|
|
Here are the highlights of each officer’s responsibilities
on an Alpha Phi Alumnae Executive Board. If your chapter is small, members
can combine duties or assume two offices. When presenting this information
at the "recruitment party" highlight just a few responsibilities
per office on brightly colored posters. Remember this information can
be modified and adapted to suit your chapter’s needs.
President
- Helps to establish the direction and goals of the
chapter
- Presides at all meetings
- Communicates with the Executive Office and Regional
Alumnae Membership Coordinator
- Writes a President’s Letter which is sent to all
mailables, possibly in a newsletter
- Appoints Nominations Committee and any appointed
offices
- Complete Annual Chapter Report, due May 30
- In the event the chapter disbands, president is responsible
for sending records to Executive Office
Vice President Membership
- Focuses on recruitment, retention, and recognition
of members
- Helps chapter members meet the goal of attaining
high dues paying members in relation to total mailables.
- Coordinates welcoming new and/or absent members with
a committee, ice breakers, name tags, etc.
- Assumes the responsibilities of presidency in the
President’s absence
- Coordinates with the Secretary the publishing of
a roster
- Coordinates the Alumnae Initiate program for the
chapter
- Informs members about networking opportunities available
with the Career Advisory Network
- Distribute Volunteer Interest Surveys to members
(available in Quarterly and on website) and return surveys
to the Executive Office
Vice President of Programming
- Sets meeting dates with the Executive Board
- Works with a committee or independently to arrange
meeting locations/speakers
- Coordinates with the secretary the publishing of
a calendar
- Recruits members to host social functions and helps
ensure that functions are diverse
- Helps coordinate ceremonial programs such as Graduating
Senior Ceremony, Founders' Day Ceremony, etc.
Treasurer
- Prepares and presents budget to the chapter for adoption
- Keeps records in permanently bound form
- Gives receipts for all monies received
- Collects dues or works with a committee to create
a dues collection method
- Sends any International dues collected to the Executive
Office by Nov. 1. (Even though International dues are collected by
the International Office, the treasurer may receive one or two responses.)
- Encourage members to pay International dues and Founders'
Day Pennies to the Executive Office
- Applies for Taxpayer ID# as required (IRS for SS-4)
and reports number to Executive Office
- Ensure that there are enough funds to send a delegate
to Convention and Regional Conference
- Submit chapters Dues paying Member Roster to the
EO by Oct. 1, any additions or modifications need to be sent to the
EO on Jan. 30 and June 30
Secretary
- Should have a personal computer to maintain the chapter
database
- Keeps written records of all chapter proceedings
in permanent form
- Attends to all chapter correspondence
- Keep current record of names and addresses of members
- Forwards all changes of address, name, and phone
number to the Executive Office
- Sends congratulatory note and Welcoming Dollars to
each new collegiate and alumnae chapter
MAP (Marketing Alpha Phi) Coordinator
- This is not a Public Relations position. It is strictly
to make Alpha Phi visible to potential collegians in the area.
- Develops alumnae chapter’s MAP plan
- Identifies easy ways for the alumnae chapter to become
more visible in the area
- Identifies and prepare lists of women planning to
attend college
- Identifies and prepare lists of high schools in the
area
- Provides assistance, as available, to support collegiate
chapters MAP plans
Quarterly Correspondent
- Sends the chapter article to the Quarterly
Editor at the Executive Office
- Takes pictures at alumnae events for the local newsletter
and the Quarterly
- Identifies women for Quarterly articles who
have received special honors in their careers or communities
Publicity Chair
- Send press releases about alumnae events, fundraiser,
community service, etc. to local papers
- Send press releases to local papers about recipients
of Alpha Phi scholarships
- Coordinates efforts with MAP coordinator
Ways and Means Chair
- Plans fund raising events for the chapter for collegiate
and Foundation donations
- Plan fund raising activities to send a delegate to
Convention and Regional Conferences
- Encourages members to volunteer time to the community
and donate money to the Alpha Phi Foundation
Collegiate Chapter Liaison
- Coordinate and directs the collegiate support efforts
of the alumnae chapter
- Coordinates efforts of the MAP officer
- Sends cards or goodies for special events at the
chapter, like recruitment, holidays, finals, etc.
Panhellenic Delegate
- Represents the Fraternity at all Alumnae Panhellenic
Meetings and reports to the chapter
- Notifies the International Executive Office of any
special information regarding area collegiate chapters or colleges
without Alpha Phi chapters that are expanding their systems.
- Helps identify young women going through recruitment
through Panhellenic teas and events
Communications Chair
- Produce a newsletter that is sent to all mailables
at least once per year
- Create an effective reminder program (postcards,
phone tree, web site, etc.) for chapter events
- Produce programs, certificates and all printed extras
for each event
|
|
 |
|
