About ~ Officer Position Descriptions

November 27, 2005

*Email fojordan@friendsofjordan.org if you are interested to run for any of these office positions! The nine positions include President, Vice-President, Treasurer, Secretary, Membership Coordinator, Program Coordinator, Fundraising Coordinator, Newsletter Editor, and Webmaster. Elections are held in February of each year and officer terms start March 1

(a) President.

• Arranges and conducts officer meetings
• Acts as liaison between the organization, the community, the National Peace Corps Association, Peace Corps Washington and other National Peace Corps Association groups
• Recruits officers if a position is vacated between elections
• Ensures that the Bylaws are upheld
• Presents a report of the Association’s activities at the annual meeting
• Calls special officer meetings if/when necessary
• Receives and approves, along with at least 6 members, amendments to the FOJ bylaws

(b) Vice-President.

• Assumes the position of President should the President resign, be removed from office, or require a temporary absence
• Acts as a resource to the President
• Coordinates nomination and election of candidates for vacant Board seats

(c) Treasurer.

• Has charge of all funds belonging to the organization
• Receives, deposits and disburses funds as appropriate
• Maintains financial records as appropriate
• Writes quarterly and year end financial reports and submits them to the Secretary for distribution to Board members
• Receives and enters new membership information (by mail and through NPCA), assigns expiration date and forwards information to the Membership Coordinator
• Maintains Internal Revenue Service 501(c)3 status

(d) Secretary.

• Develops, maintains, and distributes the Association’s written records including bylaws, annual reports, and any other documentation of the Association’s structure and processes; acts as the liaison for the most current versions of these documents; and works with other officers to keep these documents up-to-date (example documents include the annual calendar, position descriptions, membership and renewal forms, and others)
• Records meeting minutes from officer meetings and general meetings or ensures a substitute if planning to be absent
• Archives records required by Maryland law; maintains tax-exempt status with the Maryland Secretary of State
• Maintains Association membership with the National Peace Corps Association, including writing and submitting the annual organizational report to their offices in Washington, DC
• Manage and maintain Association email account

(e) Membership Coordinator.

• Maintains Database: Enters information forwarded by Secretary/Treasurer into membership database
• Provides new member contact/orientation
• Liaises with existing members about any membership concerns
• Answers non-member questions
• Contacts non-members and encourages them to join
• Writes articles in newsletter about the benefits of joining

(f) Program Coordinator.

• Plans or oversees Association programs, such as online membership discussion forums, educational or awareness campaigns, small-grants funding, or social gatherings. Arranges time and place of program events.
• Encourages Association members to participate in programs and events.
• Notifies Newsletter Editor of upcoming program events.
• Coordinates program event publicity with the President.
• Submits a report on each program event to Newsletter Editor for publication in next newsletter.
• Develops new programs, events, or activities.
• Oversees program committees, comprised of association members, established for the purpose of promoting one or more Association programs.

(g) Fundraising Coordinator.

• Consults with Board Members and establishes the target fundraising amount for the year
• Develops and coordinates fundraising activities to meet the annual goal; example activities could include a banquet dinner, silent or on-line auction of Jordan related paraphernalia, pitches to other organizations with an interest in Jordan (such as the Jordan Embassy in D.C.), and the like
• Works on funding for new programs that are not contained in the annual fundraising goal and other events that may arise
• Maintains a network of member contacts from each volunteer service group (J-1, J-2, J-3, etc.) to serve as the person to approach association members if/when asking members to contribute individually

(h) Newsletter Editor.

• Publishes the Association’s newsletter on a regular basis and distributes the newsletter to the association’s membership, preferably by email
• Solicits information for the newsletter from Officers, other members, National Peace Corps Association, Peace Corps Washington, Peace Corps Jordan, other Peace Corps Association groups, or other members of the community

(i) Webmaster.

• Maintains the Association website so that the information is current and relevant
• Responds to information requests submitted to the site
• Makes sure all dues related to maintaining the site have been paid by the Secretary-Treasurer
• Maintains communication with website host via e-mail