VICE PRESIDENT OVERVIEW

VICE PRESIDENT OPERATIONS

CHAPTER OFFICER JOB DESCRIPTION

OVERSEES: DIRECTOR LEADERSHIP LEADERSHIP & NOMINATING COMMITTEE (LNC)

SUPPORTED BY: OPERATIONS ADVISOR OPERATIONS SPECIALIST (OS)

OVERVIEW

The Vice President Operations (VPO), as First Vice President, serves in the absence of the Chapter President. The Vice President Operations coordinates the administrative functions of the chapter including record keeping such as the management of the chapter roster, member status changes and the master calendar, as well as all reporting and correspondence. She also coordinates the signing of Member Obligations for all members and is the Executive Council liaison to the Leadership & Nominating Committee.

RESPONSIBILITIES

? Serves as the First Vice President, assists the Chapter President and presides in her absence.

? Fulfills all administrative responsibilities including acting as Corresponding Secretary and Recording Secretary, maintaining electronic and hard copies of meeting minutes, enforcing parliamentary procedure, and maintaining member contract files.

? Manages the chapter roster and eReports records by processing member status changes, maintaining an accurate chapter officer roster and updating other reports as outlined in the key deadlines list below. Collaborates with other chapter officers to complete these tasks.

? Coordinates the annual signing of the Member Obligations for all members and New Members.

? Leads the chapter's annual bylaws and bylaws addendum review process by collaborating with the Chapter Leadership Team and Member Conduct Committee and complying with the Fraternity's bylaws review process.

? Serves on the Chapter Budget Committee.

? Works with the Director Leadership to represent LNC on the Chapter Leadership

Team and is the LNC liaison to Executive Council.

KEY DATES AND DEADLINES

January

Review and update Chapter/Campus Calendar Report

Enter New Member information into eReports immediately following pledging Educate chapter members on membership statuses and applicable deadlines

Facilitate New Member signing of Member Obligations

February Coordinate with Director Lifelong Membership to complete Expected Graduation Date Report by Feb. 1

Update all new initiates in eReports within three days of initiation

March Process all member status changes in eReports before Mar. 1 to take effect for Headquarters spring billing

Fall term dates entered into Chapter/Campus Calendar Report by April 1

April Graduating members (spring/summer) marked as graduates in eReports by April 15

August/ September

Review and update Chapter/Campus Calendar Report Review and update Chapter Officer List within the first week of the fall term Enter New Member information into eReports immediately following pledging Facilitate the annual signing of Member Obligations for all chapter members before first social event Facilitate New Member signing of Member Obligations Educate chapter members on membership statuses and applicable deadlines

Update all new initiates in eReports within three days of initiation

October Coordinate with Director Lifelong Membership to complete Expected Graduation Date Report by Oct. 1

April 2019

Participate on the Chapter Budget Committee to prepare the budget

November

Process all member status changes in eReports before Nov. 1 to take effect for Headquarters fall billing

Spring/winter term dates entered into Chapter/Campus Calendar Report by Nov. 1

Ensure Leadership & Nominating Committee coordinates chapter elections between Nov. 1 ? Feb. 1

Enter new chapter officers in eReports immediately after elections using future installation date as "effective date"

December

Graduating members (fall) marked as graduates in eReports by Dec. 1 Chapter Evaluation submitted to Regional Team by Dec. 31 Ensure Leadership & Nominating Committee members are appointed by Executive Council/Alumnae Advisory Committee

Ongoing

Review and update Chapter/Campus Calendar Report Enter member status changes in eReports with attached documentation Enter changes into Chapter Officer List Lead the annual bylaws review process as directed by the Regional Team Meet weekly with Director Leadership

MANUALS, GUIDES AND RESOURCES

Ballot for Major Chapter Elections Bylaws Guide and Template Chapter and Executive Council Meetings Guide Chapter Evaluation Chapter Officer Report Calendar Constitution and Statutes eReports User Guide Collegiate Executive Council Officer Manual Leadership and Nominating Committee Elections Guide Leadership and Nominating Committee Manual Leadership Model and Outline Member Obligations Membership Status Guide Notice of Resignation Form Notice of Transfer and Affiliation Parliamentary Procedure Guide Undergraduate Alumna Status Application University Evaluation Guide

SKILLS FOR SUCCESS

Servant Leader Role Model: sets the standard for and consistently demonstrates the

behaviors of servant leadership; always adheres to Pi Phi values

Effective Communication: possesses strong oral and written communication skills, is

comfortable presenting and sharing Pi Beta Phi's position to varying audiences; understands

the importance of prompt and professional communication with stakeholders

Collaborative Style: builds strong partnerships and alliances with others by identifying

mutual goals and fostering open dialogue; easily delegates; shares wins and successes

Member Focus: is dedicated to meeting the expectations and needs of members; ensures

first-hand information is obtained and used to improve programs and member experience;

builds strong relationships with members fostering open dialogue to develop trust

Execution Skills: results oriented, proactive and decisive; gets work done through others;

strong time management and organizational skills Technical Skills: is proficient in computer and technical skills such as Email, Word, Power Point, Adobe Acrobat Reader, & Excel

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