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Club Roles & Responsibilities

» President
» Vice President
» Secretary
» Treasurer
» Membership Chair
» Communications Chair
» Program Chair
» Young Alumnae Representative
» ALANA Representative

President

  • Resides in the club’s region
  • Leads the club/group and acts as liaison among club/group members, the Alumnae Association, the College’s administrative offices, and the Clubs Committee
  • Presides at all club/group meetings and over the executive committee, when one exists
  • Mentors new club/group volunteers and ensures continuity by providing opportunities for new leaders
  • Exercises overall financial responsibility for the club/group; co-signs bank accounts with club/group treasurer
  • Oversees the schedule of events and appoints others as needed
  • Approves all club/group communications
  • Sends out at least one newsletter per year
  • Informs the Alumnae Association and the regional Clubs Committee liaison about club/group activities
  • Submits, annually, the Summary of Meetings and Activities report (Form A) and the Slate of Officers report (Form B)
  • If there is no treasurer, files an annual financial report (Form C) to the Alumnae Association (for clubs/groups with an EIN, the Alumnae Association must file Form 990 on their behalf with the IRS each year)
  • When completing term as president or stepping down before term is over:
    • Helps transition new president to office and makes sure all official records are transferred
    • Updates her status with the bank so that she is no longer co-signer of the account
    • Notifies the Alumnae Association

Vice President

  • Acts for the president upon request or in her absence
  • Serves as chair of programs, ways and means, or any other committee as needed

Secretary

  • Keeps a permanent record of minutes of all club/group and executive committee meetings
  • Keeps a complete, up-to-date membership list, if no membership chair is elected
  • Notifies members (or alumnae in area) of the year’s programs and meetings
  • Reports all changes of address promptly to Alumnae Information Services
  • Sends copies of all club/group mailings to the director of international and domestic clubs and the regional Clubs Committee liaison

Treasurer

  • Receives all club/group money, including dues, gifts, and receipts from fundraising projects, and maintains appropriate bank accounts in the name of the club/group
  • Pays all bills after approval by the president or the executive committee
  • Keeps an accurate record of all financial transactions
  • Files an annual financial report (Form C) to the Alumnae Association (for clubs/groups with an EIN, the Alumnae Association must file Form 990 on their behalf with the IRS each year)
  • When completing term as treasurer or stepping down before term is over:
    • Helps transition new treasurer to office and makes sure all official records are transferred
    • Updates her status with the bank so that she is no longer co-signer of the account
    • Notifies the Alumnae Association

Membership Chair

  • Welcomes new members and invites them to club/group activities
  • Maintains a membership list
  • Encourages members to update their contact information online or with Alumnae Information Services or sends updates on their behalf
  • May solicit new members by requesting payment of club/group membership dues

Communications Chair

  • Writes/edits communications including enewsletters, invitations, and broadcast emails
  • May also serve as the website coordinator or oversee web coordinator

Program Chair

  • Plans and organizes events
  • May create ad hoc committees for the planning and execution of events
  • Serves as the primary source for event information
  • Serves as the primary source for event information
  • When needed, provides a list of events for inclusion in a newsletter and in the annual Form A—the Alumnae Association’s annual club activities report
  • Coordinates with the alumnae admission representative(s) to plan events for prospective students

Young Alumnae Representative

  • Serves as contact for all young alumnae
  • Designs programming that would be of interest to young alumnae
  • Acts as liaison between young alumnae and the club/group’s board/officers
  • Works to increase membership and attendance of young alumnae at events

ALANA Representative

  • Fosters outreach to African American, Latina, Asian American, and Native American (ALANA) constituents
  • Determines programming needs and interests of ALANA constituents
  • Works with the president and program chair to incorporate the interests of area ALANA alumnae