Job Descriptions
PRESIDENT
The President of the Staff Assembly
is elected after having served as
Vice President for one fiscal year
of the Staff Assembly. (A fiscal year
is from the first day of July to the
last day of June of the following
year.) The position is therefore a
two-year term.
- Represents the Executive Board
in meetings with the Chancellor;
informs the Chancellor of business
and recommendations of the Executive
Board.
- Is an advocate of the Staff Assembly
in matters of campus governance.
Occasionally, issues arise that
affect the welfare of the staff
(e.g., proper representation in
a campus committee). As an advocate
for the staff, the President, along
with the Executive Board, may mediate
such issues.
- Carries out business as outlined
in the UCR Staff Assembly bylaws.
- Working with the Executive Board,
develops a strategic plan to carry
out mission critical efforts.
- Calls and presides at Executive
Board meetings. Working with the
Executive Board, prepares an agenda
for scheduled monthly meetings of
the board, held on the third Wednesday
of the month. Coordinates editing/distributing
the meeting minutes taken by the
Recording Secretary to the Executive
Board.
- Coordinates Staff Assembly General
Meetings, held once per quarter.
Arranges an agenda and speakers
and ensures the attendance of the
Chancellor for distribution of Service
Awards.
- Works with the Treasurer to coordinate
budget expenditures and review accounts.
Co-signs with the Treasurer all
orders for disbursement of funds
as directed by the Staff Assembly
or Executive Board or designates
an appropriate representative to
serve instead.
- Serves as the senior representative
for the UCR campus to the Council
of UC Staff Assemblies (CUCSA).
Represents the Staff Assembly Executive
Board at CUCSA meetings, held quarterly
in alternating UC campuses and hosted
by the local Staff Assembly Executive
Boards. Coordinates hosting the
CUCSA meeting at UCR if required.
- Appoints new committee members
(if a resignation occurs).
- May vote only in case of a tie
vote.
- Serves as nonvoting ex-officio
member of all committees except
the Nominating Committee.
- The President of the Staff Assembly
annually will make arrangements
for an internal audit to be undertaken
in order to insure fiduciary
responsibility, in accordance with
the following guidelines. The
audit will coincide with the installation
of new officers in July of
each academic year. The audit will
be performed together by the
incoming Treasurer (except in cases
where the Treasurer is returning
for a second term) and by the Ways
and Means Chair. It will not
involve directly the incumbent Treasurer,
President and Vice
President, as those positions have
direct decision-making authority
on budgeting and expenditure of
Staff Assembly funds. However, the
incumbent Treasurer will be available
to answer questions raised in
the course of the audit. In those
years in which the Treasurer is
returning for a second term, the
audit will be performed by the Ways
and Means Chair and a past Treasurer
of the Staff Assembly, or a
volunteer staff member as determined
by the Executive Board. At least
one of those performing the audit
should have successfully completed
the UCR Financial Accountability
Training and have familiarity with
fund accounting as practiced at
UCR.
VICE PRESIDENT/PRESIDENT-ELECT
The Vice President (President-Elect)
is expected to have an active role
in all aspects of the Staff Assembly,
because the individual is preparing
for the role as President in the following
year.
- Performs the duties and exercises
the powers of the President in the
absence of the President in accordance
with the Staff Assembly bylaws.
- Serves as the junior representative
to the Council of UC Staff Assemblies
(CUCSA).
- Is a voting member of the Executive
Board and a nonvoting ex-officio
member of all committees.
- Assists the President and Executive
Board as requested in developing/refining
the Staff Assembly strategic plan
and planning and executing Staff
Assembly initiatives and events.
STANDING COMMITTEE CO-CHAIRS
Coordinates the activities of all
Staff Assembly Standing Committees:
Staff Welfare, Elections, Scholarships,
Staff Memorial, Committee for Selection
of Outstanding Staff Awards.
- Actively recruits volunteers for
Standing Committees and maintains
a list of participants for each
committee.
- Assists committees in obtaining
a chair.
- Acts as a liaison between the
Executive Board and Standing Committees.
- Assists other committees and creates
ad-hoc committees as needed.
TREASURER
Manages the fiscal aspects of all
Staff Assembly finances.
- Processes/monitors transactions.
- Prepares/interprets financial
reports.
- Is a standing member of the Ways
and Means Committee.
CORRESPONDING SECRETARY
Responsible for all correspondence
duties for and on behalf of Staff
Assembly. May be given responsibilities
from other Staff Assembly positions
to balance the Executive Board workload.
- Sends cards to staff members as
they experience significant events
such as retirement or loss of loved
ones.
- Maintains a record of correspondence
sent.
- Sends welcome letters to all new
staff and coordinates the "Staff
Assembly Welcome Gift" program at
General Meetings.
- Composes and distributes miscellaneous
correspondence as requested.
- Maintains a supply of retirement
and sympathy cards.
RECORDING SECRETARY
Records minutes of the Executive
Board meetings.
- Sends out minutes to officers
in a timely manner.
- Keeps a file of all minutes recorded
as reference.
WAYS AND
MEANS CHAIR
Organizes a Ways and Means Committee
to support fundraising activities
throughout the year to raise money
for Staff Enrichment Scholarships
and other causes that benefit and
promote the well-being of UCR staff
members.
- Manages all fundraising activities
as outlined in the Staff Assembly
strategic plan.
- Presents fundraising ideas and
projects to the Executive Board
and reports on fundraising activities.
- Coordinates all activities with
the Social Committee chair to ensure
event cohesiveness.
- Oversees the long-range financial
planning of events.
SOCIAL COMMITTEE CHAIR
Organizes a Social Committee to plan
and execute recreational activities
for participation by all UCR staff.
- Varies the type and cost of activities
organized. Provides transportation
when applicable.
- Organizes events/activities to
show appreciation of UCR staff.
Plans and organizes the welcome
event in the fall, the winter event
in December, and the end-of-the
year event in June.
- Solicits items for drawings at
Staff Assembly General Meetings
and events.
COMMUNICATIONS CO-CHAIRS
Coordinates the publication of the
Bear Essentials newsletter,
designs and maintains the Staff Assembly
Web site, and prepares other Staff
Assembly communication tools as necessary.
- Solicits stories and content for
the Bear Essentials newsletter
from staff, edits the content of
the newsletter and places it on
the Web site; creates a paper form
of the newsletter for distribution
to staff without computer access.
- Ensures the accuracy and appeal
of the Web site by adding new/revised
items of importance to staff and
ensuring that upcoming events/fundraising
opportunities are posted and included
on the Events calendar.
- Updates the Staff Assembly brochure.
- Updates letterhead for use in
correspondence.
- Prepares certificates for service
awards to be presented at General
Meetings.
PAST
PRESIDENT
Serve on the Executive Board in
a nonvoting advisory capacity.
CHANCELLOR'S LIAISON, EX OFFICIO
- Attend Staff Assembly (SA) Board meetings.
- Take concerns expressed by SA Board to the Chancellor/Associate Chancellor (or other party, e.g., VCA, re: climate issues) for discussion/follow-up.
- Participate in SA-sponsored activities and as otherwise necessary.
- Coordinate visits between the Chancellor and SA Board or Assembly.
- Convey the Chancellor's viewpoint on issues under discussion when that position is known; if not known, follow through with the Chancellor/Associate Chancellor.
- Refrain from voting or otherwise participating in SA Board voting matters.
