large-griffinAlumni Club of the Bay Area Board Position Descriptions


In general, it is the goal and mission of all Officers and Board Members to engage with alumni through personal interaction with the goal of supporting retention of alumni of all backgrounds, and especially those who are new to the Bay area or want to become more involved.


1.    It is important for all board members to be well versed on the ways that alumni can get involved in the club and support alumni in their endeavors.
2.    It is imperative that Board Members personally engage (via written notes, phone calls, emails, etc.) new club members to make them feel welcome and supported.

President
The President is the volunteer whose role is to be a leader in the regional Alumni club, be head of the Board of Directors, define and implement its strategy, and facilitate the activities of the Board including events. The position requires approximately 3 hours of time per month. Additionally part of this commitment is to include interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year.  

 

1)    Oversee quarterly Board Meetings
a.    Volunteer should have the ability to comfortably run a meeting including mediating conversations, judiciously moving the Board through the agenda and delegating tasks appropriate to Directors and other Officers when necessary.

 

2)    Coordinate with University Staff Liaison regularly
a.    Prepare Annual Strategic Plan for regional club activities for distribution to the Board and University at the end of each fiscal year.
b.    Attend quarterly Leadership Calls with University staff and other regional club leaders throughout the world, as they are scheduled.
c.    Take adequate notes and report out results of Leadership Call to Board of Directors.

3)    Support annual local awards (Maroon Master, Top Volunteer, and Top Host)
a.    Awards are presented annually at the end of the fiscal year.
b.    Send out notice for nomination no later than 3 months prior to fiscal year end.
c.    Prepare awards and short announcement for each award recipient and present at year-end Board Meeting. Work with Communications Chair to make sure announcements are included in the newsletter and posted on the local alumni website.

4)    Recruit alumni to build pipeline of volunteer leaders that touches multiple alumni segments through the following:
a.    Foster recruitment and development of volunteer leaders through interaction with alumni volunteers both during Board meetings, events, and through personal outreach.
b.    Communicate with new event attendees once a quarter to recruit new volunteers and build pipeline of future alumni leaders.
c.    Attend and represent the club at key University events such as Harper Lectures, Phoenixphest, and Young Alumni Beer and Books event.
d.    Be available to fellow Officers and Board of Directors for questions and concerns about issues that may arise. Respond in a timely matter to all inquiries and effectively delegate when necessary.
e.    Foster relationships with other University Clubs through interaction with other Presidents and promoting joint events
f.    Other ways that support a strategy of growth for the club.

Vice President

The Vice President is an Alumni Club Board Officer position that is a volunteer position. It is the Vice President’s role to support the President with various duties as appropriate, and assist with Board meeting planning and tracking of goals/action items. In the event the President cannot continue his/her term, the Vice President would assume the President role and can appoint or hold a Board vote to fill the Vice President position. The position requires approximately 5 hours of time per month. Part of this commitment includes interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year.  

 

The following outlines the responsibilities of the Vice President:
1.    Manage the Club’s Checking (Bank of America) and Surplus (Franklin Templeton) accounts and deliver report about the current status of Club funds at quarterly meetings,

2.    Process payments for events when necessary, reimburse volunteers and University for club related expenses,

3.    Track event attendance and financial payments for events hosted outside of the University website/registration process to help the club determine strategy for fund management, future event planning details, and the University’s alumni engagement goals.

4.    Regular communication with Staff is expected to ensure compliance with Club non-profit status

5.    It is the responsibility of each event host to send in the final attendance list to Staff and the VP after each event, the VP should coordinate with Staff to share such information.
 
Vice President of Programming
The Vice President of Programming is a volunteer position. The work ensures the region/club supports alumni involvement and development by coordinating a steady stream of events that are planned, posted, marketed, and attended. The position requires approximately 8 hours of time per month. Part of this commitment includes interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year.  

This individual should be comfortable effectively judging what level of support is necessary for individual volunteers in an effort to get as many volunteer leaders involved as possible whether that is being a co-host to new volunteers, or just providing individuals a set of instructions and letting them run with it.

The following outlines the responsibilities of the Programming Chair:
1.    Plan and lead quarterly programming meetings to foster engagement with the alumni community in an effort to fill a calendar of events for the upcoming months. When events are suggested, follow up with those volunteers regarding events they are interested in organizing to foster growth and accountability.
a.    During meetings take adequate notes in order to provide a summary to the rest of the Board during the board meetings.

2.    Support alumni in developing events and programs to engage others locally in the Bay Area
a.    Engage in alumni outreach to new and veteran volunteers alike to increase alumni participation in organizing and attending events.
b.    Keep track of events on quarterly and annual calendar to confirm availability for future event requests and for Board records
c.    Work with Vice President and Staff Liaison to confirm attendance for events and ensure that Staff and the VP receive final attendance lists from events.
d.    Track new event ideas and venue leads for future event planning support

3.    Build relationships with other local alumni clubs to facilitate co-hosted events and increased interaction with other schools

4.    Field alumni questions regarding events (how-tos, and general and specific event-related information) including knowledge of how to post events on the UCCO website and other social media outlets, collect payments, and other vital logistical efforts needed to make events successful.

 

5. Solicit and publish submitted content on the Club website.
a.    Check the “Manage Articles” screen to see if anyone has submitted events
i.    This is to be performed on every Monday and Thursday, or twice weekly
ii.    If there is submitted content, review and publish within three (3) days of submission. This is especially important for time-sensitive content, like events.
iii.    If you have any questions on the submitted content, please contact the submitter. If you are uncertain who submitted the content, please contact your staff liaison.

 

At the beginning of your interaction with the website, the VP of Programming is responsible for the following:
a.    Agreeing to and signing the PGP (confidentiality) document for their region/club.
b.   Attending training for managing the UCCO site and newsletters provided by the Alumni Association.

Secretary

The Secretary is an Alumni Club Board Officer position that is a volunteer position. The work ensures the region/club quarterly board meetings are planned and meeting minutes are captured. The position requires approximately 1 hour of time per month. Part of this commitment includes interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year.  

 

 The following outlines the responsibilities of the Secretary:
1.    Consult with the President and other Officers to plan quarterly board meetings including ordering of lunch, drafting and sending out final agendas, and monitoring RSVPs

 

2.         During meetings the Secretary should capture action items and accurate meeting minutes trying as much as possible to summarize the conversations and action items in detail
a.    Review meeting minutes and send transcript to fellow board members within 10 days after the meeting
b.    Prepare a list of action items after each meeting and follow-up with designated leads mid-quarter and before each quarterly meeting to confirm and update status

Communications Chair
The Communications Chair is the volunteer whose work ensures their region/club UCCO website functions as an effective communication tool. The position requires approximately 5 hours of time per month and coordination with the Social Media and Marketing Chair. Part of this commitment includes interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year.  


The following outlines the responsibilities of a Communications Chair:
1)    Solicit and publish submitted photo content on the website
a.    Should be updated whenever there are good landscape-oriented images that can be cropped to fit the photo fader pod.
b.    Ideally, the pod is to be updated once a quarter.

2)    Manage Newsletters & Spotlight updates
a.    With your staff liaison, you will work out a schedule for newsletters and build a list of contributors from the Board and other volunteers. It is the responsibility of the Communications Chair to follow this agreed upon schedule.
i.    Newsletters are important because it is the main external outreach from the UCCO website to its constituents. If newsletters do not occur on a regular basis, your constituents may lose interest in the site and will not receive event updates.
b.    Once a month, update the alumni spotlight section with a new alum (local or otherwise) who should be recognized in some way
i.    Send out questionnaire and work with alum to get it published along with a picture in a timely manner.

3)    Be an advocate for the UCCO website and the Club through regular communication with volunteers, board members, and Officers.
 

At the beginning of your interaction with the website, the Communications Chair is responsible for the following:
a.    Agreeing to and signing the PGP (confidentiality) document for their region/club.
b.    Attending training for managing the UCCO site and newsletters provided by the Alumni Association.

Social Media and Marketing Chair
The Social Media and Marketing Chair is the volunteer whose work ensures their region/club is effectively communicating and marketing the clubs goals and upcoming events. This position requires approximately 5 hours per month. Part of this commitment includes interviewing 3 alumni volunteers and sourcing one alumni volunteer for a leadership role per year. 


The following outlines the responsibilities of this position and the importance of these tasks.
1)    Support the management of UCCO club website and act as back up to the extent the Communications Chair is unavailable.

2)    Manage Bay Area Alumni Club social media presence including, Facebook, Twitter, Instagram, LinkedIn.

a.   Monitoring and managing the social media (including commenting) to make sure all users feel that your region/club’s social media outlets are a safe space to express themselves.
b.    Review content on a regular basis to keep content up to date and engaging.
c.    Support volunteers who would like to create and post events/content for the Facebook group and help manage/support engagement including linking Facebook events to the UCCO website and follow-up outreach
d.    Coordinate with volunteers on upcoming events and reminders to be posted to social media, including posting during/after events to capture them for posterity