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As we approach student leadership election season, one of the best things you can do to help with officer transition is to have each current officer write up a job description for their position. They should write it up as if they were posting a job on some career-search site.
Things that should be included in every job description:
- specific responsibilities
- skills that the best candidate would possess
- previous experience that would be helpful
- a "best estimation" of the number of hours the position demands each week
- a list of meetings this officer is expected to attend
- a list of projects he/she will have to work on with other officers
- the good parts of the job
- the crappy parts of the job
Here's an example:
CHAPTER SECRETARY
Our chapter is seeking a secretary. The positon is for one year, commencing November 14, 2007. The secretary has primary responsibility for keeping the organization in good standing with the national headquarters, the Interfraternity Council, and the university by filling out required reports and applying for awards annually. The secretary is also responsible for maintaining the chapter website (along with a website chairperson), a current roster of members, and minutes from regular and executive council meetings. Other responsibilities include serving on the executive council, overseeing three committees (website, risk management, and awards), submitting monthly reports to the alumni board, and other miscellaneous responsibilities assigned by the chapter president. The ideal candidate must have a computer and printer, and must be able to devote a minimum of 12-15 hours each week to the position. The secretary must attend at least three meetings a week, plus monthly meetings with the chapter advisor. Helpful skills would include: comfort working with alumni, extreme organization skills, a proven ability to meet deadlines, an ability to write clearly, creativity for awards submissions, a strong work ethic, website maintenance, and the ability to work in a team. Previous experience running a chapter committee, as well as a strong working knowledge of university and headquarters requirements, would be extremely helpful. The best part of the job is the awesome responsibility for keeping the chapter in good standing and bringing recognition to the chapter. The tough parts include tracking down brothers on deadlines, responding to last minute requests, and having to keep everything organized. Plus, as the third ranking exec officer, you get 3rd highest room choice when room assignments come out.
You get the idea. Make sure that all candidates read these job descriptions and understand the jobs fully before they run for office. If your current execs are crappy writers, consider simply having a worksheet that asks them to fill out phrases that answer the above criteria.
