UniversityofKentuckySocietyofWomenEngineersOfficerPositions

ThefollowingdocumentoutlinesthedutiesandresponsibilitiesforeachUniversityofKentuckySocietyofWomenEngineersOfficerPosition.

ListofOfficerPositions• President• VicePresident• Treasurer• Secretary• OutreachChair• OutreachCommitteeMembers(x2,ElectedintheFall)• FreshmenSleepoverCo-Chairs(x2,ElectedintheFall)• CareerFairChair• CareerFairCo-Chair• Leaders&LearnersCo-Chair(ElectedintheFall)• PRChair• PRCo-Chair(ElectedintheFall)• EveningWithIndustryChair• ConferenceChair• ConferenceCo-Chair

GeneralOfficerResponsibilitiesandSkills

Skills• SuperbCommunicationSkills• Workwellonteams• Abilitytokeepcommitments

Responsibilities• RepresenttheUniversityofKentuckySocietyofWomenEngineerspositively

bothonandoffcampus• Becomeand/orremainaregisteredSocietymember• Attendallapplicablemeetings• Thoroughlydocumentallworkandbestpractices• Attendofficertransitions• Performalloutlinedduties,andifunable,findasuitableandappropriate

replacement• Signanagreementthatyouwillperformyourdutiesthebesttoyourability

OrganizationalStructure

President

OutreachChair

OutreachCommittee

Members(x2)

FreshmenSleepoverCo-Chairs(x2)

CareerFairChair

CareerFairCo-Chair

VicePresidentLeaders&LearnersCo-

Chair

Treasurer

PRChair PRCo-Chair

EveningWithIndustryChair

Secretary ConferenceChair

ConferenceCo-Chair

President

Commitment

Responsibilities1. Runmeetingsandemailmemberlistwithareminder&summaryofeach

member-widemeeting2. UpdateSWEemailinglist3. Assistwithallofficersandeventsbymonitoringtimelinesofalleventstoensure

theyaremovingforward4. Registerforandattendcampusrecruitingeventsinthefall,includingCampus

Ruckus&EngineeringOrganizationFair5. AttendRegionGLeadershipSummit,Annual&RegionalConferences6. Arrangeandleadofficermeetings7. FilloutAnnualRegionalandSocietyAwardspackets8. CompleteAnnualSocietypaperworkbyendofspringsemester9. PrepareandsubmitquarterlySWEreports10. Updateofficerpositionsandclarifyexpectations11. Plantransitionmeetingforallnewandoldofficersbyendofspringsemester12. StayincontactoverthesummerwithAdvisor&officerstoplanfortheyear13. Re-registerSWEasanorganizationonOrgSynceachsummer

VicePresident

Commitment

Responsibilities1. Arrangespeakersforeachmeetingatleastamonthinadvance2. ContacttheDeaninthesummertospeakat“ASWEetWelcome”3. AttendRegionGLeadershipSummit,Annual&RegionalConferences4. HeadcoordinatorofLeaders&LearnersProgram5. Promoteandhelpnewmemberswithmemberregistration6. HelpPresidentcompleteAnnualSocietypaperwork7. Assistwithallofficers8. Ifthepresidentisunableto…

1. Completeher/histerm,VPwillstepinaspresident2. Attendanevent/meeting,VPwillorganizeandrunevent/meeting

Treasurer

Commitment

Responsibilities1. Createadetailedannualbudget2. Keeptrackofexpenses3. Completereimbursementforms4. Workwitheacheventchairto:

1. Createabudgetatleastonemonthinadvanceofeachevent2. Updatethebudgetwithinamonthaftertheevent

5. HelpcompleteAnnualSocietypaperwork6. PresentannualfinancestoSWEofficersonceperyear7. BecomefamiliarwiththerolesofPRChair,Co-Chair,andEveningwithIndustry,

stayupdatedwiththeprogressofeach,andensureeachissuccessful

Secretary

Commitment

Responsibilities1. Recordmeetingminutesateveryofficermeetingandofficerelections2. Recordnumberofparticipantsateachmeeting/eventforreporting3. Createandupdatemonthlycalendars4. Reserveroomsformeetingsandevents5. Orderandpickupfoodformember-widemeetings6. Arrangeforfoodtobebrought/boughtfor“ASWEetWelcome”7. WorkcloselywithTreasurertocreateameetingfoodbudget8. BecomefamiliarwiththerolesofConferenceChairandCo-Chair,stayupdated

withtheprogressofeach,andensureeachissuccessful9. AttendmonthlyEngineeringStudentCouncilmeetingsandreportbackto

officers10. Writethankyounotestoallmeetingspeakers

PublicRelationsChairandCo-Chair

Commitment

Responsibilities1. Constantlyupdatesocialmediapageswithnewevents,pictures,recognitions,

andarticles1. OrgSync2. Facebook,Twitter3. Website

2. Create&postflyersforallmeetingsandevents(RGAN,FPAT,shadowbox,emailtoWG3),aswellasremoveflyersafterevents

3. PromotealleventsbyworkingwitheventchairstocreateaPRPlan(whattomake,timeline,wheretopromote)

4. TakepicturesatallSWEeventsandgatherpicturesfromothermemberstostoreonGoogleDrive

5. UpdateSWEtabledisplayinthesummer6. PlaceandremoveSWEtabletopexhibitandyardsignsbeforeandaftereach

SWEmeeting

EveningwithIndustryChair

Commitment

Responsibilities1. CoordinatewithCareerFairChairtocallcompaniesinsummerforregistration2. WorkcloselywithTreasurertocreateabudget3. Printenvelopestickers&coordinatewithDean’sSecretaryforregistrationfee

collection4. Promoteeventbyvisitingseniorclassesbymajor5. WorkcloselywithPRchairtopromote6. Planfoodfortheevent7. Printnametagsforemployersandattendees8. Ordermoremajorflagstickersifthecollectionislow9. Organizevolunteers

CareerFairChairandCo-Chair

Commitment

Responsibilities1. CoordinatewithEWIChairtocallcompaniesinsummerforregistration2. WorkcloselywithTreasurertocreateabudget3. WorkcloselywithAdvisorandCareerCentertoplandetailsandvenue4. Organizestudentvolunteers5. WorkcloselywithPRchairtopromote6. Ordermoreemployerflagstickersifthecollectionislow7. Arrangeset-upandtear-downofthefair

ConferenceChairandCo-Chair

Commitment

Responsibilities1. PlanboththeFallSocietyConferenceandSpringWELocalConference2. WorkcloselywithTreasurertocreateandmaintainabudget3. WorkwithPresidenttodecidenumberofSWEmembersthatcanattendbased

onbudget4. PrepareConferenceparticipationrequirementsandcommunicate5. Providemakeupworkforparticipantsthatcannotvolunteeratthecareerfair6. Verifyallparticipantsmeettherequirements7. Helpcoordinatetravel,hotelrooms,andConferenceregistration8. Hostaninterestsessionforthosewantingmoredetails9. Planinterview/resumepreparationforattendees10. CreateadetaileditinerarytodistributeatConferencemeetingtheweekbefore11. MakedinnerreservationandinvitationforjointdinnerwithBluegrassSWEon

FridayofConference12. PlantheSaturdayfreedayoftheSocietyConference13. Reservehotelroomsforthenextyear’sSocietyconferencearoundNovember

OutreachChair

Commitment

Responsibilities1. MeetregularlywithOutreachCommitteeMemberstodiscussideasanddivide

tasks2. WorkcloselywithTreasurertocreateandmaintaineventbudgets3. WorkcloselywithPRChairtodesignflyersandutilizesocialmedia4. OrganizeanddelegateplanningoftheSWEShadowingProgram5. OrganizeanddelegateplanningoftheSWEAfterSchoolProgram6. Outreacheventeachsemester,inadditiontoGEMSandE-Day7. CoordinateSWEGirl’sDayinthespringalongwiththePresident8. Collaboratewithcampusorganizations,especiallywithinengineering,forjoint

outreachevents9. PromoteSWENextthroughUK’soutreachevents10. LogalleventsintotheSWEOutreachMetricTool11. Encourageoutreachopportunitiesoncampusandinthelocalcommunitythat

UKSWEmemberscanvolunteerfor

OutreachCommitteeMembers(x2)

Commitment

Responsibilities1. PlanandorganizeE-DayandSWEBowl(onepermember)2. PlanandorganizeboththeSWEShadowingProgramandtheSWE

AfterSchoolProgram(onepermember)3. WorkundertheOutreachChairtoaccomplishallOutreachGoals

Leaders&LearnersCo-Chair

Commitment

Responsibilities1. WorkcloselywiththeVicePresidentonLeaders&Learnersevents2. BrainstormEventIdeas3. AssistwiththeexecutionofLeaders&Learnersevents4. EnsureplentyofopportunitiesforSWEmemberstogettoknoweach

other

FreshmenSleepoverCo-Chairs

Commitment

Responsibilities1. Makeconnectionswithincomingfemaleengineeringfreshmen2. Organizeandexecuteaweekendsummersleepoverfortheincoming

femaleengineers3. Contactlocalprofessionalstoformaprofessionalpanelfortheevent4. Organizeallmealsforthesleepover5. Reservespaceandlodgingfortheevent6. Preparefunactivitiesandget-to-know-yougamesforthegirls7. Leadastudentpanelfortheeventwherethegirlscangetabetter

understandingofstudentlife