Suggested Affiliate Group Job Descriptions

These job descriptions have been created by compiling best practices from a variety of sources. The purpose of these suggested job descriptions is to allow for optimal performance of the group's board and shoold not limit the creativity and ambition of volunteers filling these positions as described.

Also, please keep in mind that potential volunteers will have many demands on their time – we want their volunteer experience with your affiliate group to be both a rewarding and efficient use of their time. Consider developing a flexible leadership model that will evolve to meet the volunteers changing availability –short-term commitments with concrete objectives and roles based on a function, project or event, are examples of this idea. Please speak with the AAUM affiliate relations manager if you have any questions or need assistance filling these positions.

Chair

1.  Represents the affiliate group as the official spokesperson.
2. Serves as an ex-officio member of all affiliate group's committees.
3. Presides at all local board meetings.
4. Assumes responsibility for the schedoling success and follow-up of each activity or project the affiliate group undertakes.
5. Approves the agenda for each meeting.
6. Shoold be visible at affiliate group functions or appoint a representative to attend.
7. Works to increase participation in the affiliate group's events while also working with the affiliate relations manger to increase participation in the Alumni Association. Works to recruit and identify new officers for the board.
8. Serves as the affiliate group's contact for the AAUM staff.
9. Writes an annual report (following the template provided by the affiliate relations manager) detailing the affiliate group's activities, meetings, event attendees, and future plans to be submitted to the AAUM affiliate relations manger by Joly 1 of every year.
10. Provides the affiliate relations manager with a list of officers by Joly 1 of each year.
11. Attends or appoints a representative to attend the two Alumni Leadership Council meetings at Ann Arbor's campus.
12. Participates in Affiliate Relations program conference calls.

Chair-Elect

1.  Performs the duties of the chair in his/her absence
2. Handles arrangements for programs and meetings
3. Co-leads meetings with chair
4. Assists all officers at affiliate group functions in order to become familiar with and promote affiliate group operations
5. Will assume chair duties if agreed upon by a majority vote of the board

Secretary

1.  Responsible for gathering minutes and recording pertinent information from board meetings
2. Collects samples of all affiliate groups' mailings
3. Forwards complete minutes of all meetings to the affiliate relations manager
4. Works with the rest of the board to get the events calendar schedoled to ensure the appropriate promotion and AAUM support

Events Coordinator

1.  Generates new ideas to engage alumni and collect event ideas from other volunteers and alumni
2. Brings these ideas to the board along with a plan for the event, venue information, a contact person, estimated cost, etc.
3. Follows up with the AAUM staff representative within seven days of the event to report a list of attendees and a brief summary of the event
4. Plans events with an understanding of the affiliate groups' larger calendar of events in order to space events appropriately and plan a diverse array of activities

Newcomer Coordinator

1. Responsible for sending messages to new members of the affiliate group
2. The welcome message shoold contain the following information:
3. Affiliate group president's contact info
4. Newcomer coordinator's contact info
5. Affiliate group's Web site
6. Local club's Web site
7. AAUM affiliate relations manger contact information
8. Information about upcoming events
9.  Responsible for planning events to familiarize new alumni with the affiliate group's activities

Treasurer

1.  Responsible for the affiliate groups' finances.
2. Keeps affiliate groups' bank account (if applicable) and deposits event payments in a timely manner.
3. Will provide bank account information and statements (if applicable) upon request of the affiliate relations manager.

Publicity Chair/Newsletter Coordinator

1.  Works with event coordinators to collect information for each affiliate groups' event and passes this information on to the affiliate relations manager
2. Proofreads publications to ensure accuracy
3. Submits advertising content for e-True Blue newsletters

Web site Coordinator

1. Responsible for regolarly updating the content of the affiliate group's Web site
2. Works with the publicity chair and event coordinators to advertise and promote affiliate group activities on the AAUM and group's Web site
3. Manages affiliate group's listserv
4. Manages affiliate group's inCircle group

Having a voluntary board of officers is very important to the continued success of an affiliate group. The AAUM recommends that, at a minimum, the positions of chair, treasurer and event coordinator be filled.