Board Position Roles and Responsibilities

President (All Year position)

• Develops weekly agendas for Board meetings for the academic year
• Leads weekly Board meetings to discuss Board business, including Board management,  keeping WMP By-Laws current, planning and delivery of all WMP programming and program infrastructure
• Provides meeting agenda to all Board members a minimum of one day in advance of weekly meeting
• Meets with Program Director and Executive Committee weekly to review Board programming plans and progress
• Ensures all Board members are actively engaged in weekly meetings and that each Board member is effectively contributing to their assigned committees
• Receives ongoing updates from Board Committee Chairs (or designees) regarding the status of projects for which they and their Committees are responsible

Vice President (All Year position)

• Fills in for the President during her absence, is knowledgeable about the President’s responsibilities, and is aware of the status of all Board business, including programming
• Attends weekly Board and Executive Committee meetings
• Assumes the duties of President in the event that the President is unable to serve
• Is responsible for guest Check-in at all social events and reports on attendance at weekly Board and Executive meetings
• Takes attendance if the Secretary is not present

Secretary (All Year position or may be shared by two different people in Fall and Spring)

• Takes detailed meeting minutes at weekly Board and Executive meetings and uploads in Google Drive Board folder within 48 hours of meeting occurrence
• Sends emails to groups about WMP events
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• Takes attendance at each of the meetings, Vice President takes over if the Secretary is not present.

Co-Liaisons to Mentor/Mentee Groups (All Year position)

• Coordinates with the co-peer mentors to collect mentor-mentee creative Group Names
• Creates a weekly attendance sheet in Google forms to collect and track the attendance of peer mentors and mentees at weekly group meetings
• A week in advance sends emails to co-peer group mentors to share following week’s group meeting topics and activities along with tips and suggestions for how to deliver them
• Holds video conference meetings through Skype or Zoom to address peer mentor requests for clarification about weekly meeting topics (may request presence of Program Director)
• Helps peer mentors to resolve issues they may have with a mentee, i.e. misses meetings, or has an attitude problem and informs Program Director, who may need to get involved
• Coordinates with the co-Social Media Directors to showcase unique departmental or group events that are helping mentees become part of the Rensselaer, WMP, or Department communities. Co-Social Media Directors can post a short paragraph to Facebook or a story to Instagram and tweet the mentee/mentor Group Name with a short shout out
• Invites peer mentors to collaborate with the Director of Professional Development and the Program Director in planning professional development workshops

Director of Social Events (All Year position)

• Coordinates with Program Director to take inventory at the beginning of the fall semester and to track usage of supplies at each event
• Completes event planning templates for each event a minimum of three weeks before each event, accounting for all Board members and their event roles (i.e. who picks up event supply cart from program director in JEC prior to the event, brings supplies to the event, checks-in guests, sets up tables and chairs, puts tablecloths on tables, lays out supplies, leads a segment of the event, engages with guests, takes photos if photographer cannot be present, cleans up, returns supplies to JEC)
• Orders event supplies three weeks in advance of the event by emailing list of needed supplies to Program Director (Supply list must include hyperlinks to examples of desired supplies from Walmart or comparable vendor, quantities of each item that are required based on projected number of guests, and unit price for each item to be purchased.  List must also include a description of supplies and the quantity needed that are available from WMP inventory so the program director can pull these supplies and put on a supply cart to be picked up prior to the event.)
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• Uploads to Google Drive a folder for each event that contains:
  • Event Template: include all event details, including food and quantities to be ordered, room reservations, stage risers, projectors, projection screens, podiums, microphones and sound systems, event supplies as well as which Board members are responsible for which tasks
  • Event Debrief: what went well and notes for what could be changed/improved
  • Photos taken by the WMP photographer or designee
• Vets event templates with Board at least a month in advance of a scheduled event to ensure submission of food orders (3 weeks before event), media ops orders (3 weeks before event), secure parking garage (1 month before), order supplies from Clifton Park Rental (1 month before), and purchase online or in-store items from non-preferred vendors that must be pre-approved by Purchasing (3 weeks before event)
• Collaborates with Director of RPI Alumnae and Campus Community Outreach and Program Director to identify alumnae, faculty, graduate students, and practicing professionals to invite to WMP events as speakers and/or guests
• Collaborates with VP to identify students who attended events and collect testimonials by email or Instagram stories to share with Director of WMP Website and co-Social Media Directors

Director of Professional Development Events (All Year position)

• Attends meetings with Program Director and student leaders of SWE, NSBE, SHPE, and SASE to plan Academic Year slate of workshops for members of all 5 organizations and other students
• Collaborates with Director of RPI Alumnae and Campus Community Outreach and Program Director to make connections with CCPD, Archer Center, alumnae, faculty, and local practicing professionals to invite them to lead or take a speaking part in the workshops
• Shares info with Board about upcoming professional development workshops and requests that one or two workshops are planned and hosted by WMP (co-Liaisons will invite peer mentors to take part in the planning if any are interested)
• Coordinates with co-Directors of Social Media to create professional posts for social media to promote events to WMP members and/or other RPI students, as determined
• Collaborate with VP to identify students who attended events and collect testimonials by email or Instagram stories to share with Director of WMP Website and co-Social Media Directors

Director of RPI Alumnae and Campus Community Outreach (All Year position or may be shared by two different people in Fall and Spring)

• Collaborates with Director of Professional Development, student leaders of SWE, NSBE, SHPE, and SASE, and the Program Director to make connections with CCPD, Archer Center, alumnae, faculty, and and local practicing professionals and to invite them to lead or take a speaking part in professional development workshops
• Collaborates with co-Liaisons to identify peer mentors who may also want to join the folks listed in the first bullet to plan Professional Development workshops

Co-Director of WMP Website and Social Media (AY position or may be shared by two different people in Fall and Spring)

• Plan content for website and vet with Board and program director to plan overall look, content, and maintenance of website
• Monitors website and posts content within two days of receipt from program director or Board
• Collaborates with Directors of Social and Professional Events to post testimonials after events have occurred
• Plans overall display, content, and maintenance of Facebook, Instagram, and Twitter profiles
• Encourages every mentoring group to post weekly mentee testimonials about what they’re learning or have learned and the mentors to post something inspiring for their mentees about the week’s theme or a topic of importance to their specific group
• Collects comments from the mentees and mentors to tweet or post to Instagram or Facebook about mentee/mentor experiences at or outcomes from WMP social and professional development events
• Coordinates with the Event Directors to promote upcoming events
• Coordinates with the co-Liaisons to showcase unique departmental or group events that are helping mentees become part of the Rensselaer, WMP, or Department communities and post to Facebook or Instagram and tweet the names of the mentees and mentors or the mentee/mentor Group Name
• Collaborates with Director of RPI Alumnae and Campus Community Outreach and Director of the Website to post interviews with alumnae.  Sends tweets that drive mentors and mentees to the website to read the interviews, posts a photo of the alum on Instagram to announce a new alumna profile.  Also finds fun things to do in Troy each week and places students might like to visit, like the Farmers Market, a new restaurant, show at the Troy Musical Hall, bowling night at Uncle Sam’s, go ice skating, workout at the Mueller Center or take a fitness class.

Photographer (All Year position or may be shared by two different people in Fall and Spring)

• Attends and takes photographs at all WMP events and uploads to Google drive
• Coordinates with co-Website and Social Media Directors to keep content fresh
• Attends weekly Board meetings

Freshmen Representatives (All Year position)

• Provides input to the planning of events and takes on roles for event setup, delivery, and clean-up
• Plans and executes a spring event with the Senior Advisor

Senior Advisor:  Past President or Past Vice President (All Year position)

• Attends weekly Executive and Board meetings to provide support and suggestions for what worked or didn’t at past events

Program Director

• Responsible for program content and assessment, managing the budget, and coaching and advising the Board