Interim Officer Vacancies
The Omega Delta Phi Alumni Association (Association) requests nominations to the following interim offices, to serve by appointment of the Board of Trustees (BOT) for the remainder of each term of office, until December 31, 2017.
Board of Trustees Secretary/Administrative Director
Like the President of the Association, the Board of Trustees Secretary/Administrative Director serves as a liaison and administrative lead for the BOT, in addition to duties as the Secretary of the Association. This position plays a dual role in performing the duties of the Association secretary but also functioning as the Administrative Director for the BOT. She organizes, convenes and leads BOT meetings. She serves as a non-voting member of the BOT, except in the event of a tie vote where she is to cast the deciding vote. She keeps and electronically distributes minutes of Association and BOT meetings.
1st Vice-President
The 1st Vice President performs all duties of the President in the absence of, or at the request of, the president. She serves as an advisor to the Presidents, supervises and promotes the social events committees, makes recommendations of activities, projects and programs the meet the goals and resources of the Association. She serves as Parliamentarian at meetings.
SUNY Potsdam Alumni Representative
The SUNY Potsdam ODPAA Representative, working in conjunction with the BOT and President, represents the needs of the Association and Greeks as dynamic affinity groups to the SUNY Potsdam college community. This position significantly contributes to the success of Greek life at SUNY Potsdam. She is a voting member of the BOT.
All nominees must be in good standing with the Association, being paid dues members. Sisters may submit nominations by Friday, August 11, 2017 to the BOT for consideration by contacting interim President, Margaret “Maggs” Saunders via email at president@odpalumni.com.
Full Job Descriptions As Per The Association’s Constitution and Bylaws
Secretary – Board of Trustees Administrative Director
In addition to the President of the Association, this role serves as a liaison and administrative lead for the Board of Trustees in addition to duties as the Secretary of the Association. This position plays a dual role in performing duties of the Association’s Secretary but also functioning as the Administrative Director for the Board of Trustees. She will interact with both the Officers of the Association and Members of the Board of Trustees.
Goals
Insure for consistency and transparency related to proceedings and correspondence of the Association. Provide a primary point person for the Board of Trustees and provide a mechanism for oversight for the Association’s operations.
Responsibilities / Tasks
- Act as the Administrative Director of the Board of Trustees.
- Organize, lead and convene meetings of the Board of Trustees.
- Accept fiduciary responsibility to convene the Board of Trustees when she feel a significant decision or pending action requires oversight and/or direction from the Board of Trustees.
- Receive requests from the membership regarding plans, issues or actions to be brought to the Board of Trustees. Present these requests to the Board of Trustees for their determination if they should be acted upon.
- Serve as a non-voting member of the Board of Trustees except in the occasion of a tied vote among Board members. In that situation, she will be responsible to cast the deciding vote.
- Keep minutes of meetings of the Association and Board of Trustees.
- Submit minutes for electronic distribution and/or social media updating.
- Handle Association correspondence as required.
- Solicit ‘Call for Nomination’ requests in accordance with the Constitution.
- She will work with the Database Manager and Vice President Membership and Retention to insure that membership contact information is current.
- Work with the Vice President – Membership and Retention, and Vice President- Development and Fundraising to craft and review communications being distributed in the name of the Association.Completion of PositionReview the position with the new Secretary / Administrative Director of the Board of Trustees and provide a written note to successor and any other materials developed during her tenure, including a uniform Secretary / Administrative Director of the Board of Trustees handbook with guidelines, ideas, and suggestions for future Secretary / Administrative Director of the Board of Trustees. In addition, the Secretary / Administrative Director of the Board of Trustees will transfer all documents, memorabilia, and photos/videos/written account to the new Secretary / Administrative Director of the Board of Trustees.
1st Vice President
The 1st Vice President will perform all duties of the President in absence of, or at the request of the president. She will serve as an advisor to the President; lead the Events Committee; make recommendations of activities, projects and programs that are commensurate with the aims, purpose and resources of the Alumni Association.
Goals
The role of 1st Vice President is to insure continuity in the absence of the President. She will lead the social activities of the organization, selecting and working with all Social Event Directors. Working with the Vice President – Development/ Fundraising she will work with Fundraising Event Directors as needed.
Responsibilities
Perform all of the duties of the President in the absence of, or at the request of the president.
- Serves as the Association’s Parliamentarian; advises, upon request the president, other officers, committees, and members, on matters of parliamentary procedures according to Association’s Constitution and Bylaws, and Robert’s Rules of Order, Newly Revised.
- Lead the Events Committee that is responsible for all Social and Community Service events of the Alumni Association.
- Work with the Vice President of Development/Fundraising to plan social, community service and fundraising events that are commensurate with the aims, purpose and resources of the Alumni Association.
- Create opportunities for members to participate in events and activities.
- Ensure that there is a balance of activities provided to meet members’ needs and wants.
- Prepare and submit to the Finance Committee and Chief Financial Officer for approval, an annual and per event budget.
- Recruit / designate Social Event Directors for each event. The Social Event Director will lead the operation of the event, reporting to the 1st Vice President. In the absence of a Social Event Director, the 1st Vice President will be responsible for the event and will assemble a team from the general membership.
- Determine if multiple Social Event Directors are required for a specific event, due to size, complexity, or need to represent multiple generation of alumni.
- Monitor event spending in accordance with approved event budgets.
- Prepare event proposals, plans and timelines to the officers for approval by the officers. The Board of Trustees will review / approve the activities planned for the annual meeting.
- Present, plan, execute Alumni Association events, and increase membership participation. Present results to the membership, officers and/or Board of Trustees.Completion of PositionReview position with the new 1st Vice President and provide a written note to successor and any other materials developed during your tenure as 1st Vice President, including a uniform 1st Vice President’s handbook with guidelines, ideas, and suggestions for future 1st Vice Presidents. In addition, the 1st Vice President will transfer all documents, memorabilia, and photos/videos/written account to the new 1st Vice President.
SUNY Potsdam Omega Delta Phi Alumni Representative
The SUNY Potsdam Omega Delta Phi Alumni Representative, working in conjunction with the Association’s Board of Trustees and President, represents the needs of our alumni and other Greeks as dynamic affinity groups to the SUNY Potsdam college community. This position significantly contributes to the success of the Greek communities at SUNY Potsdam and Clarkson University. This position will serve as the Omega Delta Phi Alumni representative for any SUNY Potsdam Greek Life related organization. This position will work closely with the Omega Delta Phi Alumni representative for Clarkson University. The President of the Alumni Association will also serve in this capacity.
Goals
This role will participate in the important work of building the future of fraternity and sorority life at SUNY Potsdam. Its goal is to insure the opinions and needs of the Omega Delta Phi Alumni are represented at SUNY Potsdam and to serve as a representative of the Potsdam Greek communities at both SUNY Potsdam and Clarkson University.
Responsibilities / Tasks
Serve as the Omega Delta Phi Alumni representative on any SUNY Potsdam advisory body regarding for all rules, regulations, and standards affecting the recognition of fraternity and sorority organizations.
- Work to maintain or initiate Omega Delta Phi as a recognized Greek organization within the University.
- Represent the best interests of the fraternity and sorority system before decision-making bodies of the University.
- Promote the Greek program at SUNY Potsdam and Clarkson University.
- Improve the Greek organization’s image to the educational and local Potsdam communities.
- Stimulate a continuing interest in PanHellenic or Greek organization activities and affairs in the educational and local Potsdam communities.
- Participate in University sponsored Greek related organizations requiring an alumni representative.
- Increase the importance of Greek organizations as part of the Potsdam educational experience.
- Forge a working partnership and awareness at SUNY Potsdam, placing Omega as a leading player and exemplar of what Greek life should look like from an alumni and active membership perspective.
- Preserve Greek life on the SUNY Potsdam campus, exploring ways to eliminate problems that may plagued the system.
- Suggest proposal that will ensure deviant behavior such as abusive hazing and alcohol practices are removed from Greek program and activities.
- Prepare and submit to the Finance Committee an annual budget that relates to the activities and items required to perform this position.
- Provide updates to the Officers and Board of Trustees as requested.
- Work with the active sorority membership to ensure that these goals and responsibilities are realized.Completion of PositionReview the position with the new SUNY Potsdam OPD Alumni Representative and provide a written note to successor and any other materials developed during her tenure, including a uniform SUNY Potsdam OPD Alumni Representative handbook with guidelines, ideas, and suggestions for SUNY Potsdam OPD Alumni Representative. In addition, the SUNY Potsdam OPD Alumni Representative will transfer all documents, memorabilia, and photos/videos/written account to the new SUNY Potsdam OPD Alumni Representative.