Golden Key International Honour Society DUTIES OF CHAPTER OFFICERS

Transcription

1 Golden Key International Honour Society DUTIES OF CHAPTER OFFICERS

2 TABLE OF CONTENTS EXECUTIVE COMMITTEE... 3 PRESIDENT... 3 VICE PRESIDENT... 3 TREASURER... 3 SECRETARY... 3 PORFOLIO POSITIONS... 4 SOCIAL OFFICER... 4 COMMUNITY SERVICE OFFICER... 5 INTELLECTUAL ENGAGEMENT OFFICER... 4 PROFESSIONAL DEVELOPMENT OFFICER... 4 ACADEMIC OFFICER... 4 COMMUNICATIONS OFFICERS... 6 PUBLIC RELATIONS OFFICER... 6 NEWSLETTER EDITOR... 5 WEBMASTER... 6 GENERAL COMMITTEE MEMBER

3 EXECUTIVE COMMITTEE PRESIDENT A highly responsible and reliable person with great organisational skills, wanting to improve their overall leadership abilities. Organise, plan and lead the committee to ensure the success of the chapter. Work with the Chapter Advisor and University Relations Officer (URO) to plan a calendar of activities (i.e. Annual Plan) for the upcoming year. Plan regular meetings and prepare agendas for the officers; delegate responsibilities as necessary. Plan meetings and prepare agendas for a general chapter meeting at least once per semester or term. Facilitate the annual Membership Drive in cooperation with Asia-Pacific Headquarters (APHQ) and coordinate the planning and implementation of the New Member Reception (NMR). Meet with the other officers and the Chapter Advisor to choose new Honorary Members ( list to URO for them to invite). Ensure that the chapter fulfils all Chapter Standards. Oversee all chapter activities and keep regular contact with URO to provide updates. VICE PRESIDENT A reliable and versatile person with general supervision, the ability to step in where necessary and who wishes to improve their leadership and organisational skills. Fulfil President s duties in their absence and assist President in the completion of duties as required. Coordinate executive board and committees to conduct ongoing campus awareness campaigns particularly the annual Membership Drive. Assist the President to coordinate activities to help the chapter fulfil all Chapter Standards. Optional specific responsibilities as decided during Annual General Meeting. TREASURER A highly reliable and organised person with an interest in financial reporting and book-keeping, an eye for detail, and a strong sense of responsibility. Manage all financial transactions of the chapter with guidance from the Chapter Advisor and URO. Receive and distribute chapter funds. Work with the President and Advisor to prepare an accurate budget for the chapter within one month of the New Member Reception. Balance the chapter account and report to the chapter, Advisor and URO at least once a month. Submit to APHQ half-yearly financial reports on income and expenditures (June and December) Prepare and submit Chapter Funding Report to APHQ after the New Member Reception. SECRETARY A reliable and organised person who is interested in improving their administrative, organisational and professional communication skills. Record and prepare the minutes of each executive board and chapter meeting to distribute to chapter leaders, advisor(s) and URO. Prepare and deliver the NMR invitations to the appropriate university personnel. 3

4 Serve as chapter archivist with the assistance of the Chapter Advisor and URO. Work with Executive Committee to complete chapter activity summaries and submit to URO twice a year (June and December Progress Reports) Distribute messages from the chapter advisor, the chapter president or other officers to all chapter members through (or send to URO for mail-out from APHQ) Compose and send any chapter correspondence to university administrators and faculty, members, honorary members, campus student organisations, etc. Send Officer Profile Form to URO immediately after the AGM and inform APHQ at any time during the year when new officers are elected or existing officers resign from their positions Keep regular contact with URO to update and inform about chapter activities PORFOLIO POSITIONS ACADEMIC OFFICER Someone in their final years of studies who is comfortable dealing with academics and university staff (incl. senior executives), and wants to improve networking, communication and organisational skills. Plan and coordinate all activities with an academic focus e.g. Academic Breakfast Establish and maintain good relations with the university Help the Secretary with the invitations for academics and university staff (incl. VC) to attend the New Member Reception and/or other events Coordinate the academic sub-committee (if applicable) and call committee meetings as necessary. Recruit volunteers from chapter members and/or officers as necessary Work with the Secretary to report activities INTELLECTUAL ENGAGEMENT OFFICER A creative person with an interest in politics and other intellectual topics who can encourage others to think outside the box, and an interest in improving their networking and organisational skills. Coordinate and plan all intellectual engagement and education-related activities Coordinate the intellectual engagement sub-committee (if applicable) and call committee meetings as necessary. Recruit intellectual engagement volunteers from chapter members and/or officers. Work with Secretary to report activities. PROFESSIONAL DEVELOPMENT OFFICER A postgraduate student or someone in their final years of studies with an interest in careers development and feels comfortable liaising with corporates, and wants to improve their networking, communication and organisational skills. Plan and coordinate all career-related and professional development events. Coordinate the professional development sub-committee (if applicable) and call committee meetings as necessary. Recruit volunteers from chapter members and/or officers. Work with Secretary to report activities. 4

5 COMMUNITY SERVICE OFFICER An outgoing and creative person with an interest in social work and volunteering, who can organise events to contribute to the wider community and motivate others to help. This role will develop communication, project management, and networking skills. Coordinate and plan community service activities throughout the year. Aim to plan and coordinate at least one On-going Applied Community Service Initiative and one One-off Applied Community Service Initiative refer to and comply with Chapter Standards Work with Secretary to keep track of community service hours to be recorded in progress reports to URO. Coordinate the community service sub-committee (if applicable) and call committee meetings as necessary. Recruit community service volunteers from chapter members and/or officers. SOCIAL OFFICER A creative and outgoing person who is interested in organising networking and social events. Plan and coordinate at least one social activity for chapter members per term/semester. Coordinate the social committee (if applicable) and call committee meetings as necessary. ALUMNI LIAISON Someone in postgraduate or final years of studies who feels comfortable dealing with alumni members and wants to improve their networking, communication and organisational skills. Organise and co-ordinate Alumni Engagement Events. Collaborate with Communications Officers to develop Alumni Communications. Work with Secretary to report activities. HONORARY MEMBER LIASION Someone in their final years of studies who feels comfortable dealing with distinguished community members and university staff (incl. senior executives), and wants to improve their networking and communication skills. Organise and coordinate Honorary Member Communications. May involve organising Honorary Member events or suggesting Honorary Members who could become involved with events and initiatives. Work with Secretary to report activities. NEWSLETTER EDITOR A creative individual with an eye for detail and grammar, who has an interest in written communication and publishing, and who wishes to improve their communication and editing skills. Create and edit chapter newsletter (if applicable) at least once per semester. The newsletter can also be a web-based publication. Write and/or solicit articles for the newsletter. 5

6 Ensure distribution of the newsletter to members, faculty, staff and the URO Keep regular contact with URO to share news stories and photos with APHQ photos to be included in the Golden Key newsletter COMMUNICATIONS OFFICERS PUBLIC RELATIONS OFFICER A creative person with initiative and an interest in communication and marketing who wants to improve professional skills in these areas. Coordinate all publicity for chapter activities and events. Coordinate efforts with the Vice-President. Maintain good relations with campus and local newspapers and radio stations. Set up interviews as needed. Place ads and public service announcements in local media with prior to approval from APHQ. Write and submit press releases for important chapter activities. Explore any creative methods of advertising or publicity to increase awareness about Golden Key. Keep regular contact with URO to update about chapter activities and newsworthy activities. WEBMASTER A person with an interest in social media and virtual networking who wishes to improve their overall communication skills. Update and maintain chapter website (if applicable) and Facebook page. Make sure the chapter website (if applicable) and Facebook are linked to Pass on all passwords and usernames to APHQ for safe-keeping for future committees Add APHQ as administrator on Facebook. Help Secretary to coordinate electronic communication to chapter members. GENERAL COMMITTEE MEMBER New inductees who are keen to get involved and wish to get introduced the responsibilities of leadership roles Assist generally with the chapter events and initiatives Support officers in the form of sub-committees. 6