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:
  • 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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