Officer Roles and Responsibilities

Executive Roles

President

  • Organise, plan and lead to ensure the perpetuation and overall success of the chapter
  • Work with the Chapter Advisor to plan a calendar of activities for the upcoming year
  • Plan regular meetings, prepare agendas for the officers and delegate responsibilities as necessary
  • Plan meetings and prepare agendas for a general chapter meeting at least once per semester or per term
  • Coordinate the planning and the implementation of the New Member Ceremony
  • Meet with the other officers and the Chapter Advisor to choose new Honorary Members
  • Facilitate Chapter Leader Succession
  • Ensure that the chapter fulfils all Chapter Standards
  • Maintain contact with Asia-Pacific Headquarters Office

Vice President

  • Fulfil President’s duties in his/her absence and assist president in the completion of duties as needed
  • Coordinate ongoing campus awareness campaigns — particularly the annual Membership Drive
  • Assist the President in coordinating activities to help the chapter fulfil all Chapter Standards
  • Prospective member outreach and engagement
  • Other mission-related activities

Treasurer

  • Manage all financial transactions of the chapter with guidance from the Chapter Advisor and University Relations Officer (URO)
  • Work with the President and Advisor to prepare an accurate budget for the chapter within one month of the New Member Ceremony
  • Balance the chapter account and report to the chapter and the Advisor at least once a month
  • Submit semi-annual financial reports on-line as indicated in Chapter Standards [1 December, 1 June]

Secretary

  • Record and prepare the minutes of each meeting
  • Distribute all minutes to the Executive Committee, Advisor[s] and appropriate Golden Key staff as soon as possible after each meeting
  • Distribute messages to executive committee, Chapter Advisor[s], General Members, University Staff, Deans, Honorary Members, other student organisations and Asia-Pacific Headquarters Office as necessary
  • Work with other officers to complete chapter activity reports
  • Update and maintain chapter email distribution list

Officer Roles

Academic Officer

  • Plan and coordinate all activities with an academic focus (e.g. Academic Breakfast)
  • Assist Secretary with invitations for academics and university staff (inc. VC) to attend new member reception and/or other events
  • Coordinate the academic sub-committee and all call committee meetings, if necessary
  • recruit volunteers from chapter members and/or officers
  • Work with secretary to report activities

Intellectual Engagement Officer

  • Coordinate and plan all intellectual engagement and education-related activities
  • Recruit intellectual engagement volunteers from chapter members and/or officers
  • Work with secretary to report activities

Professional Development Officer

  • Plan and coordinate at least one academic program per semester (for example: skills development workshops, “good luck with the exams”, mini-conference, guest speakers on stress management, goal setting, study methods etc.)
  • Plan and coordinate all career-related and professional development events
  • Maintaining current educational projects — Tutoring Program
  • Keep members and officers updated on Golden Key International Scholarships and Awards applications and deadlines

Community Service Officer

  • Plan and coordinate at least one community service activity for chapter members per semester (for example: Blood Drive, City to Bay Fun Run, Daffodil Day, Odd Socks Day)
  • Work with secretary to keep track of community service hours to be recorded in progress reports to URO

Social Officer

  • Plan and coordinate at least one social activity for chapter members per semester (for example: movies and popcorn, leadership camp, coffee and cake special, dine for charity, picnic, museum tour, theatre trips etc.)

Alumni Liaison

  • Organise and coordinate alumni engagement events
  • Collaborate with Communications Officers to develop alumni communications

Honorary Member Liaison

  • Organise and coordinate honorary member communications
  • May involve organising Honorary Member events and/or suggesting Honorary Members to be involved with events

Newsletter Editor

  • Compose chapter newsletter once per semester
  • Write and/or solicit articles for the newsletter
  • Facilitate distribution of newsletter to members, faculty, staff, and University Relations Officer (URO) 
  • Submit photos and stories to be included in the newsletter
  • Maintain regular contact with URO to share stories and photos with the Asia Pacific Headquarters (APHQ)

Communications Roles

Public Relations Officer

  • Coordinate all publicity for chapter activities and events
  • Coordinate campus awareness efforts with the Vice President
  • Maintain good relations with campus and local newspapers and radio stations. Set up interviews as needed
  • Place ads and announcements in local media
  • Write and submit press releases for important chapter activities
  • Explore any creative methods of advertising or publicity to increase awareness on and off campus about Golden Key
  • Work closely with the Newsletter Editor and Webmaster

Webmaster

  • Update and maintain the Golden Key chapter web site and Facebook page
  • Make sure the web page is linked to the Golden Key site — www.goldenkey.org
  • Ensure that your Chapter’s information is correct and current on the chapter directory of www.goldenkey.org

General

General Committee Member

  • Support and assist other chapter officers with events/initiatives
  • Be available to assist on event days (for example: setting up equipment, purchasing goods, serving food and drink etc.)
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