Executive Board Position Descriptions

This page provides the description of the roles, typical responsibilities, estimated time commitments, and characteristics of the Executive Board Member positions. These details are excerpts from the 2007-2008 SHPE San Diego board members’ manual.

President | 1st and 2nd Vice Presidents | Treasurer | Secretary

Along with the responsibilities listed below, registration fees are covered for the following conferences:

  • One (1) board member for the National Institute for Leadership Advancement (NILA)
  • Two (2) board members for the SHPE National Conference (based on funding availability)
  • Two (2) board members for the Region 2 Leadership Development Conference (RLDC)

President

Role Description:
The President shall represent the corporation and be responsible for all business concerning the corporation. The President shall have full power in the management and business of the corporation, and shall set and establish all policy of the corporation and/or other functions or activities by or under the direction of this corporation, subject to the approval of the Board of Directors.

Responsibilities:
The president is responsible to ensure corporate business is conducted per the by-laws of the corporation.

The president is responsible for properly managing:

  • Public Relations
  • Maintaining regular relations with the student chapter presidents
  • Calling and running special meetings
  • Ensure chapter representation in SHPE Inc. activities and Region 2 activities
  • Support partner and industry initiatives
  • Maintain SHPE SD presidential files and archives
  • Ensure assets are protected including intellectual property assets
  • Prepare Executive Board (EB) Meeting Agenda (Joint effort with Secretary)
  • Prepare End of the Year Report and submit to SHPE National before Due Date, and to new board at transfer meeting
  • Attend EB Meetings and Professional Chapter Meetings

Time Budget: 5-12 hours per week

  • Prepare agenda and hold board meetings – 1 hour prep, 3 hr mtgs/monthly
  • Prepare agenda and lead chapter meetings – 1 hour prep, 2.5 hr mtgs/monthly
  • Prepare SHPE magazine updates and submissions – 2 hour prep/quarterly
  • Prepare chapter award submissions – 4 hour prep/biannually (twice yearly)
  • Prepare President’s council quarterly agendas – 1 hour prep, 2 hr mtgs/quarterly
  • Email responses – 1 hour daily
  • Monthly chapter activity participation – 3–8 hours/monthly
  • Quarterly SHPE meetings (Update Conferences) – 3 days/quarter
  • Past Presidents advisory – 2 hours/quarterly
  • Corporate meetings – 2 hours/monthly

Strong Characteristics:

Leadership skills:
Strategy; Excellent written, presentation and verbal communications; Management; Delegation

Administrative skills:
Planning; Organizing; Corporate legal requirements; Financial / budget expertise


1st and 2nd Vice Presidents

Role Description:
The 1st Vice-President (VP of Corporate Affairs) shall assist the President in all business concerning the corporation and shall act as President Pro-tem in the latter’s absence.

The 2nd Vice-President (VP of Student Affairs) shall assist the President and 1st Vice-President in all business concerning the corporation and shall act as President Pro-tem in the absence of both the President and 1st Vice-President.

Responsibilities:
The responsibilities of the 1st and 2nd vice-presidents are shared between the two positions. These individuals are responsible for:

  • Overseeing all educational activities
  • The scholarship program
  • The installation and recognition year-end program (i.e. Banquet)

As such, the vice-presidents will:

  • Arrange all professional chapter meetings to be hosted by companies that hire engineers and scientists
  • Keep company contacts and send thank you letters to the relevant HR individuals
  • Arrange location for monthly executive board meetings
  • Help the secretary maintain a usable and active email list
  • Arrange professional mixers throughout the year
  • Oversee K-12 educational programs, college programs and professional development programs
  • Oversee and staff the Campus Professional coordinator, the Education (K-12) and professional development chairs
  • Document all such programs for the purposes of audits and expense reports
  • Awards and recognition program. Ensures it gets done with board approval.
  • Managing the scholarship program. Ensures it gets done with board approval.
  • Managing all logistics associated with a year-end function for installation, recognition – board approval on expenditures.
  • Oversee corporate outreach & public relations chairs
  • Maintain files, archives
  • Provides assistance to board as requested by the executive board

Time Budget: 2-10 hours per week

  • Attend EB meetings – 3 hrs per month
  • Attend professional chapter meetings – 3 hrs per month
  • Oversee committees – 3 hrs per month
  • Arrange meetings – 5 hrs per month
  • For 4 weeks -1 week before event – 1 hour a day
  • For 1 week before event – 2 hours a day
  • For beyond 4 weeks before event – 2 hours per month
  • Scholarship Selection board – 4 hours annually
  • Email responses – 1 hour daily
  • Legwork – priceless

Strong Characteristics:
Planning and organizational skills, excellent written, presentation and verbal communication skills, Leadership skills; Integrity; Public relations skills


Treasurer

Role Description:
The Treasurer shall be responsible for the receipt of membership dues from SHPE, Inc., disbursement of authorized funds and the banking and accounting of all corporation funds. The Treasurer shall make monthly financial reports listing all liabilities and assets of the corporation to the Board of Directors. Ensure all IRS and California tax forms are submitted at the appropriate date. Ensure the State of California Attorney General annual requirements are submitted.

Responsibilities:
The treasurer is responsible to ensure corporate financial business is conducted per the by-laws of the corporation.

The treasurer is responsible for properly managing:

  • All financial transactions
  • The production of monthly treasurer’s reports to the board
  • The updating of the financial ledger.
  • The paper trail of all transactions (income, expenditures)
  • The State and Federal yearly tax status
  • The chapter’s 501© (3) status
  • The distribution of yearly Scholarships
  • The distribution of approved yearly student support funds
  • Oversee the activities of the Corporate Outreach Chairperson
  • Participates on the annual scholarship selection board
  • Provides assistance to board as requested by the board

Time Budget: 2-10 hours per week

  • Prepare/distribute Treasurer’s report – 2 hours monthly
  • Prepare financial ledger updates – 2 hours monthly
  • Manage/Maintain paper trail/files– 4 hours monthly
  • Distribute/follow up scholarships – 40 hours annually
  • Scholarship Selection board – 4 hours annually
  • Attend EB meetings – 3 hrs per month
  • Attend professional chapter meetings – 3 hrs per month

Strong Characteristics:

Basic Financial Management skills:

  • Maintaining financial records/transactions; Financial file management; Documentation/Historical record keeping; Integrity

Administrative skills:

  • File management; Organizing; Documenting; Corporate legal requirements

Secretary

Role Description:
The Secretary shall maintain and provide documentation and records concerning the business aspects of the corporation and be responsible for all business recording of the corporation. The Secretary shall administer all policy of the corporation and/or other functions or activities by or under the direction of this corporation, subject to the approval of the Board of Directors.

Responsibilities:
The secretary is responsible to ensure corporate business is conducted per the by-laws of the corporation.

The secretary is responsible for properly managing:

  • Minutes of Board, General Chapter, and Special Agenda Meetings
  • Maintaining inventory of all material owned by SHPESD, i.e.: equipment, hardware and software
  • Provide nourishment to members of the Board and Special Agenda Meetings
  • Broadcast announcements of scheduled meetings ( via website, email, and social media)
  • Ensure meeting locations are well maintained before and after each meeting
  • Maintain SHPE SD’s files and archives
  • Distribute articles for conducting Chapter business
  • Ensure assets are protected including intellectual property assets
  • Oversee the activities of the Membership and Communications committees
  • Participates on the annual scholarship selection board
  • Provides assistance to board as requested by the board

Time Budget: 2-10 hours per week

  • Inventory and distribution of list – 2 hrs quarterly
  • Minutes preparation and distribution – 3 hrs monthly
  • Announcement distribution – 1 hr monthly
  • Monthly chapter meeting participation – 3–8 hours/monthly
  • Scholarship Selection board – 4 hours annually
  • Email responses – 1 hour daily
  • Legwork – priceless
  • Attend EB meetings – 3 hrs per month
  • Attend professional chapter meetings – 3 hrs per month

Strong Characteristics:

Administrative skills:
Excellent written, presentation and verbal communications; Planning and Organizing; Documentation /Historical Record Management; Integrity