Omega Phi Alpha – Position Description
Title: Alumnae Secretary
General Purpose of Position:
To manage the files, meetings, data, and communications of OPhiA’s alumnae leadership, and to perform any other duties assigned by the VP Alumnae Relations.
Classification: Appointed
Level: National
Relationships to Other Jobs:
Appointed by: VP Alumnae Relations
Accountable to: VP Alumnae Relations
Support from: VP Alumnae Relations, Directors of Alumnae Activity
Works with: VP Alumnae Relations, Directors of Alumnae Activity, Alumnae Convention Coordinator, all alumnae-focused task forces
Term of Service: 2 year(s) from time of appointment to Aug 15 (two years later).
Time Commitment: 5 hours per week with peak hours between Feb and June
Required Qualifications:
· All national, district, and appointed officers must be members in good standing of Omega Phi Alpha.
· Professional, timely, proactive communication skills, especially written communication.
Preferred Knowledge/Abilities/Experiences:
· Computer skills especially in Microsoft Office
· Confidence and assertiveness to reach out to sisters she doesn’t know and clarify policies, procedures, etc.
· Membership to and familiarity with the OPA forum.
· Familiarity with all OPA policies and procedures that impact the alumnae community including but not limited to the formation and management of alumnae chapters, selection of alumnae delegates, organization of alumnae regions, OPA travel policies, Alumnae Societies, annual convention, and the job descriptions of every other member of the Board of Alumnae Activities.
Duties and Responsibilities:
· Respond to general inquiries about alumnae programming and forward to the specific officer handling that area, as appropriate.
· Coordinate all meetings of the Board of Alumnae Affairs. This should include scheduling the meeting (with pre-alignment of the VPAR), inviting participants, sending reminders to participants, taking minutes, and publishing minutes. Meetings may be face-to-face, over conference call, or via WebEx or other virtual media.
· Generate lists of alumnae directly from the membership database, based on specified criteria such as collegiate chapter of origin or geographic area of residence. NOTE: The alumnae secretary does not perform updates or additions to the membership database.
· Assist other leaders in
a. recruiting qualified applicants to serve as convention alumnae delegates.
b. promoting the alumnae raffle.
c. developing the alumnae track and alumnae schedule for Convention.
· Provide input for
a. improving the alumnae section of the national website.
b. improving alumnae programming in general.
· Serve as moderator for certain alumnae-focused sections of the OPA Forum, at the request of the VPAR.
· Serve as the assistant to the VPAR, performing any other administrative duties as required.
· At the conclusion of her term, conduct a 1:1 training session with the next volunteer leader in this role.
Convention/ Midyear Attendance required? No
Approved by NEB Effective Date: Aug 6, 2014