Club Roles & Responsibilities

» President
» Vice President
» Secretary
» Treasurer
» Membership Chair
» Communications Chair
» Program Chair
» Recent Alum 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

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 alums 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 associate director of clubs and affiliate groups and the regional Clubs Committee liaison

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 their status with the bank so that they are no longer co-signer of the account
- Notifies the Alumnae Association

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

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

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