Roles and Responsibilities for ASU Alumni Association Chapter/Club Officers & Board Members
President:
 Primary contact for the chapter/club – maintains two-way communications with Alumni Association
Staff Liaison
 Chairman of all Chapter/Club & Board meetings;
 Shares important updates and reminders from Alumni Association with board
 Formulates and distributes the agenda prior to each chapter/club meeting (chapters must meet 4
times per year; clubs meet 2 times per year);
 Leads the preparation of the Annual Plan form and ensures on time submission of the form to Alumni
Association
 Signs and approves check requests and ensures necessary documents are included, with collaboration
from the Treasurer
 Collects volunteer hours from other board members each month and sends the information to Alumni
Association Staff Liaison
 Ensures chapter/club information is submitted for monthly Alumni e-newsletter by specified deadline
given by Alumni Association
 Ensures chapter/club information is submitted for quarterly Alumni magazine by specified deadline
given by Alumni Association
 Ensures chapter/club maintains a level of “Good Standing” with the Alumni Association by operating
under given Board Policies and Procedures
 Ensures chapter/club representation for Alumni Association Conference Calls (two per year) and
Leadership Conferences (fall & spring)
 Serves as the Communications Coordinator for the chapter/club, unless another member is appointed
to do so, such as the Secretary; ensures all Communication and Marketing Standards per ASU/ASUAA
are being followed
 Responds to inquiries from alumni and other entities regarding the chapter/club’s activities
 Perform all other roles which are not met by the other Board Members.
 Represents ASU and the ASU Alumni Association with pride and integrity
Vice President/President-Elect
 Performs the duties of the president in his/her absence
 Participates in the preparation for the Annual Plan form
 Leads chapter/club election process for new officers, including soliciting nominations and collecting
members’ votes
 Ensures Alumni Association membership promotion as a top priority for chapter/club events
 Focuses on increasing membership and participation in events through maintenance and updates to
social media outlets;
 Takes the lead on chapter/club calls to alumni to encourage participation at specific events and/or
membership with the chapter/club
 Develops and maintains relationships with leaders from other alumni chapters in the area to take
advantage of joint event possibilities.
 Remains up to date and informed about current happenings and developments with the University and
the Alumni Association.
 Represents ASU and the ASU Alumni Association with pride and integrity
Secretary
 Records minutes during Chapter/Club meetings and prepares summary and sends to Alumni
Association Staff Liaison within 2 weeks of meeting
 Serves as Chapter/Club Communications Coordinator if appointed by the President to do so; ensures
all Communication and Marketing Standards per ASU/ASUAA are being followed
 Participates in the preparation for the Annual Plan form
 Ensures the Program Report is submitted to Alumni Association Staff Liaison following each
chapter/club event
 Researches and responds to the requests of alumni regarding events which would like to see the
Chapter/Club involved
 Monitors Chapter/Clubs web page with Alumni Association and submits updated content to Alumni
Association Staff Liaison when appropriate
 Represents ASU and the ASU Alumni Association with pride and integrity
Treasurer
 Signs and approves check requests and ensures necessary documents are included
 Tracks chapter/club expenses and reports on available budget at chapter/club meetings. Solicits
updates from Alumni Association Staff Liaison at least one week prior to meeting if needing
confirmation on expenses & budget information
 Informs Alumni Association Staff Liaison of any income collected by the chapter/club and sends with
appropriate documentation to Alumni Association for deposit
 Ensures chapter/club abides by Guidelines for Allocated and Holding Funds and/or policies of the ASU
Foundation for a New American University, if appropriate
 Participates in the preparation for the Annual Plan form
 Represents ASU and the ASU Alumni Association with pride and integrity
Immediate Past President
 Performs duties as requested by the chapter/club officers
 Represents ASU and the ASU Alumni Association with pride and integrity
Potential Director Positions or Committees:
Young Alumni Coordinator (Geographic Specific)
 Seeks opportunities to engage young alumni with the chapter and coordinates events/activities
appropriate for the demographic
Admissions & Student Outreach/Scholarship Program
 Ensures alumni participation in local ASU Admissions events; coordinates the Sun Devil Send-Off(s);
develops mentoring component with current students; leads the Scholarship Committee through
development of application, review and selection of award recipient(s)
Social Activities
 Coordinates events/activities such as Happy Hours, Game Watchings, etc.
Family Programming
 Coordinates events/activities appropriate for families
Community Service
 Coordinates logistics for chapter/club participation is local community volunteer projects, with specific
intent on participation during ASU Cares month in March
Shadow Run Captain (Geographic Specific)
 Coordinates logistics specific to hosting a Pat’s Run Shadow Run in collaboration with the Pat Tillman
Foundation
Career Development Initiatives
 Coordinates events/activities such as Networking Mixers, Speaker Series, etc.
Social Media
 Manages chapter/club social media presence
 Takes photos at events