Club Volunteer Roles

Clubs of different sizes will have different volunteer needs. Smaller clubs may be able to run smoothly with two to five engaged volunteers, while larger clubs may need a broader group of volunteers to share club responsibilities.

We recommend that all clubs have a board or steering committee of designated volunteer leaders who meet on a regular basis to plan club activities, review progress, discuss challenges, and celebrate successes.

We suggest that clubs use the roles below to build leadership and volunteer committees that meet the needs of your particular club.

President/Co-President/Steering Committee Chair/Co-Chair

Leadership Role: The Club President or Steering Committee Chair has overall responsibility (in partnership with a Vice President or other Steering Committee Members) for the club, and is the primary contact in the club area for Vassar alums (unless that duty is delegated to another volunteer).

Term Limit: 3 years with option to extend for another term

Duties Include:

• Maintaining regular contact with staff liaison (no less than once a month).
• Scheduling regular meetings and planning sessions for club leadership volunteers (monthly conference calls are recommended with in-person meetings whenever possible).
• Monitoring and participating in the implementation of planned events.
• Assigning responsibilities and creating committees as necessary.
• Financial oversight, submission of receipts to Advancement staff, etc. (unless delegated to another club leader).
• Providing Advancement staff with event attendee lists (when those lists are not collected through an online registration process).

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Vice President/Co-Vice President

Leadership Role: The Club Vice President has overall responsibility (in partnership with the President) for the club, and is the secondary contact in the club area for Vassar alums (unless that duty is delegated to another volunteer). When the President’s term ends, the Vice President will be the de facto first choice to move into the presidency.

Term Limit: 3 years with option to extend for another term

Duties Include:

• Assisting the President with all duties, including regular contact with Advancement staff when necessary.
• Managing the club’s broadcast email and event registration creation, submission, and testing in partnership with Advancement staff.
• Monitoring planned events and assisting with collection and submission of attendee data (when necessary).
• Ensuring that photographs are taken at club events and shared with Advancement staff.
• Assisting with financial oversight (when necessary).

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Program Chair/Program Co-Chair

Ledership Role: The Program Chair is responsible for recruiting members for and overseeing the work of the committee that plans and executes the club’s programming in partnership with the Office of Advancement at Vassar College.

Term Limit: 3 years with option to extend for another term

Duties Include:

• Recruiting alums (and parents, when appropriate) who represent the diversity of the region’s constituents to serve on the committee.
• Developing an annual program plan for the club with this committee and with consultation from the club’s President/Vice President/Steering Committee.
• Ensuring the number and type of programs offered are targeted to appeal to the club’s constituency and are in line with the College’s goals.

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Communications Chair/Co-Chair

Leadership Role: The Communications Chair will ensure that club communications are well-coordinated, timely, and reflect the branding and values of Vassar and the Alumnae/i Association of Vassar College (AAVC).

Term Limit: 3 years with option to extend for another term

Duties Include:

• Participating in the club’s annual program-planning and bringing a communications perspective to the planning process (Marketing, PR, invitations, RSVPs, minimum lead-time for implementation, saturation, accessibility, etc.).
• Creating and implementing the club’s comprehensive communications plan in coordination with the Program Chair(s) and Social Media Coordinator. Ensure that email, print, and social media are considered.
• Submitting, or serving as point-of-contact/liaison for, all broadcast email and event requests. Participating in request form training as needed.
• Curating content and images for invitations, and supplying the club’s social media volunteers with content, as appropriate.
• Remaining informed about Vassar.

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Social Media Coordinator

Leadership Role: The Social Media Coordinator is responsible for managing the club’s online presence (Facebook page/group, Instagram, LinkedIn, WhatsApp, X, etc.) and may work closely with the Communications Chair to strategize about and coordinate content for the page.

Term Limit: 3 years with option to extend for another term

Duties Include:

• Ensuring that the club’s social media accounts and online presence are up to date and well coordinated with the club’s broadcast email and event registration efforts.
• Posting event information and photos before and after events whenever possible.
• Sending image/s and event summary to Advancement after each event.
• Posting relevant content sent out by Advancement.
• Responding to posts and online inquiries as needed.

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Virtual Events Coordinator

Leadership Role: The Virtual Events Coordinator is responsible for running virtual club events and handling the technical aspects of Zoom. This volunteer should understand Zoom functionality, and may work closely with the Program Chair/Committee members to plan and execute virtual events.

Term Limit: 3 years with option to extend for another term

Duties Include:

• Understanding Zoom settings and features, including breakout rooms, spotlights, chat options, renaming, and muting capabilities. Participating in Zoom training as needed.
• Coordinating with Advancement for use of Vassar Zoom accounts and level of staff support needed for events.
• Sending attendee reports to Advancement (if not using Vassar Zoom account).

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Board/Steering Committee Members

Leadership Role: Board and Steering Committee members will work with the President/Steering Committee Chair to carry out club activities, recruit new volunteers, and ensure that key duties included in the above roles are performed.

Term Limit: 3 years with option to extend for another term

Duties Include:

• Supporting the President/Steering Committee Chair on all aspects of club management and program planning.
• Performing tasks associated with roles outlined above that are critical to club operations. These may include:
  • Developing an annual program plan/calendar.
  • Recruiting new committee members and volunteers.
  • Crafting and submitting broadcast email and event requests. 
  • Maintaining a social media presence, if applicable.
  • Staffing virtual events.

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Committee Members

Volunteer Role: Committee Members support club activities and club leaders in fulfilling their roles and advancing the objectives of the club. They may be involved on an ad hoc basis and/or participate occasionally as their time and interests allow.

Admission Chairs/Co-Chairs

Volunteer Role: While these volunteers are recruited and managed by the Admission Office as part of the Alumni Admission Program, they can be included on your club’s volunteer committee to ensure transparent communication and coordination (the Office of Advancement can tell you who currently holds the positions in your area if you don’t already know). Admission Chairs should not be expected to take on club-related duties, but often choose to help and appreciate being included.

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