WWU Beta Alpha Psi

Officers' Job Descriptions

General Duties (for all officers):  [back to top of page]

• Attend all meetings throughout the year.
• Be willing to volunteer for the "little things" that need to be taken care of.
• Be timely in the completion of assigned or volunteered for duties.
• The office that you hold is to be treated as a job. Please realize that there are others depending on your performance and participation. Be realistic about your scheduling and other commitments.
• The President of Beta Alpha Psi is the overall coordinator of Beta Alpha Psi. Therefore, all officers are to keep the President informed of their Beta Alpha Psi activities on a weekly basis (at a minimum), while school is in session, and as frequently as is otherwise necessary. If the President receives no weekly update, then the President will assume that the officer in question has had no Beta Alpha Psi activities.
• Make announcements in your classes concerning upcoming events.
• Keep disk copies of all Beta Alpha Psi documents that you create. Your disks are to be "backed-up" (on the Faculty Advisor's computer) at the end of each month.
• Read the Beta Alpha Psi National Constitution and By-Laws, plus our chapter's by-laws, to make sure that they are upheld.
• Be open to people seeking information about Beta Alpha Psi, and if you do not know the answer, make an honest attempt to find someone who does.
• Remember that the actions of the officers and members of Beta Alpha Psi are viewed by persons outside the Department of Accounting and Western Washington University as representative of the Department of Accounting, accounting majors, accounting alumni, and Western Washington University.
• Be professional in your actions!

President:  [back to top of page]

• As stated above, the President of Beta Alpha Psi is the overall coordinator of Beta Alpha Psi. He/she is responsible for the smooth running and coordination of the officers, meetings, and all other Beta Alpha Psi activities. He/she is involved with the set-up, organization, and participation with various committees.
• The President presides over all meetings (including meetings of the Executive Committee). This includes any and all phases of preparation that are necessary to have an efficiently run meeting. It is necessary to have written agendas to insure that all topics in need of discussion are covered.
• The President is also the liaison between Beta Alpha Psi and the Department of Accounting & College of Business and Economics. Therefore, the President is to keep the Faculty Advisor informed of the activities of Beta Alpha Psi on a weekly basis (at a minimum), while school is in session, and as frequently as is otherwise necessary. It is essential to develop a strong relationship with the advisor in order to facilitate a well-run chapter.
• The President must always be willing to answer questions, find answers if necessary, and provide support to fellow officers and peers. Many of the President's duties are unable to be listed but will arise depending on the situation; however, it is essential that the President do whatever needs to be done for the fraternity's best interests in a timely, yet thorough manner.
  
  

• Being able to "think on your feet"
• Being able to take responsibility for the decisions you have made
• Being able to delegate and trust others with jobs/activities
• Trusting others to do a capable job
• Being open to suggestions/requests made by others
• Being able to "smooth ruffled feathers"
• Being able to constantly organize and coordinate
• Being able to work as part of a team
• Being able to communicate, both orally and in writing

Vice President:  [back to top of page]

• The Vice President is expected to be able and willing to fill in any officer's position if needed.
  • For example, the Vice President must be prepared for anything from having to make impromptu speeches, holding officers meetings, assisting with (or coordinating) various meetings and special events and Beta Alpha Psi activities.
• The Vice President should be able to fill in for the President in the President's absence.
• The Vice President is responsible for Tax Aide (Volunteer Income Tax Assistance) program, the Tutoring Center (which includes maintaining necessary records for the Tutoring Center), and Career Days during Spring/Summer Quarters.
  

Vice President - Activities:  [back to top of page]

• The Vice President - Activities is responsible for organizing all Thursday night (and other professional) meetings. This includes, but is not limited to, contacting potential sponsors and speakers, setting dates, welcoming the guest speaker at the beginning of each meeting, writing both confirmation and thank you letters (for speakers and guests), arranging parking for on-campus meetings, reserving locations for meetings, and ordering food for meetings.
• The Vice-President - Activities is expected, after consultation with the President, to plan and schedule the meetings for the quarter prior to the start of that particular quarter. This information is to be summarized in the Statement of Objectives that is submitted (through the Reporting Secretary) to the Beta Alpha Psi National Office at the beginning of each quarter.
• The Vice-President - Activities is also to provide the Publicity Officer & Webmaster with a schedule of meetings.
  

Reporting Secretary:  [back to top of page]

• The Reporting Secretary is to complete the forms necessary to submit chapter activities to the Beta Alpha Psi National Office by the 15th of the month (or other required reporting date) following each meeting or event. All submissions must be reviewed by the Faculty Advisor prior to the mandatory postmark date.
• The Reporting Secretary is to keep updated on other activities for which reports must be filed (such as the Tutoring Center, Tax Aide, etc.) and make sure that complete reports are timely filed.
• Prior to the beginning of the Fall Quarter, the Reporting Secretary is to prepare and submit an activity point budget. The purpose of the budget is to assist in planning activities that will help in achieving "superior status" as a Beta Alpha Psi chapter.
• The Reporting Secretary will also keep track of the points earned and periodically inform the members and officers of the chapter's progress with regard to baseline activities and points.
• The Reporting Secretary is also responsible for maintaining accurate BAP Pledge records. This includes communicating with the BAP Pledge in order to help the pledge remain on track for a successful pledge period and notifying the pledge of their status at the end of the pledge period.
• The Reporting Secretary must be able to maintain multiple schedules for a variety of activities as well as have exceptional communication skills.
• The Reporting Secretary's job takes a minimum time commitment of 5 hours a week.
  

Secretary:  [back to top of page]

• The Secretary is responsible for the taking of minutes of each of the business meetings (including officers' business meetings), typing them, and presenting them at the next business meeting for review and possible further discussion.
• The Secretary is also accountable for keeping accurate attendance records at all Beta Alpha Psi meetings and activities.
• The Secretary is responsible for creation and update of the membership roster of Beta Alpha Psi. The Secretary will also keep a record of all professional attendees at Beta Alpha Psi meetings, and maintain current nametags for all members.
  

Treasurer:  [back to top of page]

• The Treasurer's main function is to monitor the inflows and outflows of cash to Beta Alpha Psi.
• The duties of the Treasurer include, but are not limited to, maintaining the bank account of Beta Alpha Psi, keeping the books up to date, paying bills in a timely manner, sending billing notices when necessary.
• The Treasurer will perform the monthly balancing of the checkbook.
• The Treasurer shall also prepare a Monthly Report of Receipts and Disbursements, including detail of sources of receipts and purposes of disbursements. This Report shall be made to the President, and attached to the minutes of the business meetings.
• The Treasurer shall create, at the beginning of each quarter, a Financial Plan for the Quarter (anticipated revenues and expenses) and a Projected Statement of Financial Position for the end of the quarter.
• The Treasurer arranges for the internal audit of the Beta Alpha Psi chapter and prepares the chapter's tax return (examples in Financial Reporting Guide).
  

Assistant Treasurer:  [back to top of page]

• The Assistant Treasurer is responsible for the collection and the subsequent deposit of chapter revenues.
• The Assistant Treasurer must maintain adequate deposit records and provide those records to the treasurer.
• He/she must write receipts or provide other documentation for all revenues collected.
• He/she must also make information available to the secretary useful in determining the status of the membership roster.
• The Assistant Treasurer is responsible for implementing and maintaining internal controls in regards to cash receipts.

Publicity Officer/Volunteer Coordinator:  [back to top of page]

This position serves as dual roles.

• The Publicity Officer's main job is that of communication.
  
• The Publicity Officer is responsible for making and posting weekly notices about the Thursday night meetings. These notices should be posted no later than Monday morning before a Thursday night meeting. Copies of the notices should also be placed in the "mailbox" of each faculty member, or emailed to faculty members.
• The Publicity Officer must maintain regular contact with the VP - Activities in order to post current information.
• The Publicity Officer is also responsible for making notices and large posters advertising upcoming special events and other Beta Alpha Psi activities.

• The Volunteer Coordinator is responsible for setting up/scheduling volunteer activities for Beta Alpha Psi members and pledges, coordinating the involvement of Beta Alpha Psi members and pledges in these activities, and providing the Reporting Secretary with timely and complete information about volunteer activities.

Editor/Webmaster:  [back to top of page]

This position also serves as dual roles.