CUPA-HR New Jersey Executive Board Position Descriptions

CUPA-HR New Jersey Chapter

Executive Board - Expectations

The New Jersey CUPA-HR Chapter Executive Board comprises the Executive Officers and At-Large (AL) members. At-Large Board members may serve with a specialized focus (membership, sponsorship, events, etc.)a) Executive Committee

■ President

■ President-Elect

■ Past President

■ Treasurer

■ Secretary

Position Terms (Years of Service)

a) 3-year commitments (1 year in each position): President-Elect, President, and Past-President

b) 2-year commitments (2 years in position): Treasurer, Secretary, At-Large

    1. Board positions that become vacant during the year can be replaced by a Board appointment outside of the regular membership elections process.
    2. Candidates interested in Board positions are asked to read the individual position descriptions for information on responsibilities as well as estimated time commitments, and then to refer to the elections process details.

Qualifications for all positions:

  1. Must currently be in a role in higher education Human Resources.
  2. Must currently be employed at a CUPA-HR member higher education institution.

Board Values:

  • Accountability
  • Honesty & Integrity
  • Respect
  • Teamwork & Collaboration
  • Fun
  • Empathy and Empathetic Leadership
  • Clear and Transparent Communication

 Positions: (Click to go to the position description)

  • President
  • Past-President
  • President-Elect
  • Treasurer
  • Secretary
  • At Large – Communications Director
  • At Large – Membership Coordinator

President

  • Duties
    • Liaison with national - chapter events, annual financial reporting, etc.
    • Attend Association Leadership Program (ALP) (sponsored by National) and National’s annual conference (sponsored by the Chapter, depending on budget)
    • Provides overall leadership and direction to the Board
    • Oversee chapter finances in collaboration with Treasurer
    • Develops monthly agenda and facilitates monthly board meetings
    • Lead efforts to develop and deliver local programs/events
    • Understand and communicate national policy/bylaws to Executive Board
    • Establish local policy to ensure adherence and continuity
    • Serve as a resource to Executive Board
    • Convene applicable Executive Committee meetings as needed
    • Review and implement recommendations to continuously improve and enhance current chapter processes and documentation
  • Qualifications
    • Must be currently employed from a national CUPA-HR member institution
    • Must have served at least one year on a CUPA-HR board
    • Served as president-elect in prior year
  • Time Commitment
    • On average 8-10 hours/month
    • Second year of a three-year term

Past-President

  • Duties
    • Advise President and President-Elect
    • Attend ALP (sponsored by the Chapter, depending on budget)
    • Manage annual Executive Board election process
    • Co-lead events, facilitate discussions
    • Backfill as needed for vacant positions
    • Ensure chapter continuity
    • Provide recommendations to continuously improve and enhance current chapter processes and documentation
    • Lead for Regional Excellence Award submissions when eligible
  • Qualifications
    • Must be from a national CUPA-HR member institution
    • Must have served at least one year on a CUPA-HR board
  • Time Commitment
    • Third year of a three-year term

 

President-Elect

  • Duties
    • Assumes duties in absence of President
    • Attend ALP (sponsored by the Chapter, depending on budget)
    • Assist Past-President with election process
    • Collaborate with president, provide input before and after meetings
    • Co-lead/support events
    • Understand policy/bylaws to maintain continuity
    • Provide recommendations to continuously improve and enhance current chapter processes and documentation
    • Serve as signatory on chapter bank account
  • Qualifications
    • Must be from a national CUPA member institution
    • Must be in a role within Higher Education human resources
    • Must have served at least one year on the CUPA-HR board in another position.
  • Time Commitment
    • First year of three-year term

Treasurer

  • Duties
    • Maintain chapter’s financial accounts. Serve as signatory on chapter bank account
    • Attend ALP (if approved by National, sponsored by the Chapter assuming sufficient Chapter finances)
    • Provide fiscal report to National (due 8/31)
    • Provide budget projections for events
    • Provide financial updates at monthly Board meetings
    • Invoice and receive sponsorship payments
    • Coordinate and process vendor agreements, payments, and reimbursements
    • Reconcile and maintain financial documents, i.e. invoices.
    • Continuously improve and enhance current financial processes and documentation
  • Qualifications
    • Must be from a national CUPA member institution
    • Must be in a role within Higher Education human resources
    • General accounting experience needed
    • Preferred experience managing non-profit organization budgets
  • Time Commitment
    • Two-year term

 

Secretary

General Description:

  • Duties
    • Schedule monthly Board meetings and send out monthly Board meeting agenda
    • Take meeting minutes and provide to Board for approval.
    • Monitor, manage, and respond to general Gmail account.
    • Send to National chapter notices for distribution, including events, Board elections and other communications to members.
    • Assist Board with developing email communications to members and timelines for distribution.
    • Maintain database of Executive Board of Directors member information
    • Maintain online document storage system for Chapter
    • Maintain and share account passwords with new board members for Gmail, Eventbrite, SurveyMonkey and other services.
    • Manage ordering board shirts when needed
    • Continuously improve and enhance maintenance of Board records and onboarding of new members.
  • Qualifications
    • Must be from a national CUPA member institution
    • Must be in a role within Higher Education human resources
  • Time Commitment
    • Two-year term

At Large – Communications Director

General Description: Plan and develop annual all day-conference content

  • Duties
    • Serve as website administrator
      • Design website to market and promote the chapter to potential members and sponsors.
      • Track and maintain Board roster information, update with National annually and as changes occur.
      • Ensure website is up to date with current information
      • Post events, vacant board positions, local career opportunities, upload event content and other information
      • Respond to inquiries submitted through website
      • Manage look and feel of website within National’s standards
      • Provide recommendations to continuously improve and enhance chapter website processes and documentation
    • Manage social media strategy
      • Create and manage Chapter social media - post events, jobs, and other member engagement

 

  • Qualifications
    • Must be from a national CUPA member institution
    • Must be in a role within Higher Education human resources
    • Preferred experience with website maintenance and social media interaction
  • Time Commitment
    • Two-year term

At Large - Membership Coordinator

  • Duties
    • Welcome new members and continue ongoing engagement during the year - request monthly report from National of new members
    • Connect with local members to encourage participation in events
    • Maintain and update membership database provided by National
    • Draft membership outreach communications
    • Work with At-Large Communications Director to ensure chapter website is updated with Chapter member institution information
    • Create outreach strategy for non-member institutions
    • Understand and communicate difference between no-cost Chapter membership structure versus National CUPA membership fees
    • Serve as point person for volunteers for all day event:
      • Create and manage database of volunteers
      • Identify and solicit volunteers for event
      • Partner with At Large - Event Coordinator - create meaningful volunteer experience at in-person events
      • Act as point of contact for volunteers before, during and after events
      • Provide names of frequent/engaged volunteers to Past-President to create a pipeline for election purposes
      • Provide recommendations to continuously improve and enhance volunteer recruitment processes and documentation
    • Provide recommendations to continuously improve and enhance membership outreach processes and documentation
  • Qualifications
    • Must be from a national CUPA member institution
    • Must be in a role within Higher Education human resources
    • Preferred experience with soliciting new members
  • Time Commitment
    • Two-year commitment