Officer Responsibilites

PRESIDENT 

  • Executive officer of the organization
  • Helps to carry out the BAO’s objectives
  • Acts as liaison to the Trinity College Administration
  • Presides at all meetings of the association
  • Conducts meetings according to the By-Laws
  • Appoints all Committees, both standing and special and designates the chairpersons of these committees
  • Ex-officio member of each committee, except the Nominating Committee
  • Supervises the functioning of the elected and appointed officers
  • Shares all college correspondence with executive board
  • Sends notes of thanks to alumni who contribute to the BAO Scholarship
  • Prepares agenda for meetings
  • Performs any other duties required by the office 

EXECUTIVE VICE PRESIDENT 

  • Assists the president
  • Assumes the president’s duties if necessary
  • Chairperson of the committees responsible for the following areas of organization operations:  Alumni Admissions Support, Student Support, Programs, and Development Support
  • Assumes other responsibilities as assigned by the president 

SECRETARY 

  • Notifies members of upcoming meetings
  • Takes roll of attendees at meetings, either verbal or written, and keeps permanent records of who attended
  • Keeps a record of the proceedings and events of the organization including  date and place of meeting, who was presiding, and business conducted
  • Reads the Executive Committee minutes preceding each meeting
  • Prepares and distributes the written minutes, with the president’s assistance, in a timely manner
  • Maintains a file of original agendas and minutes
  • Keeps copies of activity calendars and special events
  • Produces a directory of members of the group
  • Oversees the publication of the newsletter  

TREASURER 

  • Receives all funds of the BAO derived from dues and other sources
  • Maintains an accurate and detailed financial record of all money collected and spent
    • including the Black Alumni Scholarship Fund 
  • Prepares cost-benefit analyses of various endeavors (i.e. will the expense of time, money, effort, etc., be worthwhile in terms of its benefits of money, improved image, and so forth)
  • Familiarizes him/herself with Trinity College’s policies in regard to the use of alumni finances and explains them when necessary
  • Pays or directs payment of all orders and bill of the BAO approved by the Executive Committee
  • Submits quarterly financial reports to the executive committee and an annual report of the financial condition of the BAO at its annual meeting    

VICE PRESIDENT FOR ADMISSION 

  • Serves as the liaison for the BAO to the Admissions Office
  • Builds a strong relationship with the admissions administrator in charge of the Alumni Admissions Support Program
  • Recruits alumni to assist in local admission outreach endeavors
  • Familiarizes him/herself with Trinity College’s policies regarding admission and retention efforts
  • Assists alumni in communicating with prospective students
  • Assists the college, the BAO, and the students with retention efforts
  • Submits quarterly reports to the executive committee and an annual report of the committee’s work to the BAO at its annual meeting 

VICE PRESIDENT FOR PROGRAMS 

  • Responsible planning and arranging intellectual and social programs for the Black alumni
  • Informs the Alumni Office in advance (six weeks) of an event in order to process an invitation for mailing (an additional three weeks in advance for third class mailings)
  • In charge of developing a pictorial and written record (with the secretary’s assistance) of the highlights of the BAO for their term
  • Responsible for planning and arranging the triennial gathering
  • Submits quarterly reports to the executive committee and an annual report of the committee’s work to the BAO at its annual meeting 

VICE PRESIDENT FOR DEVELOPMENT 

  • Liaison for the BAO to the Development Office
  • Responsible for helping the BAO reach its Black Alumni Scholarship goals as well as those of the Trinity College’s Alumni fund
  • Arranges regional phonathons
  • Enlists the aid of recruiters, organizers, and hosts in implementing the phonathon
  • Provides input regarding goal setting, college methods, and feedback from volunteers
  • Maintains records of the scholarship fund and contact with the recipient
  • Submits quarterly reports to the executive committee and an annual report of the committee’s work to the BAO at its annual meeting 

VICE PRESIDENT FOR STUDENT SUPPORT

  • Oversees the mentorship program between alumni and students
    • Responsible for matching students and alum
    • Arranges opportunities for mentors and mentees to meet
  • Liaison for BAO to the Office of Multicultural Affairs
  • Maintains a relationship with the officers of the Black student organizations on campus and reports their needs or concerns to the Executive Committee
  • Submits quarterly reports to the executive committee and an annual report of the committee’s work to the BAO at its annual meeting