Duties of Chapter Officers

Duties of Chapter Officers

PRESIDENT

  • Organize, plan and lead to ensure the perpetuation and overall success of the chapter.
  • Work with the Chapter Advisor to plan a calendar of activities for the upcoming year.
  • Plan regular meetings and prepare agendas for the officers; delegate responsibilities as necessary.
  • Coordinate the planning and the implementation of the induction ceremony and reception.
  • Meet with the officers and the Chapter Advisor to choose new honourary members.
  • Ensure that the chapter fulfills all chapter standards.


VICE PRESIDENT

  • Fulfills President’s duties in the absence of the President and assists President in the completion of duties as needed.
  • Coordinate Campus Awareness Team to conduct ongoing campus awareness campaigns – particularly the annual membership drive.
  • Assist the President in coordinating activities to help the chapter fulfill chapter standards.
  • Responsible for organization of Meal Exchange activities.


TREASURER

  • Manage all financial transactions of the chapter with guidance from the Chapter Advisor.
  • 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 induction ceremony.
  • Balance the chapter account and report to the chapter, the Advisor and the Regional Director at least once a month.
  • Submit financial reports as indicated in Chapter Standards.


RECORDING SECRETARY

  • Report and prepare the minutes of each executive board and chapter meeting to distribute to chapter leaders, advisor(s), associate director and the webmaster.
  • Distribute messages from the Chapter Advisor, the Chapter president or other officers to all chapter members.
  • Prepare and deliver the induction invitations to the administrators and faculty.
  • Compose and send any chapter correspondence to university administrators and faculty, members, honourary members, campus student organizations, etc.
  • Prepare and mail correspondence to international headquarters.


HISTORIAN

  • Submit chapter activity summaries to the Canadian Associate Director.
  • Obtain all correspondences and minutes from Recording Secretary.
  • Save and document any evidence of chapter activities including posters, newspaper clippings, etc.
  • Take pictures to include in the chapter’s website and for reports to the Golden key headquarters.
  • Prepare and update on-line reporting on a regular basis.
  • Responsible for bi-yearly reports.


SERVICE DIRECTOR

  • Network and partner with other student organizations with programs and activities.
  • Plan and coordinate at least two education-focused service activities per term/semester.
  • Coordinate the regular updating of the website in correspondence with the webmaster.

     
SOCIAL DIRECTOR

  • Plan and coordinate at least one social activity for chapter members per term/semester.
  • Coordinate the social committee and call committee meetings as necessary.
  • Inform exec and general members about upcoming events.


PUBLIC RELATIONS DIRECTOR

  • 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.
  • Write and submit press releases for important chapter activities.
  • Explore any creative methods of advertising or publicity to increase awareness about Golden Key. 
  • Increase visibility among GK members by providing them with a token recognition.


HONOURARY MEMBERS & CAMPUS OFFICIALS LIAISON

  • Prepare and send chapter updates to honourary members throughout the year.
  • Inform honourary members and campus officials about membership drive initiatives.
  • Prepare and send invitations to the new member induction ceremony and to other events.  Follow up with a personal phone call.
  • Plan and coordinate at least one honourary member activity per term/semester (honourary member meal w/members, wine and cheese social, guest speaker, etc.)


WEBMASTER

  • UPDATE AND MAINTAIN THE LOCAL Golden Key webpage.
  • Make sure the webpage is linked to the Golden Key site –www.goldenkey.org.
  • Ensure the chapter’s information is correct and current on the Chapter Director of www.goldenkey.org.


NEWLETTER EDITOR

  • Create and edit chapter newsletter at least once per semester.  The newsletter can be a web-based publication.
  • Write and/or solicit articles for the newsletter.
  • Ensure distribution of the newsletter to members, faculty, staff, the Records office of the University, the web director and Golden key Director (Canadian operations).


SCHOLARSHIP COORDINATOR

  • Keep members and executive informed about upcoming scholarships.
  • Revise and update the chapter scholarship program.


FUND-RAISING COORDINATOR

  • Investigate sources of local funding and coordinate activities.  Aim to raise an amount of money decided on by the executive within the term of the office.
  • Coordinate the fund-raising committee and call committee meetings as necessary.
  • Recruit fund-raising volunteers from chapter members and/or officers.
  • Report to the Treasurer


Updated August 2011