MBAA EXECUTIVE COUNCIL AND VP POSITION DESCRIPTIONS

This document describes the responsibilities of each MBAA position, its primary goals and an approximation of the time commitment involved. As each position evolves, these goals should be updated annually. Last Updated: January 2008

President

Description:
The President shall be accountable and responsible for the annual strategic planning and formation of MBAA initiatives and goals. The President is also charged with maintaining close relations with the Dean of the Business School, the Assistant Dean for External Relations, the MBA Program Director, the Business Connections Center staff and the Directors of the other graduate business programs. The President shall preside at all Executive Board, Council and General Membership meetings.

Duties:
• Aid officers in developing their strategic initiatives to fulfill their duties
• Coordinate MBAA marketing efforts, including membership and participation in the MBAA, to students in all of the graduate business programs
• Collaborate with the Dean and External Relations Office on issues related to the strategic plan of the business school
• Attend Dean’s business leadership events throughout year as representative of the MBA program
• Work with Directors of other graduate programs in the business school to cultivate networking opportunities throughout the year
• Plan quarterly Breakfasts with the Dean
• Represent the business school through attending business school advisory board meetings, graduate business conferences and legislative events, as necessary
• Serve as Chair of Paccar Award for Teaching Excellence Committee and recruit 1st and 2nd year involvement on committee
• Distribute student and teaching awards at graduation
• Attend Class Agent meetings organized by the Alumni Relations Manager

Goals:
• Encourage and achieve 100% membership in the MBAA of incoming first year students
• Increase marketing of membership and involvement in MBAA and business school clubs to all graduate business program students
• Incorporate all graduate business students into MBAA and club activities, including identifying students to serve as liaisons from the various programs in order to help with marketing of MBAA and club events
• Establish documentation and knowledge transfer of key MBAA position descriptions, initiatives and accomplishments to incoming officers

Time Commitment:
• 5-8 hours per week

Executive Vice President

Description:
The Executive Vice President shall be accountable and responsible for short-range program execution and coordination of the activities of the nine divisional Vice Presidents and clubs. The executive Vice-President shall assume the duties of the President in the President’s absence.

Duties:
• Coordinate annual strategy planning session for new MBAA officers
• Hold all-clubs meetings to ensure cohesion and communication between clubs
• Help with knowledge and resource sharing by keeping up to date on initiatives and projects of MBAA and Club officers through the intranet, e-mail, and attending planning meetings.
• Help to mediate any conflicts among MBAA and/or clubs with projects and/or events
• Additional projects as needed by the MBAA officers
• Serve on PACCAR Teaching Award committee

Goals:
• Hold an all clubs meeting two times per quarter (on average)
• Create a club officers handbook that can be posted online to facilitate the transition of officers
• Organize and create a calendar of club networking events such that dates are coordinated amongst clubs and with the BCC and Director of Corporate Relations
• Help implement cohesion initiatives as part of MBAA strategy

Time Commitment:
• 3-5 hours per week

Secretary

Description:
The Secretary shall be accountable and responsible for the administrative functions of the Executive Board and Council. Additionally, the Secretary shall be responsible for annual MBAA elections. The Secretary shall assume the responsibilities of the Executive Vice President in the Executive Vice President’s absence.

Duties:
• Recording and distributing MBAA meeting minutes
• Updating and maintaining information on the white board in the MBA Lounge
• Maintaining the official online MBA Calendar of Events
• Conducting MBAA elections

Goals:
• To keep the MBA student body well informed about the events and opportunities occurring within the MBA program and the business school
• To ensure that the MBAA is free from any administrative or logistical barriers that may hinder the officers from performing their respective jobs

Time Commitment:
• Approximately 1-1 ½ hours per week
• Approximately 8 hours per week during elections

Treasurer

Description:
The Treasurer shall be accountable and responsible for the planning and management of the annual budget. Additionally, the Treasurer shall be the liaison between the MBA Program Office and student clubs for the disbursement of MBA Program Office sponsorship funds. The Treasurer shall assume the responsibilities of the Secretary in the event of the Secretary’s absence.

Duties:
• Quarterly revision of MBAA budget
• Approval of budget allocations and disbursements
• Communicate with the Program Office and student clubs with regard to club sponsorship expenditures
• Coordinate LEAD Week student club membership dues collections
• Maintain MBAA and student club membership records
• Project manager and financial administrator of student business card orders
• Collect and audit MBA wear sales revenue and MBAA quarterly social events ticket sales
• Maintain MBAA internal account at the UW Accounting Office
• Maintain accurate and up-to-date financial records
• Monthly bank reconciliations

Goals:
• To improve MBAA financial record keeping by transferring data from Excel to MS Money
• To better inform the greater student body about MBAA’s revenue and expenditures by:
o Posting MBAA budget breakdown on MBAA’s website
o Publishing quarterly MBAA financial report
• To increase awareness of the monetary resources available and make sure all MBAA and club officers have adequate budget allocations to achieve their goals and bring optimal value to the greater student body
• To promote understanding among non full-time graduate business students that the MBA lounge is provided by the MBAA and is purely student-funded.

Time Commitment:
During LEAD Week and first 2 ½ weeks of Fall quarter:
• About 15 hours per week. Time mostly spent on membership record keeping, membership dues receipts and compiling business card orders.
Other times of the year
• Average about 10-15 hours per month. Time mostly spent on answering emails, revising budget, collection and disbursement of funds, bank reconciliations, trips to the bank, etc.

Vice President of Academic Affairs

Description:
The VP of Academic Affairs serves as a liaison between faculty and students to resolve academic issues concerning course scheduling, faculty feedback, curriculum requirements, and course loads.

Duties:
• Serve as a vehicle for feedback from students to faculty and vice versa
• Assist in fostering relationships between faculty and students
• Oversee awards for outstanding faculty and students
• Survey and decide upon awards for:
o Professors of the Quarter
o Professors of the Year
o Daniel R. Siegel Service Award
o Dennis Dahl Student Service Award
o Serve on PACCAR Teaching Award committee

Goals:
• Increase coordination with evening program representative to administer faculty of the quarter awards, including support with surveying and compiling results

Time Commitment:
• 2 hours per month

Vice President of Alumni Affairs

Description:
The VP of Alumni Affairs serves as the primary liaison between graduate students, alumni and the Alumni Relations Manager within the business school.

Duties:
• Serve as primary student contact for the Alumni Relations Manager (Chris Marx)
• Facilitate communication and sharing of resources between Alumni Association and Development Office and the MBA student body (clubs, etc.)
• Generate support for and encourage participation in Alumni events, and visa-versa (alumni participation in student events)
• Organize volunteer efforts to energize Alumni development, such as semi-annual phone call outreach to encourage alumni participation and to maintain current contact information
• Communicate current state of program and opportunities to get involved to Alumni through the alumni newsletter
• Organize class gift and fundraising
• Assist and attend Alumni socials (Homecoming, invitation to Prime Week barbecue, fall and spring alumni appreciation barbecues)
• Attend Class Agent meetings organized by the Alumni Relations Manager
•Organize the Alumni Lunches program to build relationships between the school and the alumni community and gather feedback
• Increase number of social functions where students and alumni interact casually, such as tailgate parties, TGs, C4C auction, speakers, etc.

Goals:
• Build the cohesiveness of the alumni of the UW MBA program • Alumni stewardship, to include tracking of club and program involvement of alumni. This could culminate in some form of annual recognition
• Proponent that seeks to understand how current classes can better bring value to Alumni (Possible second year service program where students contact Alumni to ask if they have any questions about the current program, etc.)
• Facilitate the building and completion of an accurate Alumni database

Time Commitment:
• 2-4 hours per week

Vice President of Business and Community Relations

Description:
The VP of Business and Community Relations works with the BCC, Program Office, External Relations, and Alumni Affairs to ensure student interests are represented and facilitates communication with the student clubs. The position also serves on the board of the Business and Economic Development Program for a one-year period.

Duties:
• Participate as student representative in bi-monthly Communications meetings sponsored by the External Relations department
• Assist clubs in their efforts to make and maintain contacts with the local community
• Serve on the Business and Economic Development Program (BEDP) Advisory Board.
• Coordinate one BEDP TG to introduce students to the program
• In partnership with the BCC and Club officers, lead in the implementation of a Career Training brown bag series in the Fall quarter
• Organize and coordinate a quarterly senior executive speaker program (prospective duty)
• Communicate and oversee the process of ensuring all club officers report brown bag and networking night contacts to the BCC
• Serve as student and printer liaison for business cards

Goals:
• Increase student participation and awareness of BEDP
• Increase MBA student communication and involvement with External. In the process of identifying student contacts at top 25 companies
• Assist the BCC in identifying and tracking professional contacts made through club events
• Increase awareness of the UW MBA program throughout the Seattle business community
• Bring 2-3 senior-level executives to the business school as part of Quarterly Senior Executive Speaker Program (program forming as of Jan. 2003)
• Serve as MBA Brand contact for student clubs for any branding issues or questions

Time Commitment:
• 3 hours per week

Vice President of External Student Affairs

Description:
The VP of External Student Affairs is the social event coordinator for the entire MBA Program. The VP will plan and execute one major social event per quarter that will take place off-campus. In addition to the parties, the VP will also coordinate volunteers for PRIME Week and Graduation.

Duties:
• Find a venue for the parties and negotiate a contract that will work within the allotted budget
• Market and advertise the party to all students. This includes the non-day students as well.
• Take part in all the necessary planning to execute the event, i.e., set ticket prices, keep track of paid attendees, interface with vendors, coordinate entertainment, design invitations and/or flyers, recruit volunteers, design informational website, coordinate carpools/transportation for the party-goers, etc.
• Recruit volunteers for PRIME Week and Graduation (work with MBA Program Office)

Goals:
• Plan a party that will be fun and memorable for everyone who attends
• Attendance of at least 150 for the Fall and Spring parties
• Attendance of at least 80 for the Winter Wine Tasting
• Attendance from all of the MBA programs

Time Commitment:
• 2-3 hours per week to research venues for the parties (searching, checking prices, visiting the venue, etc.)
• For the 3 weeks before an event, 10-15 hours per week may be required to fulfill all the duties necessary to execute the event successfully. On the night of the event, expect to arrive one hour early and stay for the entirety of the event.

Vice President of Information Technology

Description:
The VP of Technology is responsible for serving as a liaison between the student body and the various technology entities on campus, facilitating an efficient flow of information to students using technology mediums, and for helping to grow the technology infrastructure within the UW Business School such that the school lives up to its reputation as a “technology program”.

Duties:
• Interact with incoming 1st year students to ensure that information and high-tech resources are clearly available and easy to find (i.e. resources available, where to buy and how to install wireless cards, how to set up a UW e-mail address or student web page, etc.)
• Participate and help manage Student IT Advisory Committee with program office. Responsibilities include acting as 2nd year member, enlisting the help of alums and 1st years (VP candidates). Committee responsibilities include attending quarterly updates with business school IT committee to provide student input and collect information about progress to communicate to the graduate student body.
• Serve as the webmaster of the MBAA website and MBAA Intranet. Document changes and maintain website such that the process propagates from year to year.
• Give assistance to clubs in administering their web sites. Work to achieve a consistent look and feel to individual clubs while allowing for creative expression
• Coordinate printing resources and their allocation from MBAA funds or other sources.
• Assist in managing communications through mailing lists / discussion boards such that all the various MBA groups remain in the loop and that knowledge is retained through the Intranet
• Work in tandem with Hi-Tech club to create helpful presentations for technologies such as PowerPoint presentations, Excel spreadsheets and basic web page design for incoming students

Goals:
• Indoctrinate all incoming MBAs during PRIME Week about UW Technology:
o UWICK software package
o Web sites explanation
o Connectivity, wireless installation instructions, current pricing information
o Comprehensive listing of on-campus technology resources
o Listing of technology personnel within the program who can provide assistance (i.e., Allen Tran in Ebiz, MBAA VP of IT, IT leader for program office…)
• Create and document a training session with Hi-Tech club for Excel, PowerPoint and Dreamweaver/Ultradev to help students become familiar with computer labs in Balmer, the tools necessary for the first year and with student web page facilities.
• Implement an MBAA website that provides a single point from which all MBA-relevant sites on campus can be found
• Find alumni for incorporation into student advisory committee – implement in Winter and Spring with 1st-year VP candidate
• Hold web design class for club webmasters – provide design templates supporting consistent look and feel. Follow up throughout year.

Time Commitment:
• 2-4 hours per week

Vice President of Internal Student Affairs

Description:
The VP of Internal Student Affairs is responsible for planning and coordinating all of the MBAA-sponsored social events held within the business school. Work with the Program Office, Global Business Center, Business Connections Center and Business and Economic Development Program in the coordination of these events.

Duties:
• Plan 6 TG's (informal social events typically held in MBA Lounge) per quarter
• Order, inventory and sell MBA Wear
• Encourage participation in Inter-Graduate Halloween Party and sell tickets to MBA students
• Procure membership gift for new MBAA members, distributed during PRIME week to incoming 1st year students

Goals:
• Improve the overall TG experience (food improvement) as well as successfully merge TGs with club-sponsored cultural events.
• Obtain sponsorship from various clubs and/or business school departments for TGs when appropriate
• Lower the price of MBA Wear even more through negotiating with various vendors

Prospective Goals:
• Enhance the "get to know your officers" initiative by compiling photos and posting them in the MBA Lounge
• Create an end-of-year CD photo album highlighting various MBA events to give to graduating class at graduation

Time Commitment:
• 3-4 hours per week

Vice President of International Affairs

Description:
The VP of International Affairs works with the various groups within the business school (MBA Program Office, Business Connections Center, current and prospective students) to improve the MBA experience of our current international students. In addition, this position assists international applicants and international alumni.

Duties:
• Coordinate the MBA Orientation for International Students
• Enhance communication among international students, other students, faculty, MBA Program Office, BCC and alumni
• Organize social events for international students
• Enhance the involvement of international students in program activities
• Help out prospective international students
• Prepare MBA Guide in foreign languages
• Network with groups of alumni in other countries
• Coordinate international student-related activities with CIBER, GBA and other clubs

Goals:
• Identify at least one current student contact (preferably from same region) for each prospective international student
• Improve the International Student Orientation experience
• Organize TGs with international themes (minimum: once per quarter)
• Help with the career training workshops designed for international students and provide related feedback to BCC

Time Commitment:
• 3 hours per week

Vice President of Program Development

Description:
The VP of Program Development is responsible for leading student involvement in marketing the MBA Program to prospective students.

Duties:
• Oversee Ambassador program
o Recruit 2nd years for fall quarter
o Recruit 1st years with more rigorous screening
o Coordinate with admissions office and student ambassadors to host individual prospective student visits
o Work with program office and student ambassadors to improve program development to enhance visits, such as better communications, tracking results
o Gather profiles to enhance matching with visitors
o Fund lunches
• Help coordinate calling teams to follow up with admitted students and answer questions
• Serve as the MBAA representative to the Program Marketing Committee
• Work with MBA Program Office and EVP to execute prospective student and Preview visit days
• Support improvements to business school website as it relates to marketing of Business School

Goals:
• Collaborate with Program Marketing Committee to investigate current perception and positioning of the MBA program to both employers and prospective students
• Investigate a program whereby current students are given a subsidy to host a visiting student overnight to defray some of the costs of visiting the UW. Kellogg currently has a similar program.

Time Commitment:
• 1-2 hours per week (may increase somewhat given recent re-formation of the Program Marketing Committee)

Vice President of Resource Development

Description:
The VP of Resource Development is responsible for MBA-related facilities, specifically the management and development of the MBA Lounge. Oversight of the lounge includes maintenance issues as well as planning, purchasing, and organizing any improvement projects. Recent improvements include the development of a MBA lounge kitchenette, renovation of furniture and cubicles, carpeting, and improved power accessibility.

Duties:
• Oversee the MBA Lounge including:
o Water supply
o Phones
o Refrigerators
o Microwaves
o Wall Space
o Computers
o Furniture - Chairs, tables, desks, dry erase boards, cubical walls
o Security - ensure doors close correctly
o Alarm on entrance - update code as necessary
o Report any maintenance
o Lockers
o Dressing Room
o Computer Lab
o MBAA Office
• Support improvements to school facilities and project planning, as necessary
• Coordinate with relevant faculty/administration regarding MBA student classrooms - up keep, modifications, etc.
• Serve as liaison between program office and MBA lounge and facilities.
• Coordinate all billing information with respect to facilities operation costs
• Purchase all necessary supplies for the lounge: paper towels, dry erase pens, cleaning supplies, furniture from campus storage surplus
• Reserve the lounge for student events and update online MBA calendar with such events
• Communicate the weekly cleaning schedule of the Lounge to club presidents
• Monitor general cleanliness of MBA Lounge

Goals:
The goal of this position is to create a high quality shared space for the benefit of all members of the MBA student community.

Time Commitment:
• Maintenance issues often average less than 30 minutes per week
• Improvement projects may result in an additional hour a week for planning and implementation

Vice President of Evening Student Internal Affairs

Description:
The VP of Evening Student Internal Affairs is the social event coordinator for the evening MBA Program. The VP will plan and execute at least one major social event per quarter that will take place off-campus. In addition to the major social event, the VP will be responsible for monitoring and facilitating student interaction and networking and will provide opportunities for evening students to network with each other outside of class. This person will also be responsible for working with student clubs and organizations to ensure a balance of evening activities have been scheduled and will work with the student affairs VPs to help organize social events to encourage full-time and evening student collaboration and networking. The two evening vice presidents will work as a team to ensure the budget and all event plans are aligned and will both serve as liaisons and mentors to the evening class section representatives.

Duties:
• Find a venue for the parties and negotiate a contract that will work within the allotted budget
• Market and advertise the party to all students
• Take part in all the necessary planning to execute the event, i.e., set ticket prices, keep track of paid attendees, interface with vendors, coordinate entertainment, design invitations and/or flyers, recruit volunteers, design informational website, coordinate carpools/transportation for the party-goers, and survey attendees to monitor satisfaction and gather feedback for improvement
• Plan activities will be fun and memorable for everyone who attends including off-campus events like wine-tasting, ball games etc.
• Attendance of at least 50 evening students for the Fall and Spring events and attendance from all other MBA programs
• Contribute to end-of-year CD photo album highlighting various evening MBA events to give to evening graduating class at graduation

Time Commitment:
• 2-3 hours per week to research venues for the events (searching, checking prices, visiting the venue, etc.)
• For the 3 weeks before an event, 10-15 hours per week may be required to fulfill all the duties necessary to execute the event successfully. On the night of a major event, expect to arrive one hour early and stay for the entirety of the event.

Vice President of Evening Student Business Affairs

Description:
The VP of Evening Student Business Affairs shall be accountable and responsible for the planning and management of the annual evening student budget. Additionally, the VP shall be the liaison between the MBA Program Office and student clubs for the disbursement of evening event funds. This person will also be responsible for creating business networking activities with current evening students’ companies such as meet-the-firms and company visits and will be charged with marketing these events to the entire MBA program to ensure all students have the opportunity to participate in these events. The two evening vice presidents will work as a team to ensure the budget and all event plans are aligned and will both serve as liaisons and mentors to the evening class section representatives.

Duties:
• Gather requirements , propose and receive approval for the evening budget by the council
• Maintain accurate and up-to-date financial records of evening student sponsored events
• Market and advertise business networking events to all students
• Take part in all the necessary planning to execute the business networking events, i.e., work with company contacts to plan events, keep track of attendees, interface with vendors, identify and coordinate with evening students to host their company events, coordinate entertainment, design invitations and/or flyers, recruit volunteers, design informational website, and survey attendees to monitor satisfaction and gather feedback for improvement
• Send weekly evening newsletter to all evening students alerting them of after-work networking opportunities

Time Commitment:
• 2-3 hours per week to research companies and hosts for the events
• For the 3 weeks before an event, 10-15 hours per week may be required to fulfill all the duties necessary to execute a major event successfully. On the night of a major event, expect to arrive one hour early and stay for the entirety of the event.