The Honor Society of Phi Kappa Phi

 

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Officer Job Descriptions

As stated in the Society Bylaws:

  • All Phi Kappa Phi members who serve as chapter officers must be active (dues paying) and affiliated with the local chapter.
  • With the exception of Student Vice Presidents, officers shall not be students. Chapters may have both Student Vice Presidents and a Vice President who is faculty or professional staff.
  • Additional offices may be established as the chapter may prescribe.
  • The terms of chapter officers shall be for a two (2) year term, or until their successor is installed.
  • The election of officers shall occur during the spring, and the chapter officer list will be sent to Headquarters no later than June 15.
  • The chapter should send a delegate to each Society Convention, and additional training opportunities.

Chapter President shall:

  • Serve one (1) two (2) year term, or until their successor is installed.
  • Exercise general executive control of the chapter and bear the ultimate responsibility for the outcome of the year's activities.
  • Plan the calendar of activities with the help of other chapter officers who make up the Executive Committee.
  • Call and preside at all meetings of the chapter and the Executive Committee.
  • Appoint committees deemed necessary or helpful in furthering the business of the Society.
  • Delegate responsibilities to appropriate officers and committees.
  • Ensure at least two business meetings are held each year.
  • Vote on behalf of the chapter on ballots and other materials sent to the chapter by Society Headquarters.
  • Supervise the handling of chapter funds (including the appointment of an audit committee).
  • Arrange an orientation meeting for newly-installed officers and committee members immediately following their assuming office to ensure a smooth transfer of duties from outgoing to incoming officers. Provide the necessary information and materials to assist in this transition. Formulate goals for the upcoming year.
  • Oversee or designate the preparation of the Chapter Annual Report, Chapter Officer List, and Chapter Finance Report. See Did you Know #11 for deadlines.
    NOTE : Outgoing chapter presidents are responsible for completing the Chapter Annual Report for their previous year of service and sending it to Headquarters by June 15.
  • Fulfill the other usual responsibilities of the office of president.

President-Elect shall:

  • Serve one (1) two (2) year term, then assume the presidency at the end of the Chapter President's one (1) two (2) year term of office.
  • Succeed to the presidency in the event of death, incapacity, or resignation of the president.
  • Serve as chair of committees, as necessary.
  • Learn the chapter's operations and organization's goals throughout the term of office, so he or she may serve effectively in the role of chapter president when the time arises.

Immediate Past President shall:

  • Serve as a member of the Executive Committee.
  • Serve on any committees as needed.

Vice President shall:

  • Serve for one (1) two (2) year term, or until their successor in installed.
  • Preside at meetings in the absence of the President.
  • Perform the duties assigned by the President.
  • Serve as chair of committees, as necessary.

Student Vice President shall:

  • Term of office will vary depending on chapter and student's time at the institution. ** Encourage one (1) two (2) year term.
  • Promote Phi Kappa Phi on campus to other students.
  • Present and represent the "student-side" of Phi Kappa Phi when possible.
  • Participate in chapter meetings.
  • Assist in promoting the Phi Kappa Phi awards to various campus offices, to students, to faculty/staff, etc. when called upon.
  • Could be assigned specific duties, including, Webmaster or Assistant PR Officer. (Student officers may shadow other officer positions and act as assistants.)

Secretary shall:

  • Serve one (1) two (2) year term.
  • Maintain records for the chapter.
  • Keep and publish minutes of chapter and Executive Committee meetings to be presented to the succeeding Secretary.
  • Work with the Chapter President to complete the Chapter Annual Report and the Chapter Officer List.
  • Order all chapter supplies from Society Headquarters.
  • Maintain correspondence and other files requested by Society Headquarters and affairs of the chapter.
  • Prepare (with the assistance of the Registrar or committees) a list of eligible candidates to be voted on by the chapter.
  • Prepare materials and documents required for the initiation of candidates.
  • Forward all initiation material on new initiates to Society Headquarters three weeks prior to initiation or not later than 30 days following the initiation.
  • Send a list of new officers to Society Headquarters after election has been held, not later than June 15.

Treasurer shall:

  • Serve one (1) two (2) year term.
  • Receive, deposit and account for all monies received by the chapter from dues and other sources.
  • Pay all bills approved by the executive committee.
  • Send one check for all new members' national induction fees, along with Permanent Record of Election forms, and Transmittal checklist to Society Headquarters. See Chapter Management FAQ for deadlines.
  • Arrange for the investment of all funds not required for current operation.
  • Prepare an annual budget and arrange for an annual audit or review of the record books.
  • Prepare the Chapter Finance Report and submit it to Society Headquarters within sixty days after the close of the chapter's accounting period.
  • Obtain and complete necessary IRS tax forms.

Public Relations Officer shall:

  • Serve one (1) two (2) year term.
  • Disseminate news of chapter activities to the various media through news releases and articles.
  • Develop (or oversee the development of ) chapter newsletters, Web sites and all other forms of chapter publications.
  • Submit news items to Society Headquarters to be used in Society publications and take whatever steps are deemed advisable to promote the purposes of the chapter and the Society.
  • Verify that the chapter's use of Society name and logo meet guidelines provided by Society Headquarters.
  • Serve as chair of Chapter Public Relations Committee.
  • Develop programs to increase awareness of Phi Kappa Phi on campus and in the community by working with the Publicity Coordinator at Society Headquarters.

Scholarships & Awards Coordinator shall:

  • Serve one (1) two (2) year term.
  • Receive and distribute materials regarding the various Phi Kappa Phi awards programs sent from Society Headquarters.
  • Work with the chapter PR Officer to promote and publicize Phi Kappa Phi awards programs to the proper constituents (students, faculty/staff, Study Abroad offices, etc.).
  • Coordinate all application submissions.
  • Chair the chapter awards selection committee.
  • Be certain all applications submitted to Society Headquarters are complete and submitted in time to meet the specific program deadline.

Administrative Assistant shall:

  • Term of office may vary.
  • Assists chapter officers in the day-to-day operation of Phi Kappa Phi.
  • Often receives the mailings and distributes them to appropriate chapter officer.
  • Maintain chapter records and submit to Society Headquarters.
  • Assist in preparation of mailings to active/inactive members.
  • Maintain the chapter calendar.


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