Officers

Officer Responsibilities

The following lists basic responsibilities for officers of student organizations. It is impossible to create one list that is inclusive of all organizations. Your organization may have specific requirements of officers or additional officer positions that are not mentioned here. This list may be adapted to best fit your organization.

President

• The President is the official spokesperson for the organization
• The President presides over all meetings and is responsible for:
-preparing the agenda for each meeting;
-opening and closing the meeting;
-calling on people to speak;
-keeping order and keeping the meeting on the topic being discussed;
-acting as a mediator when necessary;
-making the final decision in the case of a tie vote.
• The President is responsible for keeping the Advisor informed of all upcoming events.
• The President helps the organization to set goals.
• The President encourages the members to achieve their goals.
• The President recognizes the accomplishments and contributions of members.
• The President holds regular Executive Board meetings.

Vice President

• The Vice President takes over in the absence of the President.
• The Vice President is responsible for creating and updating the organizational calendar.
• The Vice President ensures that the organization is properly registered with the Campus Activities and Involvement Center.
• The Vice President serves as the organization representative to the Student Government Association and secures SGA recognition and funding, if necessary.
• The Vice President presides over all committees and is responsible for:
-appointing committees needed to carry out functions;
-appointing committee chairpersons;
-checking with the committee chairpersons to ensure that they are
holding meetings and are making progress towards established goals;
-assisting committee chairpersons when necessary.
• The Vice President may be assigned other responsibilities by the President.

Secretary

• The Secretary takes accurate and complete minutes at all meetings.
• The Secretary prepares and distributes minutes to all members, including the Adviser.
• The Secretary notifies all members of the place and time of meetings.
• The Secretary must handle all organization correspondence including letters and thank-you notes.
• The Secretary works with the President to determine the agenda and to ensure that the agenda is followed during meetings.
• The Secretary maintains accurate records and files of all organization business.
• The Secretary maintains accurate meeting attendance records.

Treasurer

• The Treasurer is responsible for regular treasury reports:
-a statement of how much was spent at each program since the last
meeting;
-a statement of the bills paid and unpaid;
-an accurate record of how much money is in the account
• The Treasurer keeps an accurate record of income and debts in the ledger.
• The Treasurer maintains the checkbook and makes all deposits and withdrawals.
• The Treasurer balances the checkbook each time a bank statement is received.
• The Treasurer acts as chairperson of fund raising activities.
• The Treasurer is responsible for dues and debt collection.
• In conjunction with the executive board, the Treasurer develops the organization budget.
• The Treasurer should meet regularly with the Advisor to review organization finances.

Parliamentarian

• The Parliamentarian maintains order at meetings and ensures that meeting procedures are properly followed.
• The Parliamentarian interprets questions regarding the constitution and bylaws, updates and maintains those documents, and regularly distributes copies of those documents to members.
• The Parliamentarian is responsible for training members on risk management procedures and ensuring that the organization adheres to risk management guidelines.
• The Parliamentarian supervises all organization ceremonies (i.e. initiation proceedings) and elections and ensures that they are conducted according to accepted guidelines.
• The Parliamentarian enforces disciplinary actions as determined by the organization.

Historian

• The Historian is responsible for collecting and preserving organization materials and memorabilia.
• The Historian shall be responsible for taking photographs at all functions.
• The Historian maintains a scrapbook of photographs, newspaper clippings, and letters of appreciation:
-each item must be well documented for future reference;
-the scrapbook must be available for all organizational functions.

Recruitment Chair

• The chair recruits and appoints the recruitment committee members, and chairs the recruitment committee.
• The chair leads the recruitment committee in planning, organizing, and implementing the recruitment program within the allocated budget.
• The Recruitment Chair conducts the recruitment workshop to train members of the organization in proper recruitments techniques.
• The chair coordinates communication with potential members and directs the preparation of recruitment publications and other printed materials.
• The chair assures that all activities are adequately planned and prepared.
• The chair assists the organization in identifying prospective members, coordinates contact, and maintains records on all prospective members.

Note
All officers and committee chairpersons should keep detailed notebooks of their activities and responsibilities so that accurate and complete organization records are maintained. These notebooks can then be passed on to future officers to assist them in their efforts.


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