Requirements for Effective Management


Each organization must appoint a leadership team to oversee the business and mission of the organization. This team must include traditional leadership roles such as President, Vice President & Treasurer, but it may also include roles such as but not limited to social media/marketing coordinator, outreach coordinator, event planner etc. Elect officers to lead your organization based on your constitution. Review the officer responsibilities that follow this section for some suggested duties of each office.

Monthly Meetings are expected. Organization leadership should determine regular monthly meeting times to discuss any organization business.

Suggested Officer Responsibilities:

Each student organization should determine and outline the specific responsibilities of each office in its constitution or charter as best suits the needs of the organization. These roles may vary, and organizations may decide to create additional “need specific” officer positions as necessary. Listed below are suggested responsibilities for basic officer positions:


  • Preside over organization
  • Call special meetings as needed
  • Facilitate executive board meetings
  • Prepare and file required reports in conjunction with other officers
  • Appoint Committee chairs
  • Maintain communication with organization advisor
  • Maintain communication with organization alumni
  • Maintain communication with affiliated department or community partner
  • Maintain communication with any affiliated national organization
  • Represent the organization to the University Vice President
  • Assume the duties of the President in his or her absence
  • Serve as an ex-officio member of standing committees
  • Direct constitutional revisions/updates
  • Facilitate officer elections
  • Oversee recruiting of new members
  • Serve as spokesperson for the organization
  • Serve as secondary signatory on financial accounts
  • Assist all executive officers
  • Provide follow‐up to organizational tasks
  • Coordinate executive board officer transitions
  • Represent organization at official functions
  • Provide encouragement and motivation to officers & organization members
  • Serve as Parliamentarian if the this office is vacant


  • Obtain appropriate facilities for organization activities
  • Maintain membership records
  • Maintain activities records
  • Prepare meeting agenda with the President
  • Notify all members of meetings
  • Prepare organization calendar of events
  • Keep the organization informed of both organization and university business
  • Keep and distribute minutes of each meeting


  • Should be familiar with accounting procedures and policies
  • Maintain communication with advisor regarding all funds
  • Serve as the primary signatory on financial forms
  • Serve as chair of the financial forms
  • Pay organization bills
  • Collect any organization dues
  • Keep all financial records of the organization
  • Prepare annual budget and required allocation forms
  • Prepare all funds requisitions
  • Prepare and submit financial reports to members
  • Maintain a financial history of the organization

Additional common officer positions:

Vice President, Parliamentarian, Secretary. Programming/Special Events Coordinator, Fundraising Coordinator, Recruitment Coordinator.

Faculty/Staff Advisor Responsibilities:

Faculty/staff advisors are vital to the success and effectiveness of every student led organization. Advisors serve to equip and empower students to accomplish the mission of their organization and that of Gardner-Webb University.

Advisors should:

  • Be familiar with Information outlined in this handbook.
  • Submit annual funding allocation forms each spring.
  • Oversee spending, accounts & budget.
  • Oversee all scheduling and reservations in MRM.
  • Sign all official forms pertaining to the organization.
  • Communicate information and requests from university to student members as needed including due dates, forms, processes, policies etc. These will come by email.
  • Connect student members to resources as needed.
  • Oversee the organization’s adherence to policy and procedure.

Advisors should avoid:

  • Completing official club paperwork (have students do it.)
  • Planning events without student involvement.
  • Running events, projects or fundraisers.
  • Overseeing club communications.
  • Most of the “grunt” work