Election – Job Descriptions - College of the Rockies

Students’ Association Job Descriptions
President (Position filled in Spring Election)
Preside at all meetings of the Association.
Be responsible, with the other Executive, for the general management of the affairs of the
Association.
Circulate a written report, to be received by all executive members at the end of the first
semester, and a second report, no less than two weeks prior to the Annual General
Meeting. The report summarizes the affairs of the Association. This report will be made
available to all members.
Appoint such committees as may be considered necessary for the proper functioning of
the Association.
Acts as the official spokesperson of the Association.
Supervise the other directors in the execution of their duties.
Exercise such powers and perform such functions as may be especially delegated to
him/her by the Executive or as elsewhere provided in the Constitution and Operating
Procedures of the Association.
Designate another member of the Executive to act for him/her as necessary.
Perform other such duties as designated by the Executive Committee.
Conduct official correspondence of the Association
Prepare a welcome address to the student body on orientation day.
Coordinate the publication of an orientation day issue of Insights.
Upon the completion of the spring elections, conduct a review session with the incoming
Association president as per Article 6, Section 2.1.
Vice-President (Position filled in Fall Election)
Assist the President in all matters pertaining to the business of the Association.
During the absence of the President assume all duties of the President.
Liaison with regional campuses and program/student liaisons.
Responsible for coordinating special initiatives.
Perform the duties and functions as may be delegated to her\him by the President or
Executive Committee.
Treasurer (Position filled in Spring Election)
Maintain an accurate and current record of Association funds and properties and report to
Executive all matters regarding the financial status of the Association.
Submit or cause to be submitted, written financial statements of the Association's fiscal
and property affairs at meetings. For Annual General Meeting these statements must be
the financial statements provided by College of the Rockies.
Ensure all bills authorized by the Executive are forwarded to the Liaison Officer for
payment. This requires completing the appropriate cheque requisition form.
With assistance from the Liaison Officer, prepare for approval, at the Annual General
Meeting, a projected budget for ensuing fiscal year, including all standing items as
outlined.
Upon the completion of the spring elections, conduct a review session with the incoming
Association treasurer as per Article 6, Section 2.1.

Assist the president to coordinate the publication of an orientation day issue of Insights.
Collect and review annual reports from campuses and Purcell House residence regarding
annual expenditure of funds.
Circulate a written report, to be received by all executive members at the end of the first
semester, and a second report, no less than two weeks prior to the Annual General
Meeting. The report summarizes the activities the Treasurer has conducted on behalf of
the Association. This report will be made available to all members.
Provide bi-weekly detailed budget updates.
Perform other duties and functions as may be delegated to her/him by the President or
the Executive Committee.
Secretary (Position filled in Fall Election)
Keep accurate minutes of the proceedings of all meetings. Distribute all minutes to the
Executive Committee, prior to the next meeting. These minutes shall correspond with the
standard template found in the minutes binder.
Have custody of all records and documents of the association, except those required to
be kept by the treasurer. A master file of all minutes and correspondence will be
maintained in the association office.
On direction from the President, notify the membership as to the general meeting times.
Notices for extraordinary general meetings and the Annual General Meeting will be
circulated as per the Bylaws, Part Eleven (11).
Shall prepare agendas for all meetings. The agendas for regular meetings will be
circulated to the Executive two (2) days before the meeting date. The agenda for
extraordinary general meetings and the Annual General Meeting will be circulated one
week prior.
Maintain a current version of the College of the Rockies Policies and Procedures manual.
Develop and maintain inventory of office supplies including letterhead.
Check the Association’s mail box, phone and Email account twice per week.
Perform other duties and functions as delegated to her/him by the President or the
Executive Committee.
Director at Large (Position filled in Fall Election)
Coordinate activity and special event programming. Liaise with the College of the
Rockies recreation department to ensure no overlapping of events, as well as cosponsorship
opportunities.
Develop all promotional materials required for events that he/she organizes.
Coordinate the club policy (article 4) as required.
Complete and event evaluation, using the event package included in the policy and
procedure manual.
Communications Director (Position filled in Fall Election)
Review all posters and other related advertising material before it is distributed.
Will maintain the Association web page and bulletin board.
Will advertise all association business including meetings, Annual General Meeting,
Elections, office hours. Notices for extraordinary general meetings and the Annual
General Meeting will be circulated as per the Bylaws, Part Eleven (11).
Proof read all posters or other promotional material developed by other executive
members.
Produce a minimum of five, eight-page editions of the Insights newsletter as per Article
Three. Dates of distribution will be decided amongst the executive.
Will maintain the Association web page and bulletin board.
Prepare and distribute press releases as required.
Perform other duties and functions as may be delegated to her/him by the President or
the Executive Committee.