Alumni Exec Board Position Descriptions

Officers

President:

The President is primarily responsible to preside over all general membership meetings as well as those of the alumni executive board. He is responsible for the formulation and maintenance of the alumni policies and for driving both the strategic planning and tactical execution necessary to ensure that both near term and long objectives for the organization are achieved. The President will call regular meetings of the Executive Board in order to gain consensus on direction and to enact programs and change needed to meet objectives set forth. The President is authorized to stand on any committee and to appoint additional volunteers to standing committees or appointed offices that will help promote the brotherhood and in support of alumni activities / even ts. The President will also serve as an advisor for the undergraduate Chapter President, and is responsibl e for the general functioning of the chapter. He should monitor the morale of the members and overs ee the chapter's operations in conjunction with the other officers.

Vice-President:

In the absence of the President, or in event of his inability to act, the Vice-President shall perform the duties and responsibilities of the President. He will likely serve as Chair and/or project lead on key committees and be responsible for driving the initiatives identified by the Board and consistent with the strategic direction of the organization. The Vice-President will also serve as the director of fundraising. In this capacity, he will be responsible for focusing on increasing the alumni fundraising potential by conducting an annual campaign for operational, endowment, and capital for the Undergraduate chapter house and will work closely with the Board of Directors on the strategy and execution of these campaigns. The Vice-President will also serve as an advisor to the Undergraduate VP of Membership Recruitment. He will provide guidance and council to ensure that the undergrads stay close the core principles and maintain a constant focus on meeting and recruiting men who will embrace the ideals of the Fraternity.

Treasurer:

The Treasurer shall maintain the operating account(s) of the alumni chapter, handle the accounts payable and receivable, report on the financial status of the alumni corporation, handle bank deposits, manage any/all investment instruments, and serve as an advisor to the Undergraduate Chapter Treasurer. The Treasurer is responsible to receive, review, and ensure the accuracy of all monthly statements and to make available all records for audit at the annual meeting to be held at Bass Lake (Memorial Day weekend). The Treasurer shall also monitor the Undergraduates Treasury accounts and ensure that best-practices per FASB are enacted and adhered to on an audit basis. As the advisor for the undergraduate Treasurer, the Alumni Treasurer is responsible to help the Undergraduate Treasurer make sure that all chapter financial obligations are fulfilled, that an annual budget is formulated (by quarter) and approved by the Undergraduate Exec Board and membership. He should help to coordinate an annual audit of the Undergraduate chapter's accounts and books.

Secretary:

The Secretary shall serve as the chief records keeper for the fraternity and shall also function as the director of communications/web technology. He is responsible for managing all aspects of the alumni corporation’s publications and communications. This includes responsibility for maintaining and publishing the minutes of all Board meetings, production of alumni newsletters and other bulletins. He will also formulate and direct the strategy, functionality, and security (and maintenance) of the alumni website to include contact data base management. In this capacity, he also helps to provide leads on job assistance, contact / networking, and is the defacto business directory chairman. He is responsible for timely dissemination of all pertinent information to both Alumni and Undergraduates via email, mailings, any other mediums of communication that are needed to reach all members within the organization (both domestically and internationally). As the advisor for the chapter Secretary, his responsibility is to ensure that minutes are kept to document all meetings. These minutes should be disseminated to the Alumni Executive Board members via email and kept in archive.

Undergraduate / Alumni Relations Chair:

The Undergrad / Alumni Chair is responsible for fostering the development of fraternal relationships and interaction within the alumni corporation and between the Alumni and the Actives. In the interests of developi ng a stronger network of social, fraternal and working relationships of mutual benefit, he shall develop and promote opportunities for alumni involvement and interaction in the Fraternity, including development of mentor relationships between the Undergrad and Alumni members wherever possible. He should assist in the recruitment of alumni volunteers, and provide alumni guidance to the Actives as needed to ensure that undergraduates maintain a supportive atmosphere where brothers can live, socialize and be safe while pursuing high academic achievement. He is the primary conduit for communicating the Actives’ key pledging and initiation milestones to the Activities / Events Chairman and Secretary so that advance notice is provided to the Alumni and participation is encouraged. He will also maintain close familiarity with the undergraduate chapter and its operations through regular meetings with the chapter officers, occasional attendance at chapter meetings and events. He should be THE liaison between th e undergraduate and alumni, and help provide the necessary advising, counseling, encouragement, and a ssistance to the undergraduate chapter as needed. He will work Undergraduate’s Alumni Relations Chair and in conjunction with the Activities / Events Chairman, they will plan events and activities that will increase the positive relationship between Undergraduates, their parents, and the alumni corporatio n. Lastly, as an advisor to the Actives, he will work closely with the Secretary on matters pertaining to the undergraduate preparation for job interviews and application processes, networking with alumni professionals and other aspects of integration into post-graduate life.

Activities / Events Chair:

As the social director for the fraternity, the Activities / Events Chairman is responsible for scheduling, publishing and coordinating a calendar of events of alumni activities and with the Undergraduates – with special focus on recruitment, pledging, and initiation activities. In conjunction with the Secretary and the Actives / Alumni Relations Chair, he shall maintain the social calendar via web and other communication channels. He is principally responsible for initiating the planning of regional events and activities through-out the calendar year. He will enlist geographic co-chairmen to help coordinate and contact local alumni. He should work closely with the Secretary to ensure that adequate communications coverage is provided to promote all events and to encourage attendance. He will contact, engage, and encourage alumni attendance, participation, and involvement in social, fraternal, and charitable activities.

Awards / Recognition / Historical Preservation Chair:

Will be responsible for recognizing outstanding achievement and contribution to the Fraternity and for promoting the same. This chairman will provide recommendations to the Executive Board and BOD when such levels of service warrant special accommodation. He will also maintain, in conjunction with the Actives, the plaques that commemorate individual accomplishment and bond donations. He will also provide guidance and oversight to the Actives’ VP of Loss Prevention to ensure the enforcement of risk management and loss prevention policies to ensure that matters of historical value (paddles, plaques, documents, photographs, mugs, etc) are maintained in a safe manner for the benefit and enjoyment of the membership. His other role will be to serve as the Academics / Education Advisor to the Undergraduates. This will include working with the Undergraduate Education chairman and promoting strong academics. As an advisor to the undergraduates, he will work with the undergraduates and the Alumni Board of Directors in any matters pertaining to Undergraduate applications for alumni scholarship awards (which are approved by the Alumni BOD on an annual basis) and to work with the undergraduate chapter in tracking academic performance, assistance in setting up and maintaining tutoring and test files via web or hard copy.

Interchapter / IHQ / Public Relations Chair:

This individual will serve as the chairman and primary contact as well as a promote relationships with other DU chapters. He should maintain good communication with the Director of Alumni Services at IHQ, as well as the visiting DU consultant(s) during the academic calendar year. He shall be the primary alumni point of contact with the general public in all outward communication and representation of the Fraternity. He will attend and represent the Fraternity Alumni Corporation in all matters pertaining to the City of San Luis Obispo, Planning Commission, College and Intra-Fraternity Council (IFC) as required. He will raise all sensitive matters to the Executive Board for concurrence in the execution of his duties. In conjunction with the Activities / Events Chairman, he should help the chapter plan alumni and parent activities, as well as philanthropic and community service projects. As an advisor to the Undergraduates, he will work with the Actives to ensure that all administrative reports are turned in to the International Headquarters, to the University and to IFC in a timely fashion. In this capacity, he will work with the chapters on all matters which help the chapter build a positive image with the university, the community, parents, alumni, outside charitable organizations and others which whom chapter interacts.

Facilities Manager:

Will concentrate solely on the maintenance, repair, upkeep, and enhancement of the chapter's physical structure. He will work closely with the undergraduate House Manager, Treasurer and President to see that the best interests of the physical house are kept, either through work parties, individual assessment, or by having worked contracted out when needed. He will also maintain strict compliance with all State and Local building code requirements for safe housing. He will maintain annual signed contracts for all leases, monies owed by th e undergraduate chapter, and should work with the Alumni Treasurer and Active’s Treasurer to ensure that all chapter's bills for the facilities and utilities are paid in a timely manner. As an advisor to the Active s, he will also work closely with the undergraduate’s Alumni Exec Board Position Descriptions VP of Loss Prevention to develop check lists of measures that Actives should use prior to social gatherings and quarter-breaks to ensure loss prevention is kept to an absolute minimum, and to ensure the enforcement of risk management, injury prevention, security and safety policies during all activities and events.

Contact the alumni president if you have any questions or are interested in being nominated for a position at the next annual election. If you have any questions please email us at: auducalpoly@gmail.com.