Officer Job Descriptions

The club president is the face of Rotaract.  He or she plays a vital role in the club’s success.  The president leads the club, but is not the sole authority.  He or she must collaborative with the rest of the executive board to perpetuate a healthy Rotaract Club.

The president should:

• Serve as a role model for club members by promoting Rotaract whenever possible, maintaining a positive attitude, and attending all club functions.
• Work with club leadership to set goals for the year and plan a schedule of activities
• Goals should be specific and measurable
• Plan specific means to achieve each goal
• Revisit the goals on a monthly basis to assess progress
• Preside over all club and officer meetings
• Prepare an agenda for every meeting
• Follow up with each officer before the meeting to make sure all upcoming items are in order
  
• Oversee activities of club officers
• Delegate tasks to appropriate officers and members
• Follow up with officers on their tasks on a regular basis
  
• Allow officers the room to fulfill their duties in their own ways
• Appoint all standing and special committees, with board approval, and follow up on committee progress with the help of the vice president
• Maintain contact with sponsoring Rotary Club(s)
• Attend Rotary meetings on a regular basis
• Ensure Rotarians are aware of Rotaract meetings and projects
• Look for opportunities for Rotaractors and Rotarians to work together
• Maintain contact with the District Rotaract Representative
• Attend monthly Louisville area Rotary presidents' meetings, or send another club representative
  

The vice president plays an important, often behind-the-scenes role in the operation of the Rotaract Club.  The club vice president can serve more effectively by understanding the year’s goals, projects, and activities, and being well versed in community and Rotary resources. To that end, it is important that the club president and vice president work together as a team.

The vice president also acts as the “officer at large,” responsible for all assignments that are designated by the president.  A well-organized and responsible vice president is often the key to a successful Rotaract year. The vice president can reduce the administrative load, allowing time for the president to develop new and exciting club projects and activities.

The Vice President's duties include:

• Serve as a role model for club members by promoting Rotaract whenever possible, maintaining a positive attitude, and attending all club functions.
  
• Preside over meetings in the absence of the president
  
• Serve as an ex-officio member of all committees
  
• Assist the president in regularly monitoring progress towards club goals
• Assist the president in following up with officers on their tasks on a regular basis
• Plan regular visits to Rotary Club sponsors
• Assist the president in maintaining communication with sponsoring Rotary Clubs
  
• Oversee selection of speakers for club meetings

The club secretary has many responsibilities that require a person who is detail oriented and organized.  Because the secretary promotes the club through correspondence to the Rotary club sponsor(s), outside agencies, prospective members, Rotary International, and other Rotaract clubs, this individual must have good communication skills.

The secretary should:

• Take the minutes for all board and club meetings
• Minutes should include all activities that took place at the meeting; a general rule is that the minutes should be able to update anyone who was absent
• Minutes should be distributed in some fashion- via e-mail, posting on a website, posting on a bulletin board, distribution at the next meeting, etc.
• Send thank you notes to speakers, Rotary Clubs, or anyone else who has contributed to the club
• Maintains all club records
• Assist in managing/updating the club's Facebook and Meetup groups
• Maintain club membership roster with member contact information
  
• Maintain attendance records by taking note of who attends each meeting.  A sign in sheet may be an ideal method
• Maintain official membership forms
• Keep a record of members in good standing/ not in good standing
• Create and distribute membership cards, in coordination with the Membership Chair
• Assist the Historian in creating an end of the year report of club activities
  

As the collector and disburser of club funds, the treasurer is responsible for the monitoring the club’s solvency and financial stability.  This person should be comfortable working with money and very detail oriented.

The treasurer should:

• Maintain all club funds
• Deposit all funds collected
• Regularly balance club account(s)
• Pays all club bills and reimbursements for club expenses
• Maintains receipts and records of all expenses
  
• Collect dues from members
• Issue receipts for dues paid
  
• Maintain a record of who has and has not paid, method of payment, and date of payment
• Calculate prorated dues for members joining mid-year
  
• Work with the board of directors to develop the budget
• Pays all club bills and reimbursements for club expenses
• Any expenses paid should be approved by the board
• Receipts should be kept for all expenses
• Have the books audited at the end of the fiscal year

The treasurer also serves as Chair of the standing finance committee.  The finance committee plans for club fundraising to support administration and service activities.

Sergeant at Arms

The Sergeant at Arms is the perfect position for an outgoing person. 

The sergeant at arms' duties include:

• Help create and facilitate a welcoming and uplifting meeting atmosphere
• Greet members and guests as they arrive at the meetings
• Organize ice-breakers at each meeting
• Recognize members’ accomplishments
• Maintain order at the meetings
• Organize meeting logistics (help set up before meetings, clean up, etc.)
  
• Facilitate meeting opening, 4 Way Test, “Happy Quarters,” etc.

Local community service is one of the central activities of Rotaract, and thus the chairperson of the community service committee plays an important role.  As the chair of the community service committee, this person will oversee the activities of the committee and direct the local community service efforts of the club. 

The community service chair/committee should:

• Identify community service projects
• Present project ideas to the Board of Directors for consideration
• Organize at least one "major" community service project annually
• Solicit input of club members
• Plan activities according to members’ feedback
• Offer a variety of projects throughout the year focusing on different areas
• Engage membership in community service projects
• Oversee/delegate the planning and implementation of projects

• Providing members with project details
• Contact the organization (if applicable)
  
• Organizing project logistics (date, time, location)
• Provide instructions, directions to project site, etc.
  
• Encouraging members to sign up to participate
• Evaluate the success of the project (do we want to do it again?)
  

As a global organization, international service is also central to the mission of Rotaract.  International service projects may be varied in nature and serve to further international goodwill and understanding both locally and abroad.  As the chair of the international service committee, this person will oversee the activities of the committee and direct the international service efforts of the club.

The community service chair/committee should:

• Identify international service projects
• Present project ideas to the Board of Directors for consideration
• Organize at least one "major" international service project annually
  
• Solicit input of club members
  
• Plan activities according to members’ feedback
  
• Offer a variety of projects throughout the year focusing on different areas
  
• Engage membership in international service projects
  
• Oversee/delegate the planning and implementation of projects

Club Service is a broad area that focuses on strengthening fellowship and ensuring the effective functioning of the club.  Basically, this person plans social events and other fun activities for members to have a good time!  The Club Service chair plans the social meeting of the club each month.

The club service chair/committee should:

• Identify club service activities
  
• Present activity ideas to the Board of Directors for consideration
• Solicit input of club members
  
• Plan activities according to members’ feedback
  
• Offer a variety of activities throughout the year
  
• Oversee/delegate the planning and implementation of activities

Professional Development Chair

Professional development is one of the main focal areas of Rotaract, yet it may also be challenging.  It requires creativity to come up with professional development activities for the club.  A club’s professional development activities should expand the members’ understanding of the work environment and business opportunities within their community. These activities should highlight the Rotaractor’s role in the community’s economic development and illustrate how skills developed through service activities can help in resolving problems in the workplace.  Professional development opportunities might include:

• Professional and vocational forums
• Scheduling guest speakers from various professions.  Sponsoring Rotarians can enhance the professional development of Rotaractors by providing practical advice on entering the business world and tackling business, vocational, and professional challenges.
• Making the club’s professional development projects into joint Rotaract-Rotary projects can also help Rotaractors get better acquainted with sponsoring Rotarians.

The professional development chair/committee should:

• Identify professional development activities
• Present project ideas to the Board of Directors for consideration
• Solicit input of club members
• Plan activities according to members’ feedback
• Offer a variety of activities throughout the year focusing on different areas
• Engage membership in professional development projects
• Oversee or delegate the planning and implementation of projects

Membership Chair

The club cannot function without members, and the Membership Chair oversees the effort to recruit and retain new members.  This position requires creativity in coming up with new ideas to promote the club

The membership chair's duties include:

• Work with other officers to promote the club to new members
• Assist in managing the club's Facebook and Meetup groups
  
• Develop an orientation or orientation packet for new members
• Oversee induction of new members
  
• Create new member membership certificates
• Distribute membership pins
• Create and maintain membership name badges
• Work with the secretary to create and distribute membership cards
• Assist the secretary in maintaining membership data
  
• Develop retention methods for current members

Public Relations Chair

The Public Relations chair plays a vital role in creating awareness of the club in the community and to prospective new members.  This person should be creative and be familiar with local methods of publicizing and promoting events and activities.

The public relations coordinator's duties include:

• Work to publicize the club in new, innovative, and effective ways
• Publicize the activities and events of the club through print and online communications, local media, etc.
  
• Assist in managing the club's Facebook and Meetup groups

Historian/ Newsletter Editor

The historian/newsletter editor helps to document the activities of the club.  Duties may include:

• Take photos of all club events
• Maintain a record of past club activities such as a scrapbook, Facebook photo albums, etc.
  
• Include pictures, flyers, newspaper clippings, and any other memorabilia
• Create a regular newsletter
• Creating an end of the year report of club activities, with the help of the secretary
  

Website Coordinator

A website can be a vital tool for a club for public relations and communications purposes.  The website coordinator should possess the skills necessary to maintain the club website, and should do so in a timely manner.  

The website coordinator should:

• Maintain the club website ensuring information is accurate and updated in a timely manner
• Consult with Board of Directors as to the content of the website
• Work with other officers, to update website content regularly
• Update and manage the club's online calendar
• Assist in managing the club's Facebook and Meetup groups, and any other social networking mediums