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CUPA-HR Tennessee Chapter Board Role Descriptions

PRESIDENT (2-year Term)

The President serves as the Chief Volunteer of the Chapter and partners with the regional and national CUPA-HR boards to achieve the Association’s mission. The President provides leadership to the Board of Directors, who sets policy for the Chapter. The President also chairs meetings of the Board after developing the agenda and helps guide and mediate Board actions with respect to organizational priorities and governance concerns. The President may appoint committees as he or she determines is advisable to assist in accomplishing the mission and goals of the Chapter. The President begins the two-year term in the first year and finishes the term as Past President in the second year.

PRESIDENT-ELECT (3-year Term)

The President-elect shall serve as the special aide to the President, and shall assume all presidential duties in the absence of the President. The President-Elect begins the three-year in the first year; as President in the second year, and finishes the term as Past President. The President-elect assists with planning and implementing the annual conferences and meetings of the chapter.

PAST PRESIDENT

The Past President shall act as advisor to the President and the Board to ensure continuity of leadership.

TREASURER

The Treasurer works closely with President and Board members to prepare an annual operating budget. The Treasurer ensures the Chapter operates on sound fiscal principles by monitoring the Chapter’s budget and expenses and approving all Chapter expenditures. The Treasurer shall present to the Board of Directors the Chapter’s annual budget and periodically report on the Chapter’s fiscal status. The Treasurer shall recommend to the Board of Directors all fiscal policies and operating procedures.

SECRETARY

The Secretary shall record all official actions of the Board of Directors and of the membership at the Chapter’s annual business meeting. The secretary will also ensure that members are notified of time, date and place of meetings, and ensure distribution of agenda materials.

SPONSORSHIP COORDINATOR

The Sponsorship Coordinator works with the President to secure sponsors for monthly programs and annual conference. This position will also cultivate local corporate partners.

COMMUNICATIONS/MARKETING COORDINATOR

The Communications Coordinator connects the membership to the Chapter activities. The position is charged with ensuring the dissemination of timely and thorough information about the Chapter to its members, including Chapter activities and annual conference.  This role serves as contact with CUPA-HR national to fully utilize various methods of communication (e.g. printed materials, email blasts, Chapter list serv), and oversees the Chapter website to ensure information is current and upcoming events are posted.

MEMBERSHIP COORDINATOR, West TN

MEMBERSHIP COORDINATOR, Middle TN

MEMBERSHIP COORDINATOR, East TN

Membership Coordinators work in collaboration with Chapter leadership, CUPA-HR national office staff, and Chapter Connectors, to cultivate new members in their region by building and conveying the value of CUPA-HR and adding multiple touchpoints.  Membership coordinators also work with the program coordinator to plan and host regional meet and greets.

Each Membership Coordinator must be an employee of a member institution working in the region.

Essential Duties and Responsibilities include the following:

• Contacting new institutional and individual HR professional members via phone, e-mail or letter to introduce and welcome them to CUPA-HR Tennessee and to answer questions
• Reviewing new member list prior to regional and national conferences and contact new Tennessee members to welcome them.
• Requesting membership update information (include non-members) from the national office throughout the year to assess membership and cultivate conversations with non-member institutions.
• Working with Chapter Connectors to increase participation and engagement from professionals each member institution, and to ensure that the chapter is best serving the needs of HR professionals in our state.

Note: Annual membership in CUPA is based on a fiscal year and runs from July 1 – June 30. 

PROGRAM COORDINATOR

The Program Coordinator oversees all Chapter events, including virtual monthly events, in-person regional events, and in-person conferences.

The Program Coordinator works with the Board on program offerings and plays an essential role in planning and hosting events. The program coordinator is supported by the board, including Chapter Connectors, and will have support in planning events.

Essential Duties and Responsibilities include the following:

• Engaging with potential presenters, including answering any questions they may have regarding in-person and/or virtual events or their presentation content.
• Working with the Communications Coordinator to create marketing materials and registration for each event, which may include obtaining biographies and headshots from guest presenters, setting up a registration form, etc.
• Collecting and assessing data from current and previous chapter events in an effort to align the board’s efforts with member interest and engagement, with a goal of strengthening engagement and ensuring that we are best serving the needs of HR professionals in our state.

CERTIFICATION COORDINATOR

The Certification Coordinator works with the Program Coordinator to ensure all program offerings meet the requirements for both SHRM and HRCI recertification credits and submits eligible program offerings for pre-approval under both SHRM and HRCI.

CHAPTER CONNECTOR

Chapter Connectors serve as grassroots liaisons and maintain critical connections between Membership Coordinators, member institutions, and HR professionals throughout Tennessee.

Chapter Connectors are essentially on-ground representatives at each CUPA-HR member institution in Tennessee, serving as ambassadors of CUPA-HR Tennessee and as ambassadors and advocates for HR professionals at their institution.

Essential Duties and Responsibilities include the following:

• Introducing the CUPA-HR Tennessee Chapter to newly-hired HR professionals at their respective colleges/universities and connect them to their regional Membership Coordinator
• Providing Chapter updates and promote monthly events and Chapter activities to HR professionals at their respective colleges/universities.
• Serving as a voice for HR professionals at their institution

Chapter Connectors are invited to attend and participate In Chapter Board meetings to become familiar with the Tennessee Chapter and CUPA-HR, and to share their voice in strategizing how CUPA-HR TN can best serve their colleagues