VOICES Officer Positions Available

Expectations and Duties

Expectations of all executive officers:

Attend weekly general membership meetings during the Fall and Spring semesters
Attend weekly executive committee meetings during the Fall and Spring semesters
Establish and maintain five office hours per week (general meeting attendance and executive meeting attendance can count for one hour each)
Attend most major VOICES events

A.) President

Manage VOICES office
Preside over all executive & general meetings
Prepare & distribute agenda for meetings
Act as Representative & Spokesperson for VOICES
Approve all publicity for each program & route to Advisor before posting
Assist Advisor with planning of Officer Retreats
Delegate University Committee assignments
Secure guest speakers for general meetings and provide follow-up information to speakers
Represent VOICES during the planning process of all recognition activities coordinated by the Student Leadership and Cultural Programs Office(i.e. the SLCP Banquet)
Provide guidance and direction to members of Executive Committee
Be familiar with the Constitution and Bylaws
Chair Executive Committee
Voting member of Executive Committee

B.) Vice President of Programs

Recruit Annual, and Project Coordinators
Provide training for all Coordinators
Provide supervision & support to all Coordinators (Annual, and Project)
Maintain Volunteer Opportunities Resource Notebook
Ensure that appropriate transportation is reserved for projects
Review all project/program evaluations & route to the Administrative Correspondent for filing
Publicize requests for volunteers to the campus (The Paisano, flyers, etc.)
Serve as President in his/her absence
Voting member of Executive Committee

C.) Vice President of Membership

Maintain membership list
Maintain volunteer database
Maintain record of volunteer hours and committee work for all VOICES members
Maintain and update member files
Supervise & provide support to Recruitment and Social Coordinators
Oversee recruitment events (i.e. Club Fairs)
Plan & implement Fall & Spring Initiation Ceremonies
Serve as President in the absence of the President and Vice President of Programs
Voting member of Executive Committee

D). Vice President of Alternative Spring Break (ASB)

Work with UTSA Development office to find sponsors for ASB trips
Summer before select ASB trips (at least 2)
Setup and allocate ASB budget to each ASB trip
Recruit ASB Coordinators for each project
Provide supervision & support to all Coordinators
Meet with ASB coordinators once a month
Attend all ASB meetings
Coordinate Publicity and recruitment of students campus wide
Coordinate application/interview process with advisor and ASB coordinator
Responsible for campus slide show presentation on ASB trips upon return and recruiting for next year
Voting member of Executive Committee

E.) Fundraising Coordinator

F.) Recruitment Coordinator

Responsible for registration & participation of VOICES in Fall & Spring Club Fairs
Responsible for updating & distributing VOICES brochure
Responsible for all recruitment efforts (banners, phone calls, mail outs, emails, etc.)
Responsible for upkeep of facebook group and e-mail account
Responsible for the VOICES bulletin boards
Voting member of Executive Committee

G.) Social Coordinator

Plan & implement social/fellowship activities at least once a month
Responsible for birthday card mail outs
Responsible for icebreakers, team builders, and birthday celebrations during General Meetings
VOICES Representative on UTSA Homecoming Committee
Coordinate VOICES Homecoming program(s) & participation in other Homecoming events
Work with coordinators to recognize project volunteers and committee members- Funny Awards
Voting member of Executive Committee

H.) Administrative Correspondent

Responsible for taking minutes at Executive and General meetings
Prepare and distribute minutes for meetings
Maintain Executive meeting attendance records
Maintain general meeting attendance roster with current phone numbers and email addresses
Maintain record of office hours for officers
Responsible for meeting room reservations
Responsible for compiling the End-of-Year Notebook (minutes, newsletters, program evaluations, etc.)
Be familiar with VOICES Constitution and Bylaws
Voting member of Executive Committee

I.) Historian

Maintain scrapbook
Responsible for a camera and film being present at all VOICES programs, projects, and events
Responsible for developing the film
Maintain file cabinet of volunteer resources, pamphlets, etc.
Voting member of Executive Committee

J.) Public Relations Coordinator

Prepare the Newsletter weekly for general meetings
Create and distribute/post flyers, banners, and posters (HSS building) concerning VOICES events (projects, socials, etc.) on a weekly basis (or as needed)
Communicate with executive officers and coordinators (especially President) on upcoming events
Inform “The Paisano” about VOICES meetings, projects, & annual events
Responsible for press on large events
Report to Recruitment Coordinator
Voting member of Executive Committee

IV. Qualifications

Students seeking officer positions must meet and maintain the following minimum qualifications.

Must be a currently enrolled student at UTSA. Undergraduate students must hold at least 9 hours and graduate students must hold at least 6 hours, unless otherwise specified by the advisor.
Must have and maintain each semester an overall grade point average (GPA) of 2.25 or better for undergraduate students, and a 3.0 or better for graduate students on all course work attempted at UTSA. The President and Vice President of Programs must have and maintain a grade point average of 2.50 or better for undergraduate students, and a 3.25 or better for graduate students on all course work attempted at UTSA.
The President and Vice President of Programs must have completed twenty-four (24) hours at UTSA prior to taking office.
Must be in good standing with UTSA (i.e., financially, academically, and behaviorally)
Must not be on disciplinary probation.
Higher qualifications may be established by VOICES as part of the by laws.

V. Term of Office

Each officer shall serve for one year beginning with the Spring Initiation Ceremony/Officer Induction and ending with the following Spring ceremony.

Annual Program Coordinator

(Oxfam Hunger Banquet, Babcock Road Cleanup)

Meet with President, VP of Programs, or VP of Downtown Programs to prepare timeline & To Do list
Recruit committee members & establish committee meetings according to the timeline
Prepare & distribute agenda for each committee meeting
Delegate responsibilities to committee members
Prepare publicity and have President & Advisor approve it prior to distribution
Work with Recruitment Coordinator to utilize VOICES Bulletin Board for publicity
Prepare status reports for Executive Committee and General meetings
Ensure that the VOICES camera will be present at the event
Prepare evaluation report after program has been completed and submit to Vice President of Programs
Recognize your volunteers and committee members

Qualifications

Students seeking coordinator positions must meet and maintain the following minimum qualifications:

Must be a currently enrolled student at UTSA. Undergraduate students must hold at least 9 hours and graduate students must hold at least 6 hours.
Must have and maintain each semester an overall grade point average (GPA) of 2.25 or better for undergraduate students, and a 3.0 or better for graduate students on all course work attempted at UTSA.
Must not be on disciplinary probation.
Higher qualifications may be established by VOICES as part of the by laws.