Executive Officer Elections 2022

Chair

Lead the officer team by supporting Exec and Associate Officers with events and programming throughout the year.

• Set meeting agendas and lead weekly meetings
• Oversee all event and initiative planning efforts with progress checks as necessary
• Oversee fundraising efforts and serve as one of two officers monitoring Venmo
• Hold one-on-one meetings with officers once a quarter
• Organize the onboarding process for incoming ACM Exec Officers
• Serve as ACM's liaison for cross-student organization activities and initiatives
• Be open and available for communication with officers and members for questions
• Work with the Social Event Coordinators to plan and execute the three major quarterly events (Fall Fest, Winter Ball, Spring Barbecue)
• Work with the Graphics Director to approve major promotional materials
• Work with the Communications Director to determine a schedule for event advertisements and event digests
• Work with Associate Officers to facilitate onboarding and mentorship

Vice Chair

Lead the officer team by supporting Exec and Associate Officers with events and programming throughout the year.

• Review agendas prior to the meeting to add any missing points
• Oversee the Big / Little Program, including retention, accountability, and satisfaction
• Serve as an additional liaison for cross-student organization activities as necessary
• Be flexible and open to working in a variety of capacities and with multiple officers
• Track ACM's social media interaction analytics and develop a plan for growth
• Create and send out quarterly event interest forms
• Formulate a plan for integrating feedback into future events
• Work with the Social Event Coordinators to plan Big / Little events
• Work with the Communications Director to develop member recruitment strategies

Social Event Coordinators

Co-lead the planning and execution of the Allen School's quarterly department-wide social events (Fall Fest, Winter Ball, and Spring Barbecue).

• Delegate responsibilities and tasks among Associate Officers
• Manage event planning committees for event decorations and entertainment
• Reach out to external vendors for food, decorations, and entertainment as necessary
• Work with the Chair to provide periodic event updates and request support as necessary
• Work with the Vice Chair to plan Big / Little events
• Work with the Treasurer to ensure that ACM is not exceeding its allotted event budget
• Work with the Graphics and Communications Directors to coordinate event advertising

Secretary

Manage ACM's membership, official RSO registration duties, and organization.

• Take minutes for weekly meetings
• Ensure that officers are clear on their assigned duties and tasks for the week
• Update mailing list membership by subscribing members who have indicated interest
• Organize the shared Google Drive folder and event documentation as necessary
• Re-register ACM as an RSO for every academic year
• Maintain and manage membership records, accounting for new and graduated members
• Confirm student membership prior to the quarterly departmental events
• Work with the Treasurer to track paid and unpaid membership

Treasurer

Manage ACM's overall budgeting, funding, spending, taxes, and legal compliance.

• Coordinate reimbursements for events, including raffle prizes
• Serve as one of two officers monitoring Venmo for fundraising efforts
• Report on ACM's overall spending and budget status throughout the quarter
• Manage and monitor the ACM bank account
• Work with the Social Event Coordinators to ensure that ACM is not exceeding its budget
• Work with the Secretary to track paid and unpaid membership
• Work with the Snack Overflow Director to track finances and keep an eye on debt

Graphics Director

Manage ACM's graphics and branding, including promotional materials and other visual content.

• Create all graphics and visual content for Instagram, posters, and other channels
• Ensure that graphics are accessible via high contrast and alt-text
• Upload finished graphics to the shared Google Drive for documentation purposes
• Coordinate the printing of posters in the CSE buildings
• Work with the Chair to create major promotional materials
• Work with the Social Event Coordinators to coordinate event advertising
• Work with the Communications Director to ensure that graphics are distributed

Communications Director

Manage ACM's distribution of advertising and information to all undergraduate students.

• Post graphics and blurbs on Instagram and other channels
• Write and send out weekly newsletter emails advertising upcoming student group events
• Coordinate the hanging of posters in the CSE buildings
• Maintain and update the ACM website regularly
• Work with the Chair to determine an event advertising schedule
• Work with the Vice Chair to develop member recruitment strategies
• Work with the Social Event Coordinators to coordinate event advertising
• Work with the Graphics Director to ensure that graphics are distributed

Snack Overflow Director

Manage Snack Overflow by developing infrastructure and maintaining smooth operations.

• Manage the virtual Square store, including tracking inventory and troubleshooting
• Make snack orders to restock as necessary
• Coordinate the restocking of shelves and fridges with other officers
• Maintain the ACM Lounge area in the CSE1 building
• Develop infrastructure to make the Snack Overflow experience more efficient
• Work with the Treasurer to track finances

Overall

ACM Executive Officers are expected to dedicate between 4 to 8 hours per week to meetings, events, and outside work. ACM Associate Officers are expected to dedicate between 2 to 4 hours per week to meetings, events, and outside work. These numbers may differ depending on the week and position, but should serve as a reasonable guideline for the expected level of commitment. If anyone finds themselves consistently working more than the number of hours specified here, please reach out to the Chair to discuss how to address this.

Meetings

As a board, we will meet once a week for 1 hour during the school year. We will decide our meeting times based on officers' and advisors' schedules with a When2meet. All officers are expected to attend all meetings unless you have an aforementioned time conflict. If you have a recurring time conflict with the regularly scheduled meeting time, please reach out to the Chair before the quarter begins. If you have an unexpected time conflict (we’re busy students and things happen - we understand!), please let the Chair know at least 3 hours before the meeting. If an officer is consistently late to meetings or if you miss more than 3 meetings, the Chair will reach out to you to discuss plans for improvement.

Communication

All of our communications will take place via Slack, and our files will be shared via Google Drive. We will primarily use Slack for communicating with our advisors, and we will use Messenger for more casual communications among the officer board. Questions and open discussion are welcome, but please make sure you have carefully read all of our existing communications before asking questions that may be repeated information. On all platforms, responses are expected within at most 24 hours, and if someone has not responded within that time frame, you are welcome to message them again with a reminder. If something comes up that makes it hard for you to respond, please let the Chair know as soon as possible!

Events

Executive officers are expected to attend at least four events per quarter (attending and facilitating an event that you plan will count as attending two events). Associate officers are expected to attend at least two events per quarter. There will be no requirement for how many events each officer should plan, but we encourage all officers to become involved in the event planning process. This can take the form of either leading your own event or assisting other officers with planning an event. When planning events, please keep the Chair in the loop with updates on progress at least once every week, and please refer to the Event Checklist for additional scaffolding and guidance.

Mentorship

To help with community building and advising, each Associate Officer will be paired with an Executive Officer for a quarter. This will be an opportunity for Associate Officers to ask questions, learn more about the positions on the board, and to help out if there are any tasks that need to be completed. Please reach out to the Chair if there are any issues with the mentor-mentee relationship (one of you is unresponsive, conflicts, etc.).