6/17/2014 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.

3 18. Check DAILY and reply within 24 hours. Vice President, Business Partner Development Responsibilities 1. Assist the president when necessary. 2. Prepare agenda & preside over meeting in the President's absence. 3. Work with VP, PR to develop an outreach tool kit to include chapter fact sheet, promotional materials, presentation, etc. 4. Contact local organizations such as Rotary, Lion's Club, Chamber (and various members within the business community) to set up presentations on DECA and solicit business partnerships. 5. Train and delegate team members to assist with business partner presentations, as needed. 6. Track all donations brought in and those who participated in the efforts and report to CFO. 7. 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. 8. Research and provide career exploration opportunities such as guest speakers, field trips, interns, job shadows, or career interviews. Coordinate all communication for activity including paperwork for approval, correspondence with guest speakers/business owners & specific actions plans. 9. Coordinate all communication with guest speakers. Train officers and/or members to introduce guest speakers using the TIS method (see Mrs Raaker for more info) and schedule introductions, as needs arise. CC Mrs Raaker on all plans. Prepare and execute a plan to purchase small gifts to keep on hand as a thank you to our volunteers. 10. Promote energetic activity of all officers/members 11. Attend to all other duties as specified by the chapter officers/advisor. 12. Attend all meetings, conferences and other DECA functions. 13. Check DAILY and reply within 24 hours.

4 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 & submission to National DECA for DECA s annual Chapter Campaigns (ie, Membership, Community Service, etc). 4. Responsible for the recruiting, training & development of the lunch (non-class) chapter members to provide a meaningful experience for them. This could include such things as competition training, local competitions, guest speakers, workshops, social activities, recognitions, etc. a. Create annual goals b. Develop a monthly calendar c. Create a weekly implementation plan, due at each officer mtg 5. Oversees Jr DECA Marketing/Admin officer and collaborates on promotional efforts. Supervises all communication to the lunch group through (and/or social media outlets). 6. Oversees all JR DECA committees & works with the CAPE Project Mgr to provide documentation for CAPE project. Must plan, execute and evaluate at least 3 activities related to Leadership Development, Social Intelligence, Membership Development or Community Service. 7. Assists with competitive event training. 8. Attends weekly officer meeting to report on lunchtime activities. 9. Promote energetic activity of all officers/members 10. Attend to all other duties as specified by the advisor. 11. Attend all meetings, conferences and other DECA functions. 12. Check DAILY and reply within 24 hours.

5 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.

6 16. Check DAILY and reply within 24 hours. VP, PR & Communications Responsibilities 1. Attends weekly officer meetings (senior mgmt & regular officer mtg) 2. Design a specific public relations campaign and a plan to execute it. (PRP) 3. Oversees the planning & execution of minimally 3 Community Service Projects 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. Oversee DECA website maintenance & periodically peruse the Foothill website link about DECA to ensure accuracy of content. (done by webmaster). 5. Oversee all social media outlets associated with Foothill DECA such as Facebook, Twitter, Instagram, etc (done by webmaster). 6. Contact and acquaint the editors of the school and local newspapers of the aim and purpose of Marketing Education & DECA. 7. Develop a working relationship with all local media personnel and supply them with DECA news regularly; keep a current cumulative record of contacts names/phone numbers. 8. Prepare articles for publication in school and local newspapers. 9. Work with VP, Business Partner Development to develop an outreach tool kit to include chapter fact sheet, promotional materials, presentation, etc. 10. Send all Foothill DECA news to CA DECA & National DECA, as appropriate. 11. Collaborate with video productions manager 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. 12. Oversee all school video and bulletin announcements 13. Maintain a positive image of DECA on campus as well as in our community. 14. Promote energetic activity of all officers/members 15. Attend to all other duties as specified by the advisor. 16. Attend all meetings, conferences and other DECA functions. 17. Check DAILY and reply within 24 hours.

7 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.

8 21. Check DAILY and reply within 24 hours. Administrative Assistant's Responsibilities 1. Attends weekly officer meetings (senior mgmt & regular officer mtg) 2. Take notes at all meetings and prepare adequate minutes to distribute to members/officers. 3. 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 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 to update. 9. Promote energetic activity of all officers/members 10. Attend to all other duties as specified by the chapter officers/advisor. 11. Attend all meetings, conferences and other DECA functions. 12. Check DAILY and reply within 24 hours.

9 Director of Operations Responsibilities 1. 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 and 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. 2. Seek, gather, classify and record all chapter activities (from POW) a. Capture memories in photographs at all DECA events (or delegate photography, as appropriate.) b. Keep a cumulative file of clippings, pictures, charts, copies of special programs, etc to assist in creating the scrapbook/chapter awards program c. Assist in developing chapter program of work (POW). Be sure to advise them of the Chapter Awards guidelines d. Coordinate with the President to ensure all POW activities are taking place, according to schedule. e. Coordinate timely collection of appropriate documentation upon completion of each activity. DON T WAIT UNTIL THE END OF THE YEAR! Collect documentation promptly after each event 3. Prepare Chapter Scrapbook/Chapter Awards (CAPE) Tools needed: Current Foothill DECA POW CA DECA website (this is where you will find your 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 4. Promote energetic activity of all officers/members 5. Attend to all other duties as specified by the advisor 6. Attend all meetings, conferences and other DECA functions 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!

10 7. Check DAILY and reply within 24 hours. 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. Help to troubleshoot any technology problems related to hardware or software issues in the classroom. 5. Capture memories in video at all DECA events. 6. Keep a cumulative file (using Flickr account or other means) of digital pictures and all video footage for the purpose of creating video memories. 7. Develop video segments & arrange for all school video/bulletin announcements. 8. Create a conference highlights PowerPoint or movie, incorporating music, still photos and video, within 48 hours of the conclusion of each conference. 9. Edit video footage to create a finished product video for each of the following chapter goals. Parent Night Student Recruiting Administrative/Faculty Orientation Annual Chapter Memories 10. Assist VP, Business Partner Development & VP of PR in creating PowerPoint presentations for use in seeking corporate sponsors. 11. Assist Director of Series Events & Written Events in creating a series of videos for use in Competition Training. 12. Troubleshoot any technology problems related to hardware or software issues in the classroom. 13. Assist in all promotional activities conducted by the VP, Public Relations/Communications. 14. Promote energetic activity of all officers/members. 15. Attend to all other duties as specified by the advisor. 16. Attend all meetings, conferences and other DECA functions. 17. Check DAILY and reply within 24 hours.

11 Director of Training (Series Events) Responsibilities 1. Responsible for all pre-conference training to include: developing a training manual and a series of training workshops (with an ongoing annual process to make improvements) recruiting judges/mentors (experienced students and/or alumni) tracking students progress for all mandatory training requirements, specific to all principles, individual/team series and professional selling events. 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 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 officers/advisor. 9. Attend all meetings, conferences and other DECA functions. 10. Check DAILY and reply within 24 hours.

12 Director of Training (Written Projects) Responsibilities 1. Responsible for all pre-conference training to include: developing a training manual and a series of training workshops (with an ongoing annual process to make improvements) recruiting judges/mentors (experienced students and/or alumni) \ tracking students progress for all mandatory training requirements, specific to all 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 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 officers/advisor. 9. Attend all meetings, conferences and other DECA functions. 10. Check DAILY and reply within 24 hours.

13 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 period. 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.

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. This is a great starting point 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 DAILY and reply within 24 hours.

15 JR DECA Officer Positions The JUNIOR DECA officer positions are designed to serve as middle management, primarily overseeing the lunchtime group and their activities. This is a great starting point 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 DAILY and reply within 24 hours.