Alpha Phi Alumnae Chapter Officer Responsibilities

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 November 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 the printed extras for each event