EC Roles Overview
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RoleCommitteeGeneral DescriptionMajor Responsibilities
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PresidentThe president oversees the ongoing business of SWE-MN, including strategic and tactical planning, and maintaining sponsorship relationships.

-  Confirm strategic and tactical goals
-  Confirms all EC roles are filled
- Oversees officers, section reps, PD Committee, Scholarship, and Awards
-  Set the agenda for EC meetings
- Initiate succession planning for all EC roles
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Vice PresidentThe vice president supports the president in general relationships with committees and outside sponsors. - Liason to Advisory Committee
- Oversees Outreach, Counselors, and Membership committees
- Assists in EC agenda creation, running meetings
- Initiates nominating committee?
- Supports in succession planning for all EC roles
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TreasurerFundsThe treasurer is responsible for maintaining the financial health of the section.- Collect, safely keep, and distribute the funds of the Section.
- Sign checks for the Section.
- Keep an exact account of all receipts and expenditures for submission with the annual Financial Report.
- Present financial reports at Section Meetings and the Executive Council as appropriate.
- Oversee preparation of the annual budget for the Section.
- Prepare and sign the annual Financial Report for the Section.
- Hold an assessment of the section’s finances every year.
- Prepare and submit the section Form 990-N to the IRS.
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SecretaryCommunicationsThe secretary is responsible for maintenance of EC documentation, as well as consistent and predictable communications to both those within the section as well as those outside of the section interested in SWE events.- Report regularly on number of Society members for section (typically at EC meetings)
- Send email reminders to members close to member expiration
- Work with social and metro lunch coordinators to track attendance at membership events
- Schedule and coordinate regular events aimed at member engagement
- Identify and target new potential members for integratoin into SWE (supported by bi-annual survey)
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Membership Co-ChairMembershipThe membership chair is responsible for maintenance of membership via the Society standards as well as focused on engagement of all members. This includes ensuring section events and programming is applicable to the current member base, and innovating new events to engage an even greater number of current, and potential members. In combination with the social committee, membership owns the annual social activities like holiday parties along with smaller events such as happy hours. - Report regularly on number of Society members for section (typically at EC meetings)
- Send email reminders to members close to member expiration
- Work with social and metro lunch coordinators to track attendance at membership events
- Schedule and coordinate regular events aimed at member engagement
- Identify and target new potential members for integratoin into SWE (supported by bi-annual survey)
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Social CommitteeMembershipThe responsibilities of the social committee are to support the membership co-chairs in engaging targeted new potential members. This includes a focus on integrating and welcoming new members, as well as collegiate transitions to professional - Schedule and coordinate bi-monthly happy hours, or other social events
- Assist membership co-chairs with larger event planning
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Metro Lunch CoordinatorsMembershipEach metro lunch coordinator is responsible for initiating and planning a monthly lunch focused on networking in a set area of the metro area. - Schedule and coordinate monthly networking meetings for designated area
- Send event info to secretary for weekly announcements, and ensure meeting invite on SWE-MN calendar
- Report final attendance numbers after each event to membership co-chairs
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Affinity Group CoordinatorsMembershipThe affinity group coordinators are responsible for planning and engaging membership within their designated affinity group. - Plan events for designated affinity group
- only currently active affinity group is Moms Group (active 2011-2015)
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Outreach Co-ChairOutreachThe objective of the Outreach committee is to introduce Engineering as an attractive career option for women, inspiring the next generation. The outreach co-chair is responsible for overseeing the Outreach Committee, executing Outreach events to the capacity of the active committee members, providing varried STEM programming options offered to K-12 students and adult Influencers. - Represent SWE-MN as member of Society outreach committee
- Attend SWE-MN EC Meetings, as one vote
- Oversee Outreach budget and be a liason to the Treasurer
- Provide information and counseling on engineering careers for K-12 and adult influencers
- Attend, plan and organize outreach events
- Send event info to secretary for weekly announcements, and ensure meeting invite on SWE-MN calendar
- Organize and maintain outreach supplies
- Solicit corporate sponsorships and proposals for outreach events
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Volunteer
Coordinator
OutreachThe outreach volunteer coordinator supports the pivotal volunteers required for outreach events. This involves working closely with the outreach chairs to identify where and when volunteers are needed, as well as serve as a point of contact for volunteer questions and organization. - Work with outreach co-chairs to identify necessary volunteer roles and responsibilities
- Create and coordinate distribution (via weekly announcements) for call for volunteers
- Manage communciations with further information to confirmed volunteers
- Coordinate day-of event volunteer check-in
- Coordinate volunteers for other activities within SWE-MN as needed
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Outreach Experiments
Coordinator
OutreachThe outreach experiments coordinator works closely with the outreach chairs and volunteer coordinator to create and maintain experiments for the various outreach experiments that are used at events each year. - Create and/or maintain outreach kits and instructions
- Oversee storge organization, contents
- Advise Outreach event leads in experiment selection
- Coordinate material replenishment and movements to events
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Outreach CommitteeOutreachThe outreach committee supports the outreach chairs as needed. - Support outreach co-chairs with event planning and facilitation as necessary
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Collegiate CounselorsCounselorsThe collegiate counselors act as a bridge between Minnesota collegiate sections and the Minnesota professional section. They support each collegiate section with opportunities to engage with professional members, along with navigate the Society requirements. - Maintain regular contact with designated collegiate section
- Represent SWE-MN events and opportunities for each collegiate section
- Support collegiate section with navigating through Society requirements and working with their college/university institutions
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Newsletter
Transitioning to Blogger
CommunicationsThe newsletter editor is responsible for publishing the regular updates on section activities. - Identify, consolidate, coordinate review, and finalize newsletters
- At least 4 newsletter published to membership each fiscal year
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WebmasterCommunicationsThe webmaster owns the swe-mn.org website maitanance and updating committee information as prepared by the committees. In addition, the webmaster supports all of the SWE-MN EC members with email domain logistics and password updates. - Manage logistics of the SWE-MN EC email accounts
- Maintain the SWE-MN website
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Social Media ChairCommunicationsThe social media chair owns regular updates and maintaining the various social media accounts for the section. - Maintain the SWE-MN social media accounts (Facebook, LinkedIn etc)
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Fund DevelopmentFundsThe Fund Development chair is the primary connection between the section and its sponsors. The chair and committee are responsible for streamlining communications to better market the SWE-MN brand to corporations for the purpose of raising funds for SWE-MN programming. - Plan at least one large fundraising event per year (example - career fair)
- Manage corporate sponsor relationships
- Identify and reach out to new potential corporate sponsors
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Section RepSection RepsThe Section Rep is the link between the SWE-MN local Section and Region H. She/he is a voting member of the Region and takes the needs of the Section into account when voting on Society issues. It is the Section Rep’s responsibility to distribute communications from the Society organization to the local membership. The Section Rep participates in Region calls where voting may take place, attends Region and Society Conferences, and files three section reports each year with the Region H Governor. The Section Rep is also responsible for ensuring that SWE-MN is in compliance with Society bylaws. - Represent SWE-MN on issues presented to Region H
- Identify content, consolidate, and submit 3 section reports each year
- Work with designated committee/group on ensuring events documented for report submission
- Responsible for compliance with Society bylaws
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Professional Development Co-ChairProfessional DevelopmentThe professional development (PD) co-chairs facilitate and coordinate the opportunity for all SWE-MN members, and other interested parties, in progressing their skills within their professional field. This skill progression could include both technical and soft skills. Each year SWE-MN coordinates 2 large professional development events as well as a number of smaller events throughout the year. - Plan fall Open House event to kick-off the new fiscal year
- Plan Sprint Seminar day long professional development event
- Plan and facilitate at least 2 other networking or professional development opportunity each year
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Professional Development CommitteeProfessional DevelopmentThe professional development committee supports the professional development co-chairs throughout the processes of coordinating events to help progress the skills of all members within their professional fields. - Support PD co-chairs with event planning and facilitation as necessary
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Scholarship ChairScholarshipThe scholarship chair manages the relationship with corporate scholarship donors, and coordinates the application process to ensure those that are most fitting to benefit from additional support to continue studying STEM applications are recognized. - Work with corporate sponsors to collect scholarship donations
- Coordinate entire application processes including final decisions and distribution of funds
- Work with collegiate counselors to advertise to potential applicants
- Work with awards & recognition chair to ensure recipients are recognized at banquet
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Scholarship CommitteeScholarshipThe scholarship committee assists the scholarship chair with support as needed. This often includes aiding in judging scholarship applicants, and preparing other documentation related to the scholarship process. - Support scholarship co-chairs as needed
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Awards & Recognition ChairAwards & RecognitionThe awards and recognition chair assists the section and members of the section with ensuring they are acknowledged and rewarded for all of the significant work and contributions made within and outside of the SWE organization. The chair manages section level awards in addition to nominating and supporting submission of region and society level awards. - Maintain a section awards file of section members
- Nominate eligible SWE section members for Society awards
- Prepare and present local SWE section awards with the assistance of the section president and vice president
- Assist the section in submitting award packages for Society awards as needed
- Assist the section in submitting award packages for Regional awards as needed
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