Leadership Information Packet

Transcription

1 Leadership Information Packet Winter 2007

2 Beta Alpha Psi Organization Structure VP of Professional Activities (pg. 2) Professional Activity Assistant Food Committee Chair (during Prof Meetings) Committee Members (3-4ppl) Service Event Coordinator (Short-term overall planning ) Senior Service Committee: (Event planners & Supervisors) VP of Service (pg. 3) Junior Service Committee Service Hour Reporter Marketing Adminstrator (sign-in sheet) Surpervisors Event Planner Photographer Accounting Lab Accounting Lab - 2 chairs Lead Tutors VITA VITA -2 chairs Committee (6ppl) Food Bank Food Bank Chairs Young Executives of Color Director YEOC Chair A possible planner Faculty Advisor President (pg. 1) Electoral Committee Meet the Firms Committee Career Day (spring) VP of Membership (pg. 4) VP of National and Regional (pg. 5) VP of Administration (pg.6) Treasurer (pg.7) Team Leader Coordinator Best Practice Committee Chairs Banquet Committee Planner Treasury Assistant Team Leaders (10-15ppl) 3-4 committee members 5-10 committee members Audit Committee 2 chairs 2-3 committee members Reporter (pg. 8) Non-Bap Hour Reporter Formal Events Coordinator (pg. 9) Meet the Seniors Committee Nomination Committee Mentor Program Director (pg. 10) Mentor Breakfast Committee External Relations Officer (pg. 11) Greeting Committee 2 Chairs 1-2 Committee Members Social Event Committee Webmaster Assistant Webmaster (pg. 12) Database Team Database managers of Two Head Photographer Photographer under service and photographer assistant Approx.count: 93

3 PRESIDENT Attributes for a good candidate running for President: Committed to the purpose of Beta Alpha Psi and able to find enjoyment under stress Highly motivated, must be a self-starter with strong organizational skills Have a positive attitude and willing to step up for challenges Exceptional management skills- organize, delegate, and follow-up Great communication skills, including effective public speaking capabilities Able to work with professionals and recruiters in pursuit of common goals Willing to travel to conferences, convention, and banquet Excellent time management skill, and the ability to work under time-pressured Ability to oversee every activities within BAP without micro-managing Quick problem solver and great decision-making skills. Devoted to BAP throughout the entire term- contributed more than 70% of the uncompensated time for chapter operation Spring (35-40 hours per week) o Coordinate all exit interviews and oversee all shadowing progress o Recruit committee members and market for the annual banquet o Meet with the faculty advisor weekly and read chapter bylaws and PCA o Attend President s lunch sponsored by UBC o Attend Executive Committee Lunch o Chair the new officer retreat and set goals for the forthcoming year o Attend the Meet the Recruiters & ADF Breakfast conference o Spend time to get to know each officer o Hold 1-2 new officer meetings Summer (30-40 hours per week) o Lead monthly meeting for the officers, and meet the advisor bi-weekly o Attend national conference in August o Develop an annual budget with treasurer and revise it for approval o Write welcome letters to the newly admitted accounting majors o Plan and organize two Meet the Firms o Communicate with the webmaster and reconstruct the BAP website o Oversee all professional, service, and membership preparation for the year o Attend RSO meeting and accounting orientations o Chair the initiation ceremonies o Oversee the Nominating Committee and sit on the Electoral Committee o Coordinate Career Day in spring Weekly (40-50 hours) o Spend 5-8 hours per day on BAP work o Meeting with the faculty advisor, officer meetings, and BAP meetings o Prepare meeting agenda and meeting announcements o Oversee all activities within the organization and brainstorm for improvement 1

4 VP OF PROFESSIONAL ACTIVITIES Attributes for a good candidate running for VP of Professional Activities: Excellent communication skills (verbal and written) Be extremely concise Professional demeanor Able to easily converse with professionals Prompt reply to every and high organizational skills Willing to speak in front of large audiences weekly Able to arrive at all BAP meetings 45 minutes early Effectively lead and delegate tasks Devote time to BAP throughout entire term (especially summer) Quick problem solver and exceptional time management skills Skilled at establishing relationship with members and officers, and people from other organizations Willing to dedicate two evenings each week to officer and regular BAP meetings Access to laptop Committed to the purpose and betterment of Beta Alpha Psi Expected Time Commitment: Spring (10-15 hours per week) o Shadow and assist the current VP of Professional at meetings o Set and communicate fall rotation of firms (spring/summer) o Reserve room for fall quarter o Recruit returning members for Food Committee & Best Practices o Attend new officer retreat Summer (~20 hours per week) o Plan and recruit all weekly speakers for the year o Organize speakers' topics o Attend national conference in August o Learn meeting room technical logistics and train others to assist you (8-10 hours per week) o Reserve rooms for each quarter o Help recruit new members in fall and winter quarters o Send thank you s/cards to speakers o Organize and oversee the Food Committee to have good, affordable meals at every meeting o Educate members on professional hour requirements o Respond to members professional s Weekly o Communicate meeting logistics to speaker at least one week prior to meeting o Manage all technical aspects of meetings (computer, projector, lights, microphone, etc.) o Introduce all speakers o Manage duration of meetings (don't let them end too early/too late) o Be the personal host to the speaker at meetings (cater to their needs) 2

5 VP OF SERVICE ACTIVITIES Attributes for a good candidate running for VP of Service Activities: Passion for community service and making a difference Highly organized, motivated, and dedicated to the mission and purpose of Beta Alpha Psi Exceptional time management skills and event planning skills Ability to interview for leadership positions, organize committees, delegate tasks, and motivate others Strong understanding of organizational structure and interpersonal communication Excellent written and oral communication skills- able to speak well in front of large audience Able to contribute innovative ideas and improve processes (i.e., think outside the box ) Proficient in Excel and in the construction of performance metrics Willing to forego short-term personal gain to contribute to the organization s long-term goals Team player who is willing to do activities above and beyond their typical role Spring (expected to be very busy) o Supervision of a majority of Spring Quarter service events is required o Interviewing and Hiring Service Committee Members is required o Initial stages of event planning are highly recommended Summer (25-30 hours per week for the entire duration of the summer) o Attend the national conference in August o Attend monthly officers meeting o Confirm all service events for Fall quarter and plan for the year o Plan, coordinate, and confirm the service event calendar o Set goals and over see VITA, the Accounting Lab, and the Food Bank o Supervise all community service events, and act as a representative on behalf of the Chapter o Hold weekly meetings with various committees o Market all service activities to the Chapter s members and pledges o Update the website in conjunction with the webmaster each quarter o Develop an online checklist of service events in conjunction with the Webmaster o Act as a mentor to junior committee members, pledges, and/or other subordinates Weekly o 15 hours per week with more (about 20-30) at the beginning/end of each quarter o Answer at least an hour s worth of every evening o Record service hours at each event, report them, and reconcile the data o Track the performance status of the Chapter each week o Contribute more than is expected of you, and complete work before it is due o Assist the President and Officers with organizational goals and/or tasks o Identify weaknesses in the organization and aim to improve them on a quarterly basis 3

6 VP OF MEMBERSHIP Attributes for a good candidate running for VP of Membership: Extremely organized and very attentive to detail Excellent written communication skills Proficient in Excel Willing and excited to speak in front of large audiences Able to arrive at ALL BAP meetings 45 minutes early Able to organize people and delegate tasks Excited about the purpose of BAP Willing to dedicate two evenings each week to officer and regular BAP meetings Be a student (not on internship leave) during all three quarters Excellent decision making skills Spring o Shadow and assist the current VP of Membership at check-ins o Arrive 30 minutes early and attend all BAP Meetings in Spring o Attend the new officer retreat and Meet the Recruiters Summer (40-50 hours) o Attend the National Conference in August o Attend monthly officer meeting o Plan the Fall Recruiting Barbeque o Create and distribute pledge packets o Organize Team Leader Program o Recruit new members in Fall and Winter quarter o Plan the pledge information session at the beginning of Fall and Winter Quarter o Sign members in at every meeting and keep a weekly record of their professional hours o Organize the dues taking process and be sure there are proper internal controls o Oversee the Team Leader Committee o Answer s with questions about membership o Award Member of the quarter during each quarter o Perform Initiation Ceremonies o Track down inactive members for resignations Weekly- 15 hours average per week with more (about 20-30) at the beginning and end of the quarter 4

7 VP OF NATIONAL/REGIONAL Attributes for a good candidate running for VP of National/Regional: Able and willing to organize committees, delegate authority, and follow-up on committee progress Able to liaise with professionals in pursuit of common goals Willing to travel to conferences and conventions Need for strong organizational skills Excellent communication skills, including effective public speaking capabilities (able to speak to large groups) Outgoing and flexible personality Willing to support officers in any activities Experience in organizing events a plus Spring o Shadow and assist the current VP of National/Regional with the Banquet o Prepare the logistics for National Conference - registration, hotel reservation, transportation Summer o Plan and organize the trip for National conference o Prepare the logistics for the Regional Conference - registration, hotel reservations, transportation o Make sure that there are Best Practices presenting at the Regional Conference o Coordinate events with other officers to fulfill Superior Chapter requirement o Overseeing Best Practice Committees and EY Diversity Awards o Plan the second initiation o Plan social events in order to increase chapter enthusiasm o Oversee activities that will fulfill NR requirement (iexpress, Meet the Firms, etc) o Organize meeting with Professional of the Year and submit to Nationals o Plan and coordinate following year s National Conference o Plan and organize following year s Banquet (make sure to make reservations early and to notify the associate dean as well) o Keep contact with professionals and recruiters for Banquet Weekly 6 to 10 hours per week o Commit to the weekly officers meeting and contribute by giving advice 5

8 VP OF ADMINISTRATION Attributes for a good candidate running for VP of Administration: Concise written communication skills Ability to promote events effectively to members Flexibility & Reliability o Willing to step outside minimum responsibilities o Occasionally complete urgent tasks on short notice Organized o Access to laptop, program (such as Outlook) o Basic knowledge of linking/formatting o Great note-taking skills (for Officer Meeting Minutes) Keep officers informed about ideas/plans/upcoming events Be familiar with other officers' responsibilities o Respond to s from students and professionals, or redirect them to the appropriate authority Spring o Handle exit interview confirmations/rescheduling (throughout the end of quarter) o Gather officer information (contact, availabilities) o Officer Gifts for previous year's BAP Officers o Attend Meet the Recruiters (1 evening) & Officer Retreat (1 day) Summer o Schedule and attend BAP Officer meetings (Monthly, ~ 1 hour each) o Attend monthly officer meeting o Attend RSO Meeting in Autumn (1 hour) o Register BAP with the RSO & serve as main contact with RSO o Schedule officer meeting and reserve room Weekly/Daily o Dedicate approximately 1-2 hours per week to compose rolling agenda o Set aside time to check multiple times per day (variable) o Commit 1 evening/afternoon per week for Officer Meetings (About 1 hour) o Attend BAP Meetings on Thursday evenings (About 2 hours) - arrive at BAP meetings early to help with sign-ins/dues-taking when necessary o Assist other officers with their duties (variable) o Make sure that upcoming events have been posted on BAP Calendar Other idea attributes and technical skills: Friendly & Approachable: listen to member suggestions and concerns Creativity: implement new ideas, and help others with ideas for their projects Basic knowledge of webpage building 6

9 TREASURER Attributes for a good candidate running for Treasurer: Having a flexible personality and positive attitude is key Committed to the purpose of Beta Alpha Psi Willing and able to devote a significant amount of uncompensated time in the pursuit of goals for an entire academic year (high degree of motivation) Strong organizational skills and attention to detail Willingness to learn Excellent communication skills: o effective public speaking capabilities o ability to communicate to officers, advisors and audit committee about the financial situations of BAP Very helpful to know QuickBooks Pro basics Spring (Training) o Shadow the current treasurer and understand the BAP accounting system o Contribute 4 to 5 hours per week for QuickBooks training o Assist in filing annual tax return during April o Attend the new officer retreat and the Meet the Recruiters dinner Summer o Attend monthly meetings o Prepare annual budget with specific break-downs for each officer o Organize a meeting with the advisor and chapter president to finalize budget in August o Prepare annual contribution letter according to the budget (will be mailed in October with follow-up thank you letters) o Mail pledge fees to nationals (expect to work more time than usual at the beginning of each quarter) o Monthly bank reconciliation, preparation of financial statements o File annual tax return for BAP in April Weekly- 5 to 10 hours a week in addition to BAP meetings/events o Daily bookkeeping duties: Accounts Payable and Accounts Receivable o Meet with audit committee to discuss treasury activities at the committees request (begins in Winter Quarter) o Overseeing the budget update budget frequently and assure that money spent on activities are according to the budget o Assisting other officers with the financial aspects of their work Ideal attributes and technical skills: Excel proficiency QuickBook experience (preferred) Strong knowledge of basic accounting skills 7

10 REPORTER Attributes for a good candidate running for Reporter: Detail-oriented and organized Proficient in Excel Extremely reliable- in charge of all members hours (200+), must meet BAP National deadlines Team oriented- assist other officers and able to work effectively with others Spring o Shadow the current reporter and start training for National reporting o Attend the new officer retreat o Attend Meet the Recruiters Summer o Attend the National Conference in August for training o Attend monthly officer meeting o Recruit new members in Fall and Winter quarter o Submit chapter and member information to Nationals o Respond to s regarding membership/hours in timely manner o Assist with weekly meetings and other BAP events o Able to put in 20 extra hours per week at the beginning and end of the quarter Weekly o Attend two weekly meetings (Thursday and officer meeting) o Keep an updated list of members o Record service and professional hours & perform reconciliation (3 hrs) 8

11 FORMAL EVENT COORDINATOR Attributes for a good candidate running for Formal Event Coordinator: Committed to the purpose of Beta Alpha Psi Strong organizational skills Willing and able to devote a significant amount of uncompensated time in the pursuit of goals for an entire academic year (high degree of motivation) Able to delegate authority and follow-up on committee progress Excellent communication skills, including effective public speaking capabilities (able to speak to large groups) Able to liaise with professionals in pursuit of common goals Outgoing and flexible personality Duties of a good candidate for Formal Event Coordinator Plan and coordinate the Meet the Seniors Dinners Arrange food and location, invite firms, advertise to seniors, organize committees, and prepare dinner logistics Assist other officers with projects during winter and spring quarters Expected Time Commitment: Spring o Shadow the current Formal Event Coordinator o Organize Meet the Juniors o Attend new officer retreat and Meet the Recruiters Summer o Attend monthly officer meeting o Prepare the logistics for the Meet the Seniors (5-10 hours per week in September) (10-15 hours per week) o Organize two dinners during fall quarter o Expect to put in more hours in the weeks of the Dinners Weekly- 2 to 5 hours per week during winter and spring quarter. 9

12 MENTOR PROGRAM DIRECTOR Attributes for a good candidate running for Mentor Program Director: Extremely Organized Have time management skills and excellent written communication skills Proficient in Excel Willing and excited to speak in front of large audiences Able to arrive at ALL BAP meetings 45 minutes early Able to organize people and delegate tasks Excited about the purpose of BAP Be willing to commit 2 evenings per week to BAP meetings Decision making skills Spring o Meet with the current Mentor Program Director o Attend the new officer retreat and Meet the Recruiters Summer (2 hours per week during September) o Contact recruiters and plan for the breakfast o Attend monthly officer meeting (5 hours) o Advertise the mentor program early in the fall o Speak at the info session presentation o Follow-up with recruiters that you have contacted in summer and to promote mentor program o Create survey for mentors and mentees using catalyst o Recruit helpers (committee for breakfast banquet) o Match mentees with mentors & recruit mentors o Plan the mentor breakfast banquet - Follow up with mentee during winter quarter - Send thank you cards to recruiters and speakers. - Make sure all accommodation for breakfast have been made Weekly o Attend two weekly meetings (Thursday and officer meeting) o Assist officers with other activities when necessary 10

13 EXTERNAL RELATION Attributes for a good candidate running for External Relation: Possess excellent communication skills (verbal and written) Possess an ability to speak in front of a large group (info sessions, meetings, and events) Skilled at establishing relationships with members and officers, and people from other organizations Posses very good organizational skills and decision making skills Willing to arrive early to BAP meetings to oversee the setup of the Greeting Committee Able to delegate responsibility Willing to dedicate two evenings each week to officer and regular BAP meetings Willing to dedicate an additional evening for monthly UBC meetings Able to be excited about BAP and to promote BAP to students and other organizations Smile and be friendly ALL the time! Spring (20 to 30 hours) o Shadow and assist the current External Relation at the Business Week o Attend UBC monthly meeting o Attend the new officer retreat o Organize the Meet the Recruiters for new officers Summer (30-40 hours) o Plan the Fall Recruiting promotion - Put together classroom rotation schedule of all 300 & 400 level classes - Obtain permission from professors to speak and coordinate with all officers - Create Classroom Promotion packet with assigned schedules for each presenter, flyers for events during the first week, overheads, outline of speech o Attend monthly officer meeting o Plan with UBC to participate in Fall Welcome at the beginning of Fall quarter. - Prepare with flyers, poster boards, and have officers to talk to the new business students o Attend monthly UBC meetings, keep up relations with other business clubs - Keep BAP in good standing with UBC - Stay up to date with business school events o Oversee the Greeting Committee for BAP weekly meetings o Recruit new members in Fall and Winter o Assist other officers when needed Weekly- 5 hours average per week with more (about 15) at the beginning of Fall quarter 11

14 WEB MASTER Attributes for a good candidate running for Webmaster: Programming o Strong skills in HTML/CSS o Client side programming such as JavaScript/Flash/Ajax is preferred o Server side programming such as PHP/ASP is a plus o Database knowledge: ability to build a database and use it on the web Graphics o Have good sense of design o Know how to use graphics program like Photoshop, Paint Shop or etc. o Know the basic web design principles in terms of layout, use of colors, and graphic design Writing o Able to write coherently o Spell check all text contents on the website Other o Must be extremely organized o Must pay attention to detail o Must have leadership skill to manage projects and delegate tasks to assistants o Must have excellent written communication skills o Must be excited about the purpose of BAP o Must have excellent decision making skills o Must be on call everyday to post contents to the website provided by other officers Spring o Shadow the current webmaster and obtain access code o Attend the new officer retreat and Meet the Recruiters Summer o Attend monthly officer meeting o Research and plan for website reconstruction o Develop a timeline for design/layout/backend of a website o Expected to devote a significant amount of time to build from scratch o Recruit new members in Fall and Winter quarter Weekly (5 to 10 hours) o Attend two weekly meetings (Thursday and officer meeting) o Update the information given by other officers within 48 hours o Update website with news, announcement, and upcoming events every week (before the rolling agenda is sent out to the members) o Administer the BAP mailing list 12

15 Beta Alpha Psi Officer Application The purpose of this application is to give us a better understanding of your ability and desire to be an officer in Beta Alpha Psi next year. The deadline for this application is Thursday, February 22 nd. Elections will be held during the BAP meeting on Thursday, March 8 th. Name Please contact Anna Cho (ahc3@u.washington.edu) to check your hours and record them below. Professional Service In which officer position(s) are you interested? You may list as many as you like. Will you be a student, enrolled as a UW student and on campus, during EACH quarter, autumn, winter and spring quarters? How many hours per week do you plan on working and/or volunteering next year other than for Beta Alpha Psi? Please discuss your BAP involvement to this point. What events have you done? Have you been on any committees? Which ones? Have you worked with any of the current officers on any BAP events or functions? If so, with whom and which events?

16 What are your plans for summer? Will you be near campus? Will you be able to come to campus at least weekly? If not, how will you be able to communicate effectively with other officers? Identify any potential time conflicts you may have with the time commitment for BAP. These would include family, work, athletic competitions, dedicated hobbies, and volunteer work for ANY charity. Please indicate which days and times that you will be available for an interview. Monday: Tuesday: Wednesday: Thursday: Friday: Is there anything else you would like us to know? Sign: Date: Print Name: