university of kentucky society of women engineers officer...

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University of Kentucky Society of Women Engineers Officer Positions The following document outlines the duties and responsibilities for each University of Kentucky Society of Women Engineers Officer Position. List of Officer Positions President Vice President Treasurer Secretary Outreach Chair Outreach Committee Members (x2, Elected in the Fall) Freshmen Sleepover Co-Chairs (x2, Elected in the Fall) Career Fair Chair Career Fair Co-Chair Leaders & Learners Co-Chair (Elected in the Fall) PR Chair PR Co-Chair (Elected in the Fall) Evening With Industry Chair Conference Chair Conference Co-Chair General Officer Responsibilities and Skills Skills Superb Communication Skills Work well on teams Ability to keep commitments Responsibilities Represent the University of Kentucky Society of Women Engineers positively both on and off campus Become and/or remain a registered Society member Attend all applicable meetings Thoroughly document all work and best practices Attend officer transitions Perform all outlined duties, and if unable, find a suitable and appropriate replacement Sign an agreement that you will perform your duties the best to your ability

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Page 1: University of Kentucky Society of Women Engineers Officer ...uky.swe.org/uploads/7/1/8/5/71856207/officer_positions.pdf2. Organize and execute a weekend summer sleepover for the incoming

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

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OrganizationalStructure

President

OutreachChair

OutreachCommittee

Members(x2)

FreshmenSleepoverCo-Chairs(x2)

CareerFairChair

CareerFairCo-Chair

VicePresidentLeaders&LearnersCo-

Chair

Treasurer

PRChair PRCo-Chair

EveningWithIndustryChair

Secretary ConferenceChair

ConferenceCo-Chair

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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

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VicePresident

Commitment

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

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

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Treasurer

Commitment

Responsibilities1. Createadetailedannualbudget2. Keeptrackofexpenses3. Completereimbursementforms4. Workwitheacheventchairto:

1. Createabudgetatleastonemonthinadvanceofeachevent2. Updatethebudgetwithinamonthaftertheevent

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

stayupdatedwiththeprogressofeach,andensureeachissuccessful

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Secretary

Commitment

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

withtheprogressofeach,andensureeachissuccessful9. AttendmonthlyEngineeringStudentCouncilmeetingsandreportbackto

officers10. Writethankyounotestoallmeetingspeakers

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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

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EveningwithIndustryChair

Commitment

Responsibilities1. CoordinatewithCareerFairChairtocallcompaniesinsummerforregistration2. WorkcloselywithTreasurertocreateabudget3. Printenvelopestickers&coordinatewithDean’sSecretaryforregistrationfee

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

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CareerFairChairandCo-Chair

Commitment

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

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ConferenceChairandCo-Chair

Commitment

Responsibilities1. PlanboththeFallSocietyConferenceandSpringWELocalConference2. WorkcloselywithTreasurertocreateandmaintainabudget3. WorkwithPresidenttodecidenumberofSWEmembersthatcanattendbased

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

FridayofConference12. PlantheSaturdayfreedayoftheSocietyConference13. Reservehotelroomsforthenextyear’sSocietyconferencearoundNovember

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OutreachChair

Commitment

Responsibilities1. MeetregularlywithOutreachCommitteeMemberstodiscussideasanddivide

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

outreachevents9. PromoteSWENextthroughUK’soutreachevents10. LogalleventsintotheSWEOutreachMetricTool11. Encourageoutreachopportunitiesoncampusandinthelocalcommunitythat

UKSWEmemberscanvolunteerfor

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OutreachCommitteeMembers(x2)

Commitment

Responsibilities1. PlanandorganizeE-DayandSWEBowl(onepermember)2. PlanandorganizeboththeSWEShadowingProgramandtheSWE

AfterSchoolProgram(onepermember)3. WorkundertheOutreachChairtoaccomplishallOutreachGoals

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Leaders&LearnersCo-Chair

Commitment

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

other

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FreshmenSleepoverCo-Chairs

Commitment

Responsibilities1. Makeconnectionswithincomingfemaleengineeringfreshmen2. Organizeandexecuteaweekendsummersleepoverfortheincoming

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

understandingofstudentlife