Iota Upsilon Chapter 

at the 

University of Ottawa

Exec1

Description of Elected Positions

Chapter President

  • Leads and directs the Executive Council
  • Leads all chapter meetings
  • Serves as Chair of Program Council
  • Serves as Chair of the Judiciary Board
  • Presides over initiation and ceremonies as outlined in the Ceremonies Book and Ritual
  • Responsible for the general supervision and health of the chapter
  • Coordinates chapter affairs in accordance with established programs and policies
  • Sets strategy for achieving chapter goals and objectives in collaboration with the Chapter Advisor
  • Establishes and perpetuates the culture of the chapter
  • Represents the chapter at university and Greek Council/Panhellenic meetings
  • Voting Convention delegate
  • Serves on the House Corporation Board or Chapter Property Committee
  • Completes all Alpha Phi International reports in a timely manner

Management Department Vice President Risk Management

  • Fulfills the duties of Chapter President if the office is vacant or the Chapter President is absent • Leads and directs the Risk Management Department and holds regular meetings
  • Serves on the Executive Council • Serves on the Judiciary Board
  • Serves on Program Council
  • Directs the chapter’s risk management program to ensure all chapter events are safe and follow the Policies & Procedures of the Alpha Phi International Fraternity, Inc., Standing Rules, and Chapter Bylaws
  • Guides the Director of Chapter Events-External, Director of Chapter Events-Internal, and Director of Watchcare to plan and execute events
  • Ensures Event Planner Forms are completed and submitted in a timely manner to the Chapter Advisor
  • Oversees the development of the chapter’s Emergency Procedure Plan
  • Educates the chapter annually on Emergency Procedure Plan, Standing Rules, and Chapter Bylaws, specifically focusing on aspects that put the chapter or the individual member at risk
  • Completes all Alpha Phi International reports in a timely manner

Vice President of Chapter Operations

  • Leads and directs the Chapter Operations Department and holds regular meetings
  • Serves on Executive Council
  • Serves on the Judiciary Board
  • Serves on Program Council
  • Serves as Chair of the Bylaws Committee
  • Oversees the financial and administrative operations of the chapter 15
  • Serves on House Corporation Board or Chapter Property Committee
  • Completes all Alpha Phi International reports in a timely manner

Director of Finance

  • Reports to the Vice President of Chapter Operations
  • Serves on the Chapter Operations Department
  • Serves on Executive Council
  • Serves on Program Council
  • Operates under the supervision of, and in accordance with the direction issued by, the International Executive Office
  • Coordinates the budget process in collaboration with the Executive Council and with approval from the Chapter Advisor and Operations and/or Finance Advisor
  • Ensures all members are billed accurately and in a timely fashion using Billhighway
  • Works closely with the appropriate housing volunteer to ensure all members are billed appropriately for all chapter bond charges and that the House Corporation Board or Chapter Property Committee receive their funds in a timely manner
  • Provides weekly financial reports to the Executive Council regarding member accounts receivable and year-to-date revenue and expense as compared to the chapter’s budget.
  • Ensures new member information is entered in Officer Portal
  • Ensures all chapter financial obligations, including those to Alpha Phi International, are paid on time
  • Prepares and distributes letters outlining members’ financial obligations to new members, initiated members and parents
  • Prepares, distributes and collects Member Financial Agreements
  • Develops a financial presentation for chapter members at least once per year • Completes all Alpha Phi International reports in a timely manner
  • Updates the chapter weekly on the status of membership finances, and reports to the monthly on a chapter budgetary update

Vice President of Programming and Education

  • Leads and directs the Programming and Education Department and holds regular meetings
  • Serves on the Executive Council
  • Serves on Program Council
  • Directs the chapter’s Alpha Phi educational programming, as well as non-Alpha Phi programming
  • Collaborates with officers in her department to help plan and execute educational programs and events
  • Ensures Event Planner Forms are completed and submitted to the Vice President of Risk Management in a timely manner
  • Completes all Alpha Phi International reports in a timely manner

Vice President of Membership Recruitment

  • Leads and directs the Membership Recruitment Department and holds regular meetings
  • Serves on the Executive Council
  • Serves on Program Council
  • Executes the strategic recruitment direction of the chapter
  • Oversees all membership recruitment activities
  • Oversees chapter strategy, planning and implementation of Formal Recruitment
  • In collaboration with the Recruitment Advisor and Director of Formal Recruitment conducts a competitive analysis of Formal Recruitment 19
  • In collaboration with the Recruitment Advisor and Director of Formal Recruitment appoints all Day Chairs, and any other Recruitment Team members
  • Identifies COB/COR opportunities and develops strategy to fill vacancies
  • Oversees planning and implementation of all COB activities
  • Oversees the planning and implementation of all Recruitment Workshops or Polish Week activities
  • Communicates with the Greek Council/Panhellenic Delegate to stay informed as to Greek Council/Panhellenic changes
  • Completes all Alpha Phi International reports in a timely manner

Greek Council/Panhellenic Delegate

  • Reports to the Vice President of Membership Recruitment
  • Serves on the Membership Recruitment Department
  • Serves on Program Council
  • Represents Alpha Phi at all Greek Council/college Panhellenic meetings
  • Reports weekly to chapter regarding Greek Council/Panhellenic business
  • Casts Alpha Phi’s vote on behalf of the chapter after consultation with the appropriate Executive Council officer, Chapter Advisor and/or Recruitment Advisor
  • Contacts the Executive Office if Greek Council/Panhellenic is considering modification to chapter total, average chapter size or voting on extension

Vice President of Marketing

  • Leads and directs the Marketing Department and holds regular meetings
  • Serves on the Executive Council
  • Serves on Program Council
  • Develops a written strategic marketing plan in collaboration with the Executive Council and Advisory Board
  • Conducts a marketing analysis of the chapter image in collaboration with the Membership Recruitment Department
  • Oversees and coordinates public relations, and publicity for the chapter
  • Ensures Event Planner Forms are completed and submitted to the Vice President of Risk Management in a timely manner
  • Completes all Alpha Phi International reports in a timely manner

Vice President of Campus Affairs

  • Leads and directs the Campus Affairs Department and holds regular meetings
  • Serves on the Executive Council
  • Serves on Program Council
  • Implements the marketing plan developed by the Marketing and Membership Recruitment Departments within her department and events
  • Oversees and coordinates philanthropy fundraising, community service and campus activities for the chapter
  • Ensures Event Planner Forms are completed and submitted to the Vice President of Risk Management in a timely manner
  • Completes all Alpha Phi International reports in a timely manner

Director of Administration

  • Reports to Vice President of Chapter Operations
  • Serves on Chapter Operations Department
  • Serves on Executive Council • Serves on Program Council
  • Serves as Co-Chair of By-Law Committee
  • Serves as Chair of NRC
  • Operates under the supervision of, and in accordance with the direction issued by, the International Executive Office
  • Takes attendance at all meetings and maintains Points System
  • Takes minutes at all meetings and must make these available to the chapter in a timely manner
  • Updates membership status and roster on Officer Portal
  • Updates calendar for chapter on Basecamp
  • Runs elections for the chapter 16
  • Complete room bookings through the school through the SFUO

Director of New Member Education

  • Reports to the Vice President of Programming and Education 17
  • Serves on the Programming and Education Department
  • Serves on Executive Council
  • Serves on Program Council
  • Directs the New Member Education Team including weekly meetings of the team
  • Implements an engaging New Member Program focused on educating new members and member interaction within the chapter
  • Completes and submits Event Planner Forms in a timely manner to the Vice President of Education and Programming