Boston College Graduate Education Association

Executive Board

GEA Executive Board Job Descriptions 2016-2017

 

2016-2017 Executive Board

President: Chris Tansey
Vice President for Communications: Katherine Baker
Vice President for Operations: JonRobert Bagley

Contact the Executive Board at gea@bc.edu

GEA President

The duties and responsibilities of the GEA President/Executive Director are as follows:

1. Internal Communication

  • Oversee and coordinate the Academic, Service/Diversity, and Student Life committee organization, event planning, implementation, and assessment.
  • Coordinate and facilitate all matters of internal communication including correspondence about meetings and internal announcements.
  • Prepare the agenda and chair all Board of Directors meetings (bi-weekly basis).
  • Prepare the agenda and chair all Executive Board meetings (bi-weekly basis).
  • Be available to GEA Board members to trouble-shoot event planning.
  • Maintain GEA binder with all important documents for the academic year.

2. External Communication

  • Represent the LSOE in Boston College’s Graduate Student Association (GSA) as the LSOE Senator and attend monthly GSA Senate meetings.
  • Serve as the graduate student representative on the Educational Policy Committee (EPC) for LSOE and attend monthly meetings.
  • Maintain a strategic presence at all LSOE information sessions and recruitment events, including participating/hosting table at the annual Resource Fair at New Graduate and Professional Student Orientation.

3. Financial Management

  • Budget: Manage the GEA Budget, which includes Conference Grants and all financial transactions. Track and update all financial transactions on a monthly basis.
  • Reimbursements: Review, approve, and submit all reimbursement paperwork for conference grants and GEA Board members for GEA events.
  • Purchasing Card: Serve as the primary contact/owner of the Boston College (BC) Purchasing Card (P-card). Submit P-card reconciliation paperwork on a monthly basis.

4. Administrative – Executive Board

  • Work with the Executive Board to find and select representatives from each program to serve as committee co-chairs/program representatives on the Board of Directors.
  • Oversee and coordinate the establishment and implementation of a recruitment strategy for future GEA Board and Executive Board members.
  • Meet with other Executive Officers on a biweekly basis.
  • Meet with the GEA Board on a biweekly basis.
  • Hold at least 8 office hours per week in the GEA lounge.
  • Oversee GEA legislative affairs, including the process of amending the GEA Constitution and GEA Bylaws.

 

The President is expected to attend 2 GEA sponsored events per month as their schedule allows.

Compensation shall be a $10,000 stipend ($5,000 each semester) and 15 credits of tuition remission (7.5 credits each semester) beginning September 1st and ending May 31st. Expected weekly time contribution will be 20 hours per week. The GEA President may need to meet with other members of the Executive Board in August to begin planning for the Fall semester.

Vice President (VP) of Communications/Communications Director

The duties and responsibilities of the VP of Communications/Communications Director as follows:

1. Marketing

  • Create marketing campaigns, including hard-copy print fliers, email fliers, and handouts/invitations, for all events specified by the Board.
  • Maintain a current bulletin board with decorations, event announcements, and extra resources and postings, both outside the GEA office and inside the lounge.
  • Maintain a strategic presence at all LSOE information sessions and recruitment events.
  • Participate/host table at the Resource Fair at New Graduate and Professional Student Orientation held in late August/early September.

2. Communications

  • Maintain the GEA website with input and support from the GEA Executive Board.
  • Publish monthly newsletter with input and support from the GEA Board.
  • Maintain Facebook groups, Twitter accounts, event calendars, and other communications strategies, including listservs and Constant Contact communications account.

3. Administrative

  • Work closely with the other Executive Officers to establish and implement a recruitment strategy for future GEA Board and Executive Board members.
  • Meet with other Executive Officers on a biweekly basis.
  • Meet with the GEA Board of Directors on a biweekly basis.
  • Hold at least one office hour per week in the GEA lounge.

The Vice President of Communications is expected to attend 2 GEA sponsored events per month as schedule allows.

Compensation shall be a $5000 stipend ($2,500 each semester) and 6 credits of tuition remission (3 credits each semester) beginning September 1st and ending May 31st. Expected weekly time contribution will be 10 hours per week. The GEA VP of Communications may need to meet with other members of the Executive Board in August to begin planning for the Fall semester.

 

Vice President (VP) of Operations/Operations Director

The duties and responsibilities of the VP of Operations/Operations Director are as follows:

1.Marketing

  • Work with VP of Communications to design, order, and oversee the acquisition of all GEA branding materials including signs, table banners, business cards, stationary, and logos.
  • Assist VP of Communications in distributing marketing campaigns, including hard-copy print fliers, email fliers, and handouts/invitations, for all events specified by the Board.
  • Support VP of Communications in maintaining a current bulletin board with decorations, event announcements, and extra resources and postings, both outside the GEA office and inside the lounge.
  • Serve as the contact person for all external service and product vendors including, but not limited to Constant Contact, Website vendor, Bureau of Conferences (BOC), BC Athletics, and other BC departments and offices.
  • Maintain a strategic presence at all LSOE information sessions and recruitment events, including participating/hosting table at the annual Resource Fair at New Graduate and Professional Student Orientation.

2. Event Logistics

  • Oversee and/or coordinate the setup, execution, and breakdown/clean-up of all GEA-sponsored events and coordinate the delivery and pickup of materials and/or services from vendors. Ensure appropriate GEA Board Member oversight of all GEA events.
  • Document GEA-event logistics and planning, details, and ensure Directors/Committee Co-chairs fill out Event Google forms for documentation.
  • Purchase and/or coordinate all food/beverage, decorations, and other materials for all GEA-sponsored events.
  • Outside Vendors: Obtain invoices and submit check requests to GSA to pay outside vendors for services for all GEA Events.
  • Maintain records of attendance of LSOE students and faculty as well as GEA Board member contributions at all GEA-sponsored events using the GEA Event Google Form.
  • Order materials for the GEA Lounge (tea/coffee machine supplies, paper & utensil supplies, cleaning supplies, and office supplies).
  • EBMS: Serve as the primary contact for reserving event space with the Bureau of Conferences (BOC) using BC’s Event Booking and Management System (EBMS) online.
  • Be available to GEA Board members to trouble-shoot GEA-sponsored events.

3. Administrative

  • Work closely with the other Executive Officers to establish and implement a recruitment strategy for future GEA Board and Executive Board members.
  • Take minutes at all Board of Directors and Executive Board scheduled meetings, post to Google Docs account, and distribute to Board of Directors/Executive Board members.
  • Maintain records of meeting attendance.
  • Meet with other Executive Officers on a biweekly basis.
  • Meet with the GEA Board on a biweekly basis.
  • Hold at least one office hour per week in the GEA lounge.
  • Coordinate oversight of affiliated LSOE graduate student groups

The VP of Operations is expected to attend 2 GEA sponsored events per month as schedule allows.

Compensation shall be a $5000 stipend ($2,500 each semester) and 6 credits of tuition remission (3 credits each semester) beginning September 1st and ending May 31st. Expected weekly contribution will be 10 hours per week. The GEA VP of Operations may need to meet with other members of the Executive Board in August to begin planning for the Fall semester.