Represent OPEN by maintaining a presence in AEA affiliate groups and meetings
Coordinate monthly OPEN Council meetings and outline agendas
Provide support and/or coordinate back-up to Council members in their roles, as needed
Regularly check email and forward to others as appropriate
Ensure all emails to OPEN email addresses are responded to in a timely manner
President-Elect:
Fulfill the duties of the president in their absence
Act as the Council’s liaison to the Events Committee
Support the president in performing the work of the Council
Support OPEN officers to perform their roles and responsibilities
Ensure smooth transition between Councils
Financial Officer:
Maintain the bank account and accounting system
Process Membership Applications and Fees
Prepare and maintain an annual organizational budget
Prepare regular financial reports for the OPEN council (informal) and OPEN membership (annual meeting)
Ensure required business and tax-related paperwork is processed
Communications Officer:
Develop and maintain efficient communications systems
Write, edit, and distribute Newsletter and announcements via current software systems (MailChimp, WildApricot)
Build, improve, and maintain the website
Approve job board submissions
Approve affiliate and community events submissions
Edit and approve blog post submissions
Write and edit event registration confirmations and auto-reminders for registered and unregistered contacts
Create and maintain website pages to flesh out the public face of OPEN
Build Events on website
Coordinate with events committee to send reminders to those registered for events and those not-yet-registered for events
Maintain social media accounts (Facebook, LinkedIn)
Market events, blog posts, recruitment, opportunities, member benefits, etc., on social media accounts
Facilitate additional communications strategies as needed
Maintain a balance between communications benefits to members and maintaining communication with non-member evaluators
Membership Officer:
Identify and promote OPEN membership and member benefits
Maintain membership database
Maintain and promote member benefits on the OPEN website (job board, community events, blog posts)
Coordinate and troubleshoot individual and collective membership issues
Regularly check email and forward to others as appropriate
Respond to inquiries re: OPEN membership
Ensure all emails to OPEN email addresses are responded to in a timely manner
Facilitate OPEN membership promotion at OPEN Events:
Work with Event point-person to ensure a time to promote OPEN membership is designated
Supply OPEN promotional materials
Conduct outreach and recruitment to potential members and other related professional organizations, such as: Accounting and Management Consulting Firms, Government Audit Agencies, Pacific Northwest Association for Institutional Research and Planning, Program Directors and Administrators, Funders, etc.
Attend OPEN Council meetings
Coordinate with Financial Officer as needed
Events Officer:
Recruit Events Committee Members
Schedule and chair regular committee meetings
Ensure planning deadlines are met
Ensure that all committee responsibilities are fulfilled
Outline events committee meeting agenda
Provide support, as needed, to Committee Members when they are point person for events
Encourage creative ideas for engaging participants and providing opportunities for interaction
Regularly check email and forward to others as appropriate
Respond to inquiries re: OPEN events
Ensure all emails to OPEN email addresses are responded to in a timely manner
Design, implement, analyze and report on event evaluations
Provide Communications Officers with Event details at least two newsletters in advance of event
Act as back-up for building Events on OPEN website when Communications Officer is unable to do so
Events Committee Member:
Typically attend 4-6 meetings and assist in planning/implementing 1-2 events per year
Attend Events Committee meetings, supporting Events Chair and programming activities to determine event topics and presenters
If committee member is the point person for an event, they will coordinate and delegate roles for all aspects of the event, assisted by the Event Committee Chair as needed
Ensure logistical needs (space, AV, speaker, projector, web-streaming, printed handouts, etc.) are met for events
Provide Communications Officer with any pre-event digital handouts at least 3 weeks in advance of event
Coordinate with presenter, including testing any videoconferencing needs (screen sharing, breakout groups, etc.), in advance of event
Introduce OPEN at the beginning of each event, including how to become a member, website information, etc.
Introduce presenter(s) at the beginning of each event
Follow-up with presenter and attendees, as needed
Collaborate with Events Chair to design, implement, analyze and report on event evaluations
Act as back-up for Events Chair to regularly check email and forward to others as appropriate
Respond to inquiries re: OPEN events
Ensure all emails to OPEN email addresses are responded to in a timely manner
Act as back-up for building Events on OPEN website (when Events Chair is unable to act as back-up)
Student Liaison:
Represent students who are interested in program evaluation
Maintain a current contact list of Oregon universities and other program evaluation programs at which to market student- and new evaluator-related events and opportunities
Collaborate to meaningfully engage student members, nonmembers, and volunteers
Provide events details to Communications Officer at least two newsletters prior to event
Provide pre-event digital handouts to Communications Officer at least three weeks prior to event
Plan and host 1 student monthly event (with Events Committee) per year
Plan and host 1 conference student session or gathering per year
