JMA Roles and Responsibilities.docx

DUTIES AND RESPONSIBILITIES OF MEMBERS OF THE ORGANIZATION

General Duties. The Executive officers shall:

Implement the will of the organization;
Ensure that all plans prepared and approved by the executive officers are followed and implemented and that the provisions of the Constitution of the organization are not impaired;
Appoint deputy executives, team leaders, and comelec positions;
Integrate organizational, committee, and circle functions;
Supervise and coordinate internal and external activities of the organization;
Represent the organization in public or private events as the interest of CPU-JMA so dictates;
Perform all requisite functions which shall enhance the image, reputation, and further the objectives of CPU-JMA;
Protect all exclusive documents internal to the organization;
Ensure membership involvement in all of the organization’s events, and programs;
Maintain camaraderie amongst all members; and
Perform their respective duties and responsibilities bestowed to them by the Articles of Association.

President. The President shall have the following functions including but not limited to:

Serving as the Chief Executive Officer of the association;
Being in-charge of direction and overseeing the activities of the association;
Informing the adviser(s) of all organizational activities, meetings, and functions of CPU-JMA;
Serving as the prime liaison to the College of Business and Accountancy;
Appointing the acting President from among the Vice Presidents in case of temporary absence, disability, or incapacity; and,
Performing all other duties as needed.

Vice President for Internal. The Vice President Internal shall have the following functions including but not limited to:

Assisting the President in all matters relating to the internal workings of the association;
Serving as the liaison to all executive officers of the organization;
Promoting and ensuring cooperation, active participation, and general well-being of all the members of CPU JMA;
Being the officer-in-charge of all matters concerning grievances and complaints;
Scheduling, planning, and overseeing the operation of the executive officers and general meetings; and,
Performing all other duties as needed.

Vice President for External. The Vice President External shall have the following functions including but not limited to:

Assisting the President in all matters relating to the external workings of the association;
Officially representing all parametrical partaking of the organization;
Acting as the prime liaison of CPU-Junior Marketing Association to the Philippine Junior Marketing Association;

Serving as the officer-in-charge of all matters concerning extrinsic affiliations, engagements, and partnerships that CPU- JMA will have;
Scheduling, planning, and overseeing the operation of the executive officers in all peripheral events and programs; and,
Performing all other duties as needed.

Vice President for Finance. The Treasurer shall have the following functions including but not limited to:

Establishing efficient financial systems and controls with the organization’s finances;
Practicing adequate methods of book keeping and reporting of the organization’s financial position;
Securing that all of the payables of CPU-JMA are paid on time;
Preparing and submits financial statements to the president on a regular basis;
Maintaining and supervising CPU-JMA bank accounts; and,
Performing all other duties as needed.

Secretary. The Secretary shall have the following functions including but not limited to:

Assisting with the organization’s projects where needed;
Informing officers of deadline for reports, mailings, future commitments;
Checking the attendance in every executive meeting;
Recording the minutes of meetings and circulate the draft of the minutes to all executive officers;
Securing, sorting, and filing every crucial document that is affiliated to the organization; and,
Performing all other duties as needed.

Head of Marketing. The Head of Marketing shall have the following functions including but not limited to:

Developing and implementing strategic marketing plans to support the Association’s goals and initiatives;
Leading the planning and execution of marketing campaigns for events, projects, and programs;
Coordinating with internal departments to ensure unified and effective promotional efforts;
Monitoring and evaluating the effectiveness of marketing activities and recommending improvements;
Overseeing the creation and dissemination of marketing materials in line with the Association’s branding.

Head of Events. The Head of Events shall have the following functions including but not limited to:

Leading the conceptualization, planning, and execution of all events organized by the Association;
Coordinating with internal departments and committees to ensure smooth program flow and event alignment with objectives;
Creating event timelines and overseeing task delegation to ensure timely completion;
Conducting pre-event meetings and post-event evaluations to assess performance and improve future activities;
Communicating with guests, hosts, and performers to ensure all parties are well-informed and properly accommodated; and,
Performing all other duties as needed.

Head of Logistics. The Head of Logistics shall have the following functions including but not limited to:

Managing the procurement of materials, supplies, and equipment required for the Association’s events and activities;
Ensuring timely purchase and delivery of all logistical needs based on event and project requirements;
Keeping accurate records of inventory, supplies, and expenditures;
Coordinating with the Head of Events and other officers to fulfill logistical support for all initiatives;
Liaising with suppliers, vendors, and other external parties to secure cost-efficient and quality resources; and,
Performing all other duties as needed.

Head of Outreach. The Head of Outreach shall have the following functions including but not limited to:

Organizing outreach campaigns, gift giving, and charity events;
Creating programs that strengthen the relationship between the organization and the community;
Supervising all activities to facilitate coordination within the organization to ensure compliance to all fiscal programs and prepare funds for all OSR projects;
Administering all outreach inquiries and complaints in an efficient manner and maintain the confidentiality of all information;
Assisting and coordinating with various departments and organizations to create programs that promote social responsibility; and,
Performing all other duties as needed.

Head of Sports. The Head of Sports shall have the following functions including but not limited to:

Developing and implementing strategic plans whenever there are sports events inside the university or the department;
Supervising students and support staff, providing guidance for effective team management;
Coordinating the scheduling of practices and games, ensuring no conflict with academic schedules during sports events;
Identifying and recruiting talented athletes and coaches to enhance the sports programs;
Preparing and managing the budget allocated in sports events, ensuring funds are appropriately allocated and spent; and,
Performing all other duties as needed.

Creative Director. The Creative Director shall have the following functions including but not limited to:

Building an environment for the creative team to work in and overseeing their ideas and projects;
Taking responsibility for the creative philosophy and the standard of output across the agency or department;
Developing ideas and pitching concepts to of format and design;
Overseeing several projects from start to finish, keeping to deadlines, and signing off on these projects before they are presented;
Understanding the commercial aspects of the agency or marketing department; and,
Performs all other duties as needed.

Multimedia Director. The Multimedia Director shall have the following functions including but not limited to:

Creating and managing educational videos, animations, podcasts, etc.
Stay up-to-date with the latest multimedia technologies and tools and assess their applicability in the academic environment
Develop and maintain a multimedia content library or repository, ensuring that educational materials are organized, accessible, and well- structured.
Collaborate with the marketing and communication teams to create multimedia content
Performs all other duties as needed.

Year Level Representatives. The Program Director shall have the following functions including but not limited to:

Ensuring feedback from constituents is gathered on a regular basis;
Communicating updates to constituents and/or relevant parties within a reasonable time-frame. This includes when an issue is passed to another representative, when an issue is passed to a staff member or when a response is received. Where significant changes have been made or where an issue affects a number of students this information must be disseminated to all constituents;
Collaborating with other year representatives within the same course and academic year (if applicable) to collate feedback and/or suggestions;
Communicating any issues, queries or suggestions to improve the representation system to the Representation Coordinator to ensure the system’s efficiency is maintained;
Bringing up information for the attention of constituent students in good time; and,
Performing all other duties as needed.

YES Representative. The YES Representative shall have the following functions including but not limited to:

Serve as the liaison between CPU-JMA and Young Entrepreneurs Society (YES CPU);
Communicating updates to constituents and/or relevant parties within a reasonable time-frame;
Collaborating with other organizations affiliated with YES CPU; and
Performing all other duties as needed.

ASSISTANT & EXECUTIVE DEPUTY

General Obligations of Assistant and Deputy. The Assistant Executive and Deputy shall:

Aid in implementing the will of the organization;
Help in Ensuring that all plans prepared and approved by the executive officers are followed and implemented and that the provisions of the Constitution of the organization are not impaired;
Aid Integrate organizational, committee, and circle functions;
Help in supervising and coordinating internal and external activities of the organization;
Perform all requisite functions which shall enhance the image, reputation, and further the objectives of CPU-JMA;
Help in Ensuring membership involvement in all of the organization’s events, and programs; and,
Help in maintaining camaraderie amongst all members; and,
Perform their respective duties and responsibilities bestowed to them by the Articles of Association.

Assistant Creative Director

The Assistant Creative Director is responsible for supporting the Creative Director in managing the organization's creative projects and tasks. If qualified, shall exercise all executive power and perform all duties of the Creative Director during a temporary absence, disability, or incapacity and shall perform all other duties as needed.

Assistant Multimedia Director

The Assistant Multimedia Director assists the Multimedia Director in handling multimedia-related tasks, including supporting the production and organization of content. If qualified, shall exercise all executive power and perform all duties of the Multimedia Director during a temporary absence, disability, or incapacity and shall perform all other duties as needed.

Assistant Secretary

The Assistant Secretary supports the Secretary in organizing documents, maintaining records, and handling communications for the organization. If qualified, shall exercise all executive power and perform all duties of the Secretary during a temporary absence, disability, or incapacity and shall perform all other duties as needed.

Deputy Head of Logistics

The Deputy Head of Logistics shall assist the Head of Logistics in the procurement, coordination, and management of supplies and materials for the Association’s activities, and if qualified, shall exercise all executive power and perform all duties of the Head of Logistics during a temporary absence, disability, or incapacity, and shall perform all other duties as needed.

Deputy Head of Event

The Deputy Head of Events shall assist the Head of Events in planning, organizing, and executing the Association’s events and programs, and if qualified, shall exercise all executive power and perform all duties of the Head of Events during a temporary absence, disability, or incapacity, and shall perform all other duties as needed

Marketing Officer

The Marketing Officer is responsible for assisting the Head of Marketing in planning and implementing marketing campaigns and promotional activities. This includes helping with the preparation of event materials, supporting on-ground promotions and logistics, and coordinating with the Social Media Manager for aligned strategies.

Social Media Manager

The Social Media Manager is responsible for managing the organization's online presence across various social media platforms. This includes planning, creating, and scheduling content that promotes events, campaigns, and announcements. They work closely with the Head of Marketing and Creative Team to ensure all posts are visually appealing, engaging, and aligned with the organization’s branding. The Social Media Manager is also in charge of monitoring audience engagement, responding to messages or comments, and analyzing insights to improve future content and strategies.