Responsibilities & Expectations of Executive Board Members

Transcription

1 Responsibilities & Expectations of Executive Board Members Be in good standing with the university, both in terms of conduct and academics, and carry a 2.3 cumulative GPA Attend all Executive Board meetings o Co-Presidents/Vice Presidents will meet weekly o Chairs will be meet bi-weekly Attend and assist with selected Union Board sponsored events Assist in overseeing all logistical elements for events within area of expertise (including but not limited to: reserving venue; working with agents; organizing supplies and equipment for events; assisting with advertising; organizing volunteers and committees; working with Parkhurst, Physical Plant, Student Accounts, and other university departments) Attend conferences sponsored by the National Association of Campus Activities; we attend both regional and national conferences. Co-Presidents and Vice Presidents will be required to attend, unless otherwise excused Attend Office of Student Involvement trainings and retreats, as required of student organizations; not all individuals will have to attend all trainings and retreats Adhere to the Student Code of Conduct on and off campus while representing the interests of Wittenberg University students Meet weekly/bi-weekly with Associate Director of Student Involvement and/or Co- President/VP; meetings will depend of role served Co-President & Vice President Qualifications Individuals must have served on the Union Board for at least one year to apply and serve as a Co-President or Vice President on the executive board. For the 2018 application year, the one year of UB experience will waived. Individual should have served in a major leadership role or experience connected to position they are applying. Chair Qualifications Individuals must have demonstrated experience and interest in campus programming and activities; previous leadership experienced recommended. Co- President Responsible for leading the direction of the organization, overseeing the executive board and their operations, facilitating Executive Board meetings and decision making, representing the organization both on and off campus, and researching ways for the organization to stay successfully student-centered. May be asked to serve on other university committees as representatives of the organization. Co-Presidents will have primary responsibility in supporting two Vice Presidents and their chairs; one Co-President will supervise the Vice President of

2 Marketing & Vice President of Programming and the other Co-President will supervise the Vice President of Administration and Finance and Vice President of External Relations. Preside over and call Executive meetings Establish a regular channel of communication with University Administration, Faculty, and the Office of Student Involvement Appoint chairpersons/positions as necessary Sign financial contract from Student Senate regarding individual liability for misspent funds at beginning of Fall Term (Semester) Act as the official UB representative in all matters where such representation is needed, unless otherwise specified or delegated Schedule special training seminars for Exec s and other UB members Serve as an interim Executive board officer in the event of a vacancy Train at the end of their term of office the incoming Co-President Meet two-on-one with Associate Director of Student Involvement weekly/bi-weekly Coordinate election processes and application for upcoming term appointments to the executive team Schedule office hours for Executive Board members Vice President of Programming Responsible for leading the strategic direction and executive of campus activities and programming sponsored by the Union Board and ensuring timeliness of planning, implementation, and execution. May be asked to represent Union Board at University-wide events for planning of programs and activities. This individual will take the lead on programming events unfulfilled by the programming chairs and lead direction of Union Board s Wittfest planning. Meet with Programming Chairs and Logistics Chair bi-weekly in either committee or oneon-one format Planning the semester calendar of dates and activities for Union Board Serve as the representative for communicating initially with agencies for booking contracted acts Communicates updates to executive team for events and activities; delegates responsibilities to programming and logistic chairs Lead programming and planning for Wittfest with programming and logistics chairs as committee Communicates with Vice Presidents regularly and ensures delegation of finances, student organization outreach, and marketing appropriately.

3 Review logistic forms and budget forms to ensure appropriate programming Programming Chair (3) Responsible for planning and implementing programs and activities throughout the calendar year. This individual will select programs in the semester previous and begin planning all aspects of event and communicate marketing and finance needs accordingly. Each programming chair will plan anywhere between 4-6 events per semester. Research activities and performers to potentially bring to campus; stay attentive to student voice and needs. Implement annual and special events hosted by the Union Board Create educational, recreational, cultural, and social events for campus community Contact performers such as musicians, comedians, magicians, etc.; provide an itinerary of events/minute-by-minute schedule for contracted act. Work together to communicate with the other Programming Chairs to ensure that events are properly spaced and are diverse throughout the semester Consult and complete a logistics form for the event to assist Logistics Chair in planning events Create schedules to outline all activities and steps for day event success Logistics Chair Responsible for the implementation of tech, space, catering, and special equipment needs at events and activities hosted by the Union Board. This individual will work with Programming Chairs to submit a logistics form detailing all needs with event success. Responsible for implementing technical needs for performers and Union Board events; will work with businesses to support tech needs Oversee the implementation of logistics forms and set up/tear down for events; will work directly with logistics schedule of Wittfest in conjunction with Vice President of Programming. Research practices for event logistics to ensure Union Board event and activity success Submit 25Live requests for events and activities hosted by the Union Board Educate and conduct training on tech-related items (sound system, lighting, etc.) to ensure board efficiency Build relationship with key logistics/campus staff including dining, catering, scheduling and events, and IT departments Oversees the UB office space; maintain cleanliness, improvements, and communication surrounding its usage

4 Vice President of Administration & Finance Responsible for the oversight of Union Board s allocated annual budget and the budgeting process. This individual will prepare reports, assess finance and spending of organization, and community with the Student Senate executive board for funding related questions. This individual will oversee the Budgeting Chair and Assessment Chair. Oversee the Union Board fall and spring semester budgets Keep secretarial records at all Union Board meetings and distribute minutes accordingly Assist the budgeting chair in preparing programming reports of spending; VP will prepare, at minimum, an updated budget bi-weekly to be sent out or presented to board Attends and serves on the Finance Committee for Student Senate Meet bi-weekly with Budgeting and Assessment chairs in either committee or one-onone format Implements and researches strategies for financial literacy of executive board members Prepares, submits, and presents (with Co-Presidents) the request for Student Senate allocation funds Oversees any Tiger Fund or Build A Better Wittenberg fund requests Budgeting Chair Responsible for serving as a consultant to Programming Chairs in the financial planning of event or activity. This individual will assist the Programming Chairs or Marketing Team in preparing a budget request. This role will also work alongside the Vice President of Administration and Finance. Prepare budget requests with Programming Chairs for specific events and activities Requests purchasing card information from Associate Director of Student Involvement Updates the budget document accordingly when spending of funds has occurred with assistance from the Vice President of Administration and Finance Attends and serves on Finance Committee for Student Senate when Vice President of Administration and Finance is unavailable to do so. Assists in creating allocation request for Union Board budget for academic year Reports and generates program analysis on spending by event type at bi-weekly meeting attendance Assessment Chair

5 Responsible for assessing, evaluating, and analyzing events and activities hosted by the Union Board through informal and formal metrics. This position will develop a general program evaluation and track participation and attendance at events/activities. The role will develop best practices and research innovative strategies to assist in multiple areas of board and programming functionality. Create program evaluation and assess trends of activities and events; present information to UB consistently Research best practices for innovative strategies and consult with Vice Presidents and Chairs in specific areas of board Develop strategy for tracking and recording attendance; communicate program evaluation completion to participants at events Analyzes programming metrics in conjunction with Associate Director and assist in semester or yearly distribution of campus programming survey Invites students to attend at least two focus groups per year to provide face-to-face feedback on UB events and activities Record minutes at executive team meetings in absence of Vice President of Administration and Finance Keep accurate record and information of all executive board members, including, emergency contact information Vice President of Marketing Responsible for oversight of all marketing and promotion of the Union Board events, activities, and board as a campus student organization. This role with create best practices and strategize ways to maximize marketing and campus reach for event and activity awareness in conjunction with Marketing Team. This individual will be expected to design graphics, research promotional items, and manage social media collaboratively with Promotions and Graphic Design Chairs. Oversee the marketing and promotion of Union Board brand, events, and activities Meet bi-weekly with Promotions and Graphic Design Chairs either in committee or oneon-one format Approve all marketing materials (posters, social media graphics, etc.) before distribution on campus both electronically and physically Create marketing plan for chair positions and assist in develop key promotion strategies with Marketing Team; communicate these strategies to board for maximum engagement Assisting with the purchase of promotional items in conjunction with Marketing Team and Associate Director of Student Involvement

6 Markets Union Board to campus at least once per beginning of semester and coordinate this event/activity with Marketing Team Collects events and activities planned by Programming Team and develops strategy for promoting calendar of events with Marketing Team Creates and manages the marketing plan form for Programming Team to utilize; Chair positions also are a part of this management Promotions Chair Responsible for the oversight and communication of Union Board print materials and social media outreach about events and activities. This role with create and uphold a timeline and approach for consistent social media usage and develop strategies to maximize physical/print promotional outreach to campus. This individual will research and suggest purchasing of promotional items such as t-shirts, banners, posters, and other sustainable promotional tools. Oversee the social media accounts (Facebook, Instagram, Snapchat, and Twitter) of Wittenberg Union Board; create posting and sharing strategy and communicate to executive team. Run and report monthly analytical data of social media usage and reach to campus community Research and suggest promotional items for purchasing to Marketing Team and board (i.e. t-shirts/apparel, banners/posters, giveaways, etc.) Developing a calendar of promotional tabling or word-of-mouth promotional events and manage sign up of board members at these events Oversee the implementation of Union Board presence at the Student Involvement Fairs Strategize opportunities to facilitate contests, meet and greets, and other promotional opportunities to drive attendance and interaction at events and activities Graphic Design Chair Responsible for the creative design and usage of the Union Board s brand to market events and activities. This individual should develop strategies to collect information and create effective and informative graphics for maximum awareness. This role will work alongside Promotions Chair to create designs for promotional events or items and ensure social media designs and brand are upheld. Create posters/fliers, social media graphics, t-shirt designs, etc. by utilizing Canva account managed by Office of Student Involvement

7 Consult with Programming Team to gather information needed for fliers/posters; communicate with agency when graphics of performers/artists are needed Manage, execute, or schedule photography at key events and activities hosted by the Union Board Ensure UB brand is consistent in posting and designs for social media and print publications Submitting designs to wide format printing or other outsourced printing venues Assist in ensuring marketing request forms are completed by Programming Chairs Vice President of External Relations Responsible for developing relationships with student organization, University departments, faculty, and staff. This role will serve as key developer of communication, connection, and strategy around supporting student programming and events. This individual will also be responsible for professional development opportunities of the board at bi-weekly meetings and retreats. Meet bi-weekly with the Student Organization and Volunteer Chair Serves on Witt Late Night Student Advisory Team as representative of Union Board Develops strategies, in conjunction with Assessment Chair, to better collaborate with departments and organizations Plan and coordinate the Student Calendar of Events meetings in conjunction with Office of Student Involvement Manages programming co-sponsorship and collaboration funds delineated in the annual budget/co-facilitate the programming co-sponsorship fund meetings Plan professional development meetings for the board in conjunction with Co-Presidents and Associate Director of Student Involvement Assist in developing programming events and activities calendar with Office of Student Involvement Assist with any logistics and marketing of events Work alongside Co-Presidents and Associate Director of Student Involvement to plan winter and fall retreats. Attends weekly executive board meetings; meets biweekly one-on-one with advisor. Student Organization & Volunteer Chair Responsible for attending, promoting, and creating key collaborative relationships with student organizations and encouraging partnership in UB events and activities. This role will coordinate volunteers needed for larger, annual events hosted by the UB, as requested by Programming

8 Team. This individuals will recognize other organizations for hosting successful events and activities and be the board s connection to Student Senate. Serve as the external collaborator between Union Board and other student organizations; attend other student organization meets to discuss collaborations as needed Co-facilitate the programming co-sponsorship fund meetings with Vice President of External Relations Attend one Student Senate meeting per month; meet with the Student Organization Senator once a month Encourage recognition of campus wide events and activities hosted by other student organizations Coordinate all student volunteer staff for events needing assistance Communicate and assign responsibilities based upon Logistics and Programming Chairs requests; recognize volunteers for their assistance post event Work alongside Social Media and Logistics Chairs Coordinate one service project for the board once per semester. Serve as representative of Union Board on any special service-based initiative requested by Hagen Center for Urban and Civic Engagement