DIRECTOR OF ADMINISTRATION
Responsibilities
The Chapter Director of Administration is responsible for recording the business of the chapter, including minutes of the chapter and executive meetings, official business such as ordering of official badges, and correspondence with the International Headquarters. The DA also handles communicating with other chapters and social correspondence. He should cooperate with the Historian and Director of Alumni Relations in compiling the chapter and alumni directories and scrapbook. The DA is the chapter's link to the International Headquarters and good governance. Maintaining accurate records of the chapter's meetings, decisions, and roster ensures that all members can learn the history of their local chapter and have the access to the larger organization that their membership brings.
To keep a record of all chapter functions, including attendance, meetings, and conduct roll
call.
All invitations and correspondence to and from the chapter.
To send the International Executive Director a report in duplicate, together with remittance
for international initiation fees, immediately following each initiation.
To return to the International Executive Director the chapter membership report (Term
Report) in duplicate, together with the remittance of international dues for the semester.
The computerized report should be submitted to the International Office within the first 30
days of the beginning of the term.
To cooperate with the Association and the International Executive Director in all matters of
mutual concern to the chapter, association, and International Headquarters.
Strategic Plan/Committee Oversight
As Director of Administration, you are responsible for helping coordinate an effective, efficient and well-functioning strategic plan for the Fraternity. The Director of Administration is responsible for:
Working with the Chapter President to ensure that the chapter's strategic plan is revisited,
revised and/or overhauled at least once a year in a planning retreat (including help locate
an outside facilitator for the planning session).
Compiling the strategic plan in its entirety and ensuring that chapter members, advisors
and association leaders are provided with a current copy of the plan.
Coordinating committees that are developed to help achieve the goals in each of the vital
sign areas determined through the strategic planning process.
Officer Notebooks/Officer Reports
All internal communications
By properly managing the committees, the DA motivates the brothers and new members to be more involved in the work and the decision making of the chapter. The DA monitors committee chairmen and assists them in doing their job properly. He collects all committee report forms and is in charge of officer notebooks. The DA must develop a good working relationship with the President and the other officers.
Serves as the overall coordinator and record keeper of the chapter's strategic plan.
Oversees the various officers and committees of the chapter and ensures they are
maintaining officer notebooks and fulfilling their duties.
Reviews the operations and effectiveness of the committee system.
Conducts reviews and revisions of the chapter bylaws when necessary and manages
proposed amendments to the laws.
Learns and understands the rules of parliamentary procedure.
Maintains an environment of proper decorum in chapter meetings such that they run
according to parliamentary procedure; pays attention to issues of quorums, motions, and
seconds.
Assists in organizing chapter retreats.
Public Relations
The Director of Administration coordinates all public relations efforts by the chapter and he serves as the de facto chapter spokesman after the President unless otherwise planned. This individual is responsible for the collection and dissemination of information about the chapter to all interfraternal groups, campus, and community media sources. Keeping others informed on upcoming events or potential news items is key to having a positive working relationship and being satisfied with the coverage of chapter activities and the chapter's reputation. While in times of crisis, the President is the only person authorized to make statements to the media; the Director of Administration needs to coordinate all media contacts.
Coordinate all public relations efforts of chapter
Send press releases to local and campus newspapers and notify the media for positive
events.
Coordinate the chapter's Website and ensure that the site is regularly updated.
Edit the chapter newsletter, recruitment materials, and other community outreach
publications.
Work with the Director of Alumni Relations and Association Board to maintain alumni
databases and disseminates alumni news.
Submit news to the hometown papers of members
Work with the Historian to submit materials to Pearls and Rubies.
Supervise and carryout the campus/community relations program of the Chapter.
Educate and encourage chapter participation in campus contests and events.
Keep members abreast of campus organization opportunities.
Best Practices for carrying out duties:
Accuracy and promptness are essential to the operation of the FarmHouse International Headquarters. Along with the President, the DA is the link between the chapter and the international organization. It is your responsibility to ensure a seamless transition of information from chapter to the International Headquarters in a timely manner. When correspondence is received by any means (e-mail, letters, phone calls, etc.), it is both courteous and necessary to reply in an appropriate manner as soon as possible.
Be organized and have strong writing skills.
Email weekly chapter minutes to members, association leaders and advisors.
Create and maintain a listserv for members to communicate online.
Email monthly calendar to members and advisors.
Submit news items and photos regularly to Pearls and Rubies .
Ensure that the Chapter Herd Book is updated and maintained.
Correspond in writing with other chapters (thank you notes after events, congratulating
other organizations on accomplishments, etc) in a timely and appropriate manner.
