Position Descriptions for First-Generation Physician Assistant Student Association Executive Board

Vice President (anticipated commitment: 8-10 hours/week)

● The Vice-President will co-chair and co-lead all General Body meetings.

● If the President is unable to attend the General Body meeting, the Vice President

will Chair and lead in their place and assume all General Body meeting

responsibilities as outlined for the President.

● The Vice-President will act as a representative and co-spokesperson for any external

functions.

● Involvement Fairs: The Vice-President will assist in the preparation and

implementation of the Fall and Spring Involvement Fairs.

■ As necessary, they may work with the President to create and serve on a

sub-committee for Involvement Fair planning.

■ The Vice-President is expected to attend the event unless there is a

pressing excused absence (approved by the Faculty Advisor).

● The Vice-President will communicate with each position of the Executive Board on a

monthly basis. This may be in-person or virtual.

● The Vice-President will schedule these meetings in advance (at least 48 hours

although one week is preferred; book a room or schedule a Zoom), take notes

during the meetings, and record meeting minutes.

● The Vice-President will keep a running document of meeting minutes and this

will be housed and kept up-to-date on the share drive.

● In the event that an Executive Board member cannot attend an Executive Board

meeting, the Vice-President will be in charge of providing updates, agenda items,

or action items for that position.

● The Vice-President will work with Executive Board members to create

sub-committees to organize needed internal or external affairs/events and will

co-chair those committees with the position holder.

● The Vice-President will work with the President and the Faculty Advisor to ensure that

the organization is fulfilling its goals and that Executive Board members are

appropriately fulfilling their responsibilities.

● This will include three meetings per semester (President, Vice President, Faculty

Advisor): start, mid-way, end.

● The Vice-President will be responsible for bringing written status updates for

each Executive Board position from their previous monthly meetings, as well as

meeting minutes for review.

● The Vice-President may assist the President in overseeing communication for the

organization (e.g., Gmail, GroupMe), although this accountability will ultimately fall to

the President.

 

 

Secretary: (anticipated commitment: 5 hours/week)

● The Secretary will assist the President as the primary liaison for organization

communication.

● The Secretary will maintain the Gmail on an active basis. This should include

checking the email at least once weekly (more is preferred), replying to any

incoming messages, or delegating message responses to an appropriate

Executive Board member.

● The Secretary will maintain the Carmen Canvas page. Although they may solicit

content from or form a sub-committee with additional Executive Board

members, they will update this page actively throughout the semester.

■ Updates to the page should be part of the monthly updates discussed and

reviewed at the Vice-President meeting.

■ The Secretary will solicit suggestions from the Executive Board at an early

Executive Board meeting each semester.

■ The Secretary will present updates to the Carmen Canvas page to the

Executive Board at least once during each semester.

■ The Secretary may form a sub-committee to solicit or develop content

and will chair and lead this committee.

● The Secretary will maintain any group messaging platforms (e.g. GroupMe) to

ensure member communication is seen and reviewed; this may include

delegating responses to appropriate Executive Board members.

● The Secretary will record all minutes at Executive Board meetings.

● These meeting notes will be sent out no more than one week after each

Executive Board meeting (with a goal of <48 hours) with agenda items, meeting

minutes, and any ‘action items’ for Executive Board members.

● Either a running document or a folder containing individual documents will be

maintained actively on the share drive.

● The Secretary will record all minutes at General body meetings.

● Any meeting notes or items (e.g., powerpoint slides from the speaker) will be

sent out to members no more than one week after each meeting (with a goal of

<48 hours), when applicable.

● Either a running document or a folder containing individual documents will be

maintained actively on the share drive.

● The Secretary will also maintain any meeting content (e.g. internally developed

powerpoints or presentations led by Executive Board members) on the share

drive in an organized fashion.

● The Secretary will take attendance at all Executive Board and General Body meetings.

● Attendance should be tracked and uploaded to the share drive.

● Attendance metrics will be presented by the Secretary at the final Executive

Board of each semester.

● The Secretary will manage and update contact information for all members.

● Onboarding new members: This should be done actively as members are added,

and following recruitment events (e.g., Involvement Fairs).

■ The Secretary will receive member inquiries from other Executive Board

members (e.g. Social Media) and will reply to that incoming member

within one week.

■ Names and contact information will be provided to the Chair of Internal

Affairs, who will assist with the onboarding: Onboarding new members

will include adding them to the email listserv, any group messaging

platforms, and the Carmen Canvas page.

● Maintaining active membership: The Secretary will work with the Chair of

Internal Affairs to maintain active membership across communication platforms.

This includes, but is not limited to, the email listserv, GroupMe, Carmen Canvas.

■ These updates should be done monthly and as needed and will be part of

the report given to the Vice-President at monthly meetings.

● The Secretary will assist the Faculty Advisor in organizing yearly elections and

communicating with organization members.

● This may include providing instructions for election applications, schedule,

timeline, and results.

● This should be provided via the email listserv, as well as social media and any

group messaging platforms (e.g., GroupMe).

 

 

Treasurer: (anticipated commitment: 2-3 hours/week)

● The Treasurer will attend and complete the requisite annual Treasurer Training, as

mandated for all OSU student organizations.

● The Treasurer will manage and be responsible for the entirety of the organization’s

finances, budgets, bank accounts, sponsorships, and income.

● The Treasurer will manage all membership dues, including the collection process.

● They should keep all documentation and receipts (member payments, transfers,

etc.) in the share drive.

● The Treasurer will manage all financial collections for member events or initiatives not

otherwise paid for by the organization (e.g., club t-shirts). This will include contacting

members for payment, receiving that payment, and documenting that payment.

● The Treasurer will authorize disbursements (along with one other officer).

● The Treasurer will deliver a report of financial activity quarterly (2x/semester) at

Executive Board meetings.

● If any sub-committees are formed that require financial activity, the Treasurer will sit on

those committees and track all budgets related to that activity.

● They will work with the sub-committee Chair to plan the budget for said activity,

manage the financial aspects of that project, and track all payments, receipts,

and/or reimbursements. All documentation should be kept on the share drive.

● The Treasurer will provide a speaker honorarium or reimbursement (e.g., for parking) to

any guest speakers at General Body meetings. As they can, they will acquire this

reimbursement prior to the meeting, or within one week of that meeting.

● As wanted/needed (decided upon by the Executive Board and approved by the Faculty

Advisor), the Treasurer will submit any applications for additional organization funding.

 

 

Chair of Internal Affairs and Development: (anticipated commitment: 3-5 hours/week)

● The Chair of Internal Affairs will facilitate and manage organizational growth and

membership development.

● They should work directly with the Secretary to maintain the Gmail, Carmen

Canvas site, and any group messaging platforms (e.g., GroupMe) with up-to-date

and active members.

● The Chair of Internal Affairs will organize and assist in running any recruiting events and

information sessions for interested members.

● This may include, but is not limited to, each semi-annual Involvement Fair.

● Although the President will be accountable for the planning and running of this

event, it is expected that the Chair of Internal Affairs will assist as needed,

including sitting on any planning committees and participating day-of.

● The Chair of Internal Affairs should also collect member contact information at

any recruitment event and work with the Secretary to onboard these members.

● The Chair of Internal Affairs will organize events for the social development of members

in the organization.

● They will plan at least one social event per semester, including planning and

organizing that event and any associated logistics (e.g., booking a room,

coordinating members or transportation, etc.).

● They will plan at least one volunteer or service event per semester, including

planning and organizing that event and any associated logistics (e.g., booking a

room, coordinating members or transportation, etc.).

● The Chair of Internal Affairs will run and maintain the Peer Mentorship program within

the organization.

● At the beginning of the academic year, they will solicit peer mentors (Executive

Board or seniors) and the names of members interested in being paired with a

mentor.

● They will create mentorship pairings and communicate these with each

mentorship cohort.

● The Chair of Internal Affairs may create Peer Mentorship program events. They

will plan and implement these.

● The Internal Affairs Chair will revisit the mentorship groups at the start of second

(Spring) semester and assign or re-assign any members to cohorts as needed or

desired.

● The Internal Affairs Chair will present a summary of the Peer Mentorship

program (metrics, activities, feedback) during an Executive Board meeting each

Spring prior to the Executive Board transition.

 

 

Chair of External Affairs: (anticipated commitment: 3-5 hours/week)

● The Chair of External Affairs will be responsible for overseeing all communication

outside of the organization.

● The Chair of External Affairs should familiarize themselves with and introduce

themselves to other organizations on campus (such as BuckeyeFirst or PhiDE).

● The Chair of External Affairs will accrue, organize, disseminate, and update opportunities

and resources to organization members.

● This will include, but is not limited to: clinical/healthcare opportunities, research

opportunities, scholarship/academic opportunities.

● They should maintain a working document (e.g., Excel) to be housed on the share

drive and updated actively (once per month).

● Any new or timely opportunities should be sent on a weekly basis to the Social

Media Chair and Secretary to be communicated to members.

● The Chair of External Affairs may solicit opportunities and resources from

members of the Executive Board or the organization.

● These working opportunities should be reviewed with the Vice-President at their

monthly meetings.

● The Chair of External Affairs will work with the Secretary to put appropriate

opportunities and resources on the Carmen Canvas page.

■ The Chair of External Affairs may create a sub-committee which they will

chair and lead to accrue and organize these resources. The Secretary and

Alumni Liaison should sit on this committee.

 

 

Chair of Social Media and Marketing: (anticipated commitment: 3-5 hours/week)

● The Chair of Social Media and Marketing will maintain and update all social

media pages actively (to date: Instagram).

○ They will have the login information to these accounts in conjunction with

the President and Faculty Advisor.

○ They should post relevant content at least once per week (more is

encouraged) to the Instagram platform.

○ They should maintain an active and appropriate list of

following/followers, including new and all members, relevant OSU

organizations (such as First Gen Pre-Med, BuckeyeFirst or PhiDE), and

relevant medical education leadership both internally and nationally.

○ The Chair will monitor all comments, communication, and direct

messages across social media platforms and direct any issues or

harassment to the Faculty Advisor, or any new member onboarding to the

Secretary and Internal Affairs Chair.

○ The Chair will work with the Executive Board and the Vice-President to

continue to develop social media campaigns, such as “Member of the

Month” to highlight continued involvement by Executive Board and

General Body members.

○ The Chair will present a summary of social media engagement at an

Executive Board meeting at the end of each semester.

● The Chair of Social Media and Marketing will promote all organization events.

○ This includes, but is not limited to: Member meetings,

service/volunteer/social events, Involvement Fairs, and presence of

members at campus events.

○ This will also include posting General Body meeting reminders to social

media platforms one week, 48, and 24 hours prior to the event.

○ It is suggested that they also do this for non-meeting events (e.g., service,

volunteer, social).

● The Chair of Social Media and Marketing should work with the President and

Internal Affairs to create marketing materials for the Involvement Fairs. This

should be done in advance with final materials ready at least one week prior to

each event.

● As allowed and approved by Executive Board, the Chair may create and distribute

flyers and/or posters to the student body at OSU as well as in appropriate

locations around campus (e.g., residence halls, lecture halls, bulletin boards,

student union) in an effort to promote either the organization or an event.

● The Chair of Social Media and Marketing should work with Internal and External

Affairs Chairs to maintain a working calendar of events and opportunities for

members. This should be sent to the Secretary to distribute via email listserv,

posted to social media, and added to the Carmen Canvas website.

 

First-Generation Student Organization Ambassador/Outreach: (anticipated commitment: 2-4

hours/week)

● The Organization Ambassador will serve as a Liaison for the organization for relevant

student organizations on campus.

● The Organization Ambassador will specifically work with the First-Generation

Physician Assistant Student Association group to advance organization goals,

presence on campus, and networking.

● The Organization Ambassador will attend all Executive Board (and may attend

General Body) meetings of the First-Generation Physician Assistant Student

Association organization, will take meeting notes, and will report back at our

Executive Board meetings.

● The Organization Ambassador will have a PA student counterpart on the

Executive Board of the PA student association with whom they will communicate.

● Meeting notes from the PA student Executive Board meetings will be kept up to

date and on the share drive.

● The Organization Ambassador will work with their counterpart to plan at least one PA

student panel discussion or meeting each semester. Topic will be at the discretion of the

Executive Boards.

● This will include planning the meeting (content, speakers) and working with the

President to get meeting logistics to all speakers.

● They will also work with the Treasurer if any reimbursement or honorarium is

needed.

● They will work with Social Media to cross-promote and document the event.

● The Organization Ambassador will work with their counterpart to initiate and maintain a

Peer Mentorship students will be paired with (a) member/s of our undergraduate

organization.

● At the beginning of the academic year, they will work with their PA student

counterparts to solicit PA student peer mentors and the names of undergraduate

members interested in being paired with a mentor.

● They will create mentorship pairings and communicate these with each

mentorship cohort.

● They will work with their PA student counterpart to create Peer Mentorship

program events. They will plan and implement these.

● The Organization Ambassador will revisit the mentorship groups at the start of

second (Spring) semester and assign or re-assign any members to cohorts as

needed or desired, with the help of their PA student counterpart.

● The Organization Ambassador will present a summary of the Peer Mentorship

program (metrics, activities, feedback) during an Executive Board meeting at the

end of the academic year (prior to Executive Board transition).