Beta Beta Officer Responsibilities
President
Treasurer
VP Communications
Social Media Chair
VP Philanthropy
VP Membership Programming
Collegiate Liaison
Membership Chair
Welcome Chair
Alumnae Recruitment Information Chair
Panhellenic Representative/Alternate
Secretary
- Preside at chapter meetings, social functions and ceremonies and represent the chapter
- Serve as the primary correspondent between the alumnae chapter, the province alumnae chair (PAC) and headquarters
- Ensure that the chapter is maintaining good standing with the National Fraternity by meeting all alumnae chapter requirements
- Execute the purpose and goals of alumnae chapter operations
- If a collegiate relations/alumnae recruitment information chair (ARIC) is not selected, process requests for recruitment information forms
- If a membership chair is not selected, serve as the primary correspondent with the National Alumnae Initiate Program
- Appoint committees/chairs, as needed, to assist the chapter in planning, communications, programming, membership, philanthropy, collegiate relations and alumnae recruitment information
- Ensure proper execution of officer elections
- Represent Beta Beta as a delegate at the National Convention
- Organize and implement officer training
- Ensure reports and forms are submitted to HQ on time
Treasurer
- Design and execute the chapter budget, including dues and other income, expenses and bank account management
- Ensure that the chapter is maintaining its EIN with the IRS by submitting the annual 990-N e-postcard annually
- Submit annual required financial forms to headquarters
- Submit national dues and fees to Headquarters
- Keep accurate records, maintaining a database and Lyre Links of paid and unpaid participating alumnae
- Collect and deposit dues (payments via check & online)
- Submit Indianapolis Alumnae Panhellenic dues
- Be knowledgable about and promote the Alpha Chi Omega Foundation
VP Communications
- Coordinate communications plan and timeline to support Beta Beta calendar and goals
- Manage information for the Beta Beta newsletter from Beta Beta officers, Alpha Chi Omega Headquarters, Province Alumnae Chair, Province Collegiate Chair, Indianapolis Alumnae Panhellenic, NPC, and collegiate chapters in Indiana
- Submit information to The Lyre
- Other internal and external communication, as needed
Social Media Chair
- Help execute communications plan and timeline to support Beta Beta calendar and goals
- Manage social media: web site, Facebook page, Facebook group, and Instagram
- Coordinate responses to social media requests
VP Philanthropy
- Encourage alumnae to participate in activities and organizations that assist victims of domestic violence
- Encourage participation in philanthropic activities that support The Julian Center, Coburn Place, Sheltering Wings, and other local domestic violence awareness organizations
- Consider projects such as Finals Goody Bags or Trivia Night to raise funds for our philanthropies
- Encourage alumnae support of the Alpha Chi Omega Foundation
- Support other altruistic programs, including Hera Day
VP Membership Programming
- Plan the calendar for the year with the other officers, determining what events and activities to schedule
- Coordinate Founders Day, McDowell Month, and Hera Happy Hour activities
- Collect contact information for Alpha Chi Omegas who participate in interest group and/or general activities and share with Membership Chair and Welcome Chair.
- Market the planned events to the members through VP-Communications
- Encourage alumnae to become active in one or more of the interest groups
- Keep in touch with the interest group leaders
- Other program membership-related activities, as needed
Collegiate Liaison
- Serve as the primary contact with Beta Beta's collegiate local-support chapters at Butler University and at IUPUI
- Coordinate Hall of Commitment and mock recruitment
- Keep the board informed of collegiate chapter calendar of events and promote participation in activities, when appropriate
- Reach out to Indiana chapters' graduating seniors to let them know about Beta Beta
- Plan a new member event a few months after graduation to welcome new alumnae
Membership Chair
- Assist VP Communications in distributing Beta Beta newsletters
- Send email reminders, as needed
- Maintain and update the membership directory and email list
- Other internal and external communication, as needed
Welcome Chair
- Recruit and welcome new Beta Beta members
- Contact and welcome alumnae new to Indianapolis area
- Respond to alumnae inquiries from Beta Beta and Alpha Chi Omega social media as well as Alpha Chi Omega Headquarters
- Monitor Alpha Chi Omega Headquarters Directory for alumnae new to Indianapolis area
- Assist VP Programming in encouraging alumnae to participate in Beta Beta activities and interest groups
Alumnae Recruitment Information Chair
- Respond to requests for recommendations from Collegiate Chapters, Alumnae, Potential New Members, Alpha Chi Omega Headquarters, and Indianapolis Alumnae Panhellenic
- Assist alumnae in use of the Recruitment Information Form
Panhellenic Representative/Alternate
- Represent Alpha Chi Omega and Beta Beta to the greater Indianapolis Alumnae Panhellenic Association
- Market Indianapolis Alumnae Panhellenic activities within Beta Beta
- Ensure Beta Beta maintains a good reputation and image within the Panhellenic community
Secretary
- Keep accurate minutes of board meetings and general meetings, send copy to PAC
- Send congratulations, get well, sympathy, and appropriate card messages to members
- Assist treasurer, as requested
- Other secretary-related activities, as needed