Executive Committee Job Descriptions

Chair

• Štatutár – the individual legally responsible for the Chamber
• Calling and hosting
  • Executive Committee meetings
  • Annual General meetings (once a year, usually at conference)
• Representing SCELT
  • at the IATEFL conference in the UK (at least once, no more than twice)
  • at at least one sister conference during term in office
• International email communication
  • twice a week – check scet.ska@gmail.com inbox, respond or forward to responsible EC member
• Annual Conference Team co-leader
  • invitation of plenary speakers after consultation with Deputy Chair
  • arranging sponsorship for plenary speakers
  • issuing the call for workshop facilitators
  • coordinating the vetting of speaker proposals
  • finalizing of program
  • coordinating with the local host venue (or appointing someone to do so)
  • communication with speakers
  • AGM: presenting all pertinent info
• Member of IATEFL or TESOL

Deputy Chair: Project and Grant Coordinator

• Grants
  • writing proposals for SCELT and its events (finding finances)
• Regional events
  • contact with members who are interested in hosting events at their schools
  • drumming up such events
• Representing SCELT
  • at the IATEFL conference in the UK (at least once, no more than twice)
  • at at least one sister conference during term in office
• Annual Conference Team co-leader
  • consultation and advice re plenary speakers with Chair
  • vetting of speaker proposals
  • finalizing of program
  • creation of the conference schedule and program

Social Networking and Marketing

• Adminning of the SCELT website/blog (https://scelt.wordpress.com/)
  • content a summary of FB posts and links (for those not on FB)
• Posting/Sharing interesting pics, links to resources, and sister associations’ events  on the FB page (https://www.facebook.com/sceltskaj/)
• Responding to messages sent to the FB page
• Adminning the FB group (https://www.facebook.com/groups/scelt/)
• Creation and adminning of the annual conference website (https://scelt2019.wordpress.com/)
  • content supplied by conference organizing team
• Representing SCELT
  • at at least one sister conference during term in office
• Annual Conference Team exhibitor rep
  • issuing the call for exhibitors
  • communication with exhibitors
  • layout of exhibitors tables
  • finding and coordinating raffle prizes

Treasurer

• Keeper of the cash box and annual accounting records
• Payment of incoming invoices (via online platform IKROS) and reimbursements (usually via bank transfer)
  • usually associated with SCELT events
• Representing SCELT
  • at at least one sister conference during term in office
• Invoicing (using online platform Ikros)
  • issuing invoices for membership fees
  • issuing both proforma invoices and invoices for event registration, and exhibitors (both before and after events)
• Accounting and bookkeeping
  • keeping track of all income and outflow
  • year-end accounting in preparation for tax person
• Annual Conference Team
  • registration: receiving fees and issuing receipts, and keeping track of needed invoices
  • AGM: presenting of the annual income/outflow and budget

Membership Secretary

• Membership management and communication
  • keeping up with new and departing members
  • maintenance of membership rolls
  • issuing of membership numbers
  • synchronizing names and contacts with the Gmail accounts
  • notifying members of dues required and deadlines for dues
  • notifying the treasurer of required payments so invoices (or receipts) can be issued for membership

• Representing SCELT
  • at at least one sister conference during term in office
• Domestic email communication:
  • twice a week – check members.ska@gmail.com inbox, respond or forward to responsible EC member
• Annual Conference Team
  • registration: coordinating lists, set up, and volunteers for conference registration
  • AGM: presenting of the state of membership (facts and figures)

Secretary and Correspondence Director

• Keeper of the minutes and ballots
  • Executive Committee meetings
  • Annual General Meeting of members
• Representing SCELT
  • at at least one sister conference during term in office
• Newsletter (once a month)
  • putting together and sending out a newsletter (i.e. updating members on any news
  • and professional development opportunities) to all members
  • most of this information comes to the Gmail account(s) and needs to be forwarded to members
  • other information is provided by other members of the EC
• Annual Conference Team volunteer coordinator
  • issuing the call for volunteers
  • communication with volunteers
  • coordinating volunteers at the event

Other responsibilities to share

The property of SCELT (4 roll-ups, the contents of 3 IKEA moving boxes, and 4 smaller boxes – containing 100 mugs and 100 glasses) must be stored by one or more members of the EC. These must be transported to and from each conference/event venue.

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