Chapter Vice President Job Description
Responsible to:
- Chapter president
- Chapter members
- Oregon School Employees Association
Job Description
- Assists the president with their duties
- Presides over meetings in the absence of the president or when called by the chair
- Serves on committees when appointed by the president
- Attends all other meetings when asked by the president
- Active voting member of the executive board
- Performs other duties as assigned
Time Required
The time required will vary from chapter to chapter and from month to month based on the chapter size and duties to be performed.
Inservice Training
Training provided by OSEA staff for officers as requested
Qualifications
- Leadership skills
- Communication skills
- Commitment to OSEA
Comments
The vice president is only a breath away from the presidency. The vice president should be someone who is willing to take on the presidential duties as required.
Length of Service
As determined by chapter constitution/bylaws
What should you do first?
As vice president of your chapter, you are an important part of the leadership team. Generally, the vice president is expected to prepare to serve the chapter as president in the future. The vice president is often elected president if they choose to run. Certainly, the vice president is to assume the role of president in an emergency if the current president is not available and to assume the office if the position becomes vacant. To prepare for both of these possibilities, the vice president should know the structure of OSEA and the services available to the membership as well as the chapter’s constitution/bylaws, board policy and standing rules.
The vice president should attend all executive board, chapter and special meetings, and serve on committees at the direction of the president.
Duties and Responsibilities
The vice president performs many duties at the direction of the president. These duties assist and strengthen the chapter. An active vice president must:
- Prepare to serve as president
- Attend all chapter and executive board meetings
- Attend other meetings as directed by the president
- Serve on all committees to which you are assigned
- Become familiar with the structure of OSEA as well as the chapter’s constitution/bylaws, board policy and standing rules
- Understand OSEA’s organization and services beyond the local chapter
- Attend OSEA events, workshops, trainings and seminars as requested
In addition, the vice president can serve the chapter with direction and permission from the chapter president by:
- Planning and arranging programs for chapter meetings (i.e., speakers, films and special interest events)
- Conducting membership drives on behalf of the chapter
- Attending school board, personnel and other meetings either with the chapter president or in the president’s place
- Assist with communication to chapter members
- Plan social events and chapter activities that provide opportunities for members to get acquainted
Prepare to Serve as President
A vice president will be much better prepared to take on the responsibilities of the presidency if they will keep in close touch with the current chapter president and give the president their support and assistance. Through good communication, the vice president will learn about existing problems, what is being done to resolve those problems and how to seek assistance for the various concerns members express.
A vice president needs to be familiar with the mechanics of conducting a meeting and with parliamentary procedures. They should know how to set up meetings, develop agendas, arrange for facilities and even know how to make coffee. The vice president should also know the president’s schedule of meetings aside from the regular chapter and executive board meetings.
The vice president should read bulletins sent from OSEA to be able to answer members’ questions about OSEA’s programs, such as those for scholarships, insurance and member benefits.
Attend Chapter and Executive Board Meetings
It is imperative that, as a chapter officer, you set aside the meeting dates on your calendar and make every effort to be present. Members expect to see their officers at the meetings.
Executive board meetings are extremely important and your attendance is necessary. Generally, the items considered at executive board meetings come before the general membership at a future chapter meeting. Voice your opinions at meetings so that the executive board can consider each item thoughtfully before bringing it before the members. Many problems or concerns can be worked out at executive board meetings so that the chapter can operate smoothly and harmoniously.
Attend Other Meetings
The president may direct the vice president to attend negotiation planning meetings, worksite organizer or steward meetings, workshops, etc. — especially when the meetings conflict with one another.
Serve On Committees
Committees help keep a chapter active and effective and are necessary to perpetuate “member control”; however, a person can give only so much time and effort. A good chapter vice president can organize committees to involve many of the members. As members become active, you can identify the future leadership and add to the people working together to make chapter projects successful.
Become Familiar with Policies and Procedures
It is wise for all chapter officers to have a copy of the chapter’s constitution/bylaws and standing rules and to know what they contain. Some of the biggest internal problems are created when officers do not follow chapter rules simply because they have not read them.
By the same token, officers must follow the OSEA Constitution, Board Policy and Standing Rules when they pertain to the chapter. The chapter president should have copies and keep it updated as new policies are developed by the OSEA Board of Directors. Do your part to see that the executive board adheres to the policies. Also, acquaint the membership with these documents so they understand OSEA’s responsibilities and activities.
Other Duties
The items mentioned in this section should be discussed with the chapter president or executive board as their direction is necessary before assuming these responsibilities.
- Membership surveys: You may want to survey members to determine the type of program or entertainment they want at meetings. There may be a special interest or need, such as a self-defense course, someone from a utility company to discuss how to cut utility costs, someone from the Internal Revenue Service to discuss preparation of tax forms, etc. Seek programs that respond to their requests. When you arrange for speakers by phone, always follow up with a confirming letter. Be sure to determine whether there is a charge for the speaker and if funds are allocated for the speaker in the budget. Some cities have speakers bureaus whose experts will talk on a wide variety of subjects without cost.
- Membership drives: Membership drives should be ongoing from year to year. They are always necessary. As vice president, your constitution/bylaws may assign to you (or you may be willing to assume) the responsibility of setting up an effective and continuous membership campaign. Materials are available from field offices and the OSEA State Office in Salem. It is much easier to gain a good contract in negotiations when the employer knows the majority of the employees support OSEA.
Chapter representation at employer board meetings is necessary to keep abreast of the employer’s actions concerning personnel and budgetary matters. The vice president can attend these meetings as the chapter’s official representative if the president directs them to do so. Anyone may attend, and a vice president should do so as often as possible, not only to be informed, but also to lend support to the president and other chapter members who attend. It is less likely bargainable items will appear on an agenda or action will be taken improperly if the chapter has a history of being present to observe the employer’s activities and to raise questions about and object to proposed actions subject to bargaining.
A vice president may accept responsibility for preparing specific communications to be sent out by the chapter reporter or secretary. They may be in charge of establishing a communication network that can be an alert system or a designated representative at each worksite who the vice president contacts regularly. Information published or shared orally with chapter members should be accurate. The vice president must be alert to the items under discussion and make sure the facts are correct. A good vice president will know who chapter members should contact with questions or problems and direct them to the proper person for assistance.
Some chapters have more than one vice president with specific duties as outlined in their constitution/bylaws and standing rules and who share duties and specific committees or responsibilities assigned each year.
Summary
The structure of your chapter and the tasks a vice president performs beyond the basic constitutional duties of the office will be up to the chapter members, the executive board and the president. There are many ways you can help strengthen your chapter. As a leader, you will want to make this year and every year the best ever for your chapter. By showing enthusiasm and performing the duties of your office, you will find others becoming more interested in what OSEA is doing. By getting others involved, you will find that you and your fellow leaders have indeed made this the best year ever for your chapter.