action plans, take notes at all lunch meetings and prepare adequate minutes to distribute to all officers. 2. Distribute minutes via to all officers and print a copy for lunch-group & chapter binder, within 48 hours of all meetings. 3. Make and manage a lunch-group binder (to include such things as rosters, attendance, minutes, spirit points, etc). 4. Handle correspondence from the non-class members. 5. Develop and maintain communication between officers and underclassmen members. 6. Be active on Foothill DECA Facebook. 7. Be prepared at every meeting; bring minutes from previous meeting. Help the JR DECA Director in managing the lunch group. Be actively involved during meetings! 8. Update the DECA Spirit Point Accumulation Excel sheet on a weekly basis: send out weekly s to update all members on the point race & any other important info! 9. Develop a promotional plan to continue to recruit new members for the lunch time group. 10. Promote energetic activity for all non-members. 11. Attend to all other duties as specified by the advisor. 12. Attend all lunch-group meetings and other DECA functions. 13. Check & officer Facebook page DAILY & reply within 24 hours.

14 JR DECA Officer Positions The JUNIOR DECA officer positions are designed to serve as middle management, primarily overseeing the lunchtime group and their activities. JR DECA positions are reserved exclusively for freshmen and sophomores that can t take the ROP Marketing or Economics of Business Ownership class*. It is assumed that by taking on this role, you plan to enroll in the ROP Marketing & Economics of Business Ownership class as a junior & senior. Junior DECA officers become part of our competitive team, as well. * Special considerations can occasionally be made for a sophomore to enroll in Marketing (with an ROP/CTE Career Plan). Junior DECA Banker s Responsibilities 1. Report to the Chief Financial Officer and assist as needed 2. Set up all files to maintain orderly financial records for lunchtime group. 3. Record all transactions and issue receipts a. Fill out receipt for money collected. b. Mark off student s name on the roster as paid c. Indicate paid, check or cash, check # & receipt # on their member card. d. Never write a receipt for yourself. Get another officer to do it. e. Give the student a copy of their receipt to keep for their records. Leave one copy in the receipt book and put the other copy (paper-clipped to the money) in the bank bag. 4. Always have two people present when counting cash and NEVER leave money laying around. When you are done for the day, get the CFO or the teacher to lock up the bank bag in the safe. 5. Set up and maintain an account for each DECA member; encourage "savings" plans for lunchtime members. 6. Keep financial records neat, accurate and up-to-date. 7. Prepare all necessary statements of receipts and expenditures. 8. Provide a detailed profit & loss statement for each class fundraiser. 9. Record all transactions and issue receipts. 10. Promote energetic activity of all officers/members 11. Attend to all other duties as specified by the treasurer or advisor. 12. Attend all meetings, conferences and other DECA functions. 13. Check & officer Facebook page DAILY & reply within 24 hours.