QUT Golden Key

Exec Roles

Details

QUT Chapter Executive Roles are officially declared at the Annual General Meeting however any members who wish to nominate themselves for an Executive position are welcome to do so at any time. We are always looking for new talent to assist us and your enthusiasm and hard work, although being voluntary, are rewarded in other ways through both Golden Key and QUT.

To nominate yourself for any of these positions simply send an email to our current Chapter President or by clicking the links under each summary.

Essential Officers:

Chapter President

The Chapter President represents the face of the QUT Golden Key Chapter. He/she is responsible for guiding the Executive Team to support our Chapter's Members and maintain our Chapter Standards within the International organisation. This role is ideal for confident, organised, outgoing and committed individuals who are seeking personal professional development, particularly in the areas of public speaking and leadership. It is a very rewarding role for those who are willing to take responsibility and make the time commitment.

Duties of a Chapter President include:

Represent the QUT Golden Key Chapter at all relevant university-related events and forums.
Plan, organise and lead a team to ensure the perpetuation and overall success of the chapter.
Organise and chair monthly chapter meetings.
Liaise with Asia-Pacific Headquarters, the Chapter Advisor, other Golden Key Chapters and university staff.
Coordinate, plan and present at the New Member Information Evening.
Coordinate, plan and present at the New Member Reception.
Meet with QUT Golden Key executive officers and the Chapter Advisor to select Honorary Members.
Ensure that the QUT Chapter meets minimum Chapter Standards and achieves performance targets.
Handling general phone and email enquiries.
Provide support and encouragement for executive officers.
Attend and assist at all QUT Golden Key Chapter events.
Attend Golden Key regional and international conferences where financially viable.

If you would like to nominate yourself for the role of Chapter President please send an email with your details and a "Nomination: Chapter President" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Vice President

The role of Vice President is one of high level support for both the Chapter President and any other Executive Officer that requires assistance in organising/hosting events. Vice Presidency can be held by one or two student members with tasks divided evenly between them.This role is ideal for those who would like a support role while at the same time gaining valuable personal and professional development from public speaking and leadership responsibilities.

Duties of a Vice President include:

Fulfill President’s duties in the absence of the President and assists President in the completion of duties as needed.
Coordinate executive officers and committee members to promote awareness of Golden Key on campus with key constituencies (members, Honorary Members & campus VIPs, prospective members etc.), particularly targeting eligible students during the annual membership drive.
Ensure that the chapter meets minimum Chapter Standards and achieves the chapter’s targeted performance level.
Assist President with Coordinating, planning and presenting at the New Member Information Evening.
Assist President with Coordinating, planning and presenting at the New Member Reception.
Attend QUT Golden Key monthly executive meetings.
Provide support for other executive officers.
Attend and assist at all QUT Golden Key Chapter events.
Regularly checking email inbox and responding to email enquiries.

If you would like to nominate yourself for the role of Vice President please send an email with your details and a "Nomination: Vice President" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Secretary

The Chapter Secretary is responsible for recording and correspondence of executive decisions made in meetings to the Executive Committee.

Correspondence to members is shared and approved with the Chapter President, Vice President/s and the Web Engineers to ensure quality and maintain governance.

Duties of a Chapter Secretary include:

Prepare and record minutes for each executive board and Chapter meeting to distribute to Executive Members, Chapter Advisors, appropriate Golden Key staff (Asia-Pacific AD) and members whenever appropriate.
Prepare and deliver New Member Induction invitations to the administrators and faculty.
Mail new member joining forms and fees to International Headquarters by the specified deadline.
Act as a Chapter Archivist with the assistance of the Chapter Advisors.
Compose and send Chapter correspondence to University administrators, faculties, members, Honorary Members, alumni, other student organisations etc. with assistance from the Web Engineers.
Prepare and mail correspondence to International Headquarters.
Collate and send Advisor and Officer Profile forms when new officers and Advisors begin their terms and any time that contact information changes.

If you would like to nominate yourself for the role of Chapter Secretary please send an email with your details and a "Nomination: Secretary" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Treasurer

The Treasurer is responsible for the management and monitoring of the QUT Chapter Financial account and assistance in the development and enforcement of the yearly budget.This role is ideal for individuals who are seeking to gain experience with managing financial reports, liaising with banks and general budgeting. A finance or an accounting degree background is valued, but not necessary.

Duties of a Treasurer include:

Manage all financial transactions of the QUT chapter with guidance from the President.
Receive and distribute chapter funding.
•Work with the President, Vice-President’s and Advisors to prepare an accurate budget for the QUT chapter.
Ensure that funds are well-managed and transactions are properly authorised.
Balance the chapter account and report to the relevant executive officers at least once a month.
Oversee the completion of Activity Reports and Semi-Annual Reports.
Complete Accounting Reports as required by International Headquarters.
Attend QUT Golden Key monthly executive meetings.
Provide support for other executive officers.
Attend and assist at all QUT Golden Key Chapter events.
Regularly checking email inbox and responding to email enquiries.

If you would like to nominate yourself for the role of Treasurer please send an email with your details and a "Nomination: Treasurer" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Specific/Specialist Officers:

Specific or Specialist roles are open to any member who wishes to commit time to help, regardless of their status as a student or alumni.

Multiple candidates can assume any of these roles and officers holding any of these places are encouraged to use their creativity and passion to surpass previous year events.

The Corporate Relations, Community Service and Social Director roles can also be responsible for the coordination of their own specific committees in the event of labour intensive activity throughout the year.

Corporate, Community Service and Social committees can consist of any number of Golden Key member volunteers who wish to help organise and run events without devoting too much time if they can't afford to.

Social Director

The Social Director is responsible for the planning and coordination of all QUT Chapter's social activities.

This position can be held by one or two persons who can coordinate a 'Social Committee' if the workload and/or the enthusiasm of volunteers demands it.

A Social Director:

Plans and coordinates all social activities throughout the year.
Collaborate with Griffith Golden Key occasionally to co-host social events.
Add details regarding social activities online for Chapter Reporting.
Forward summaries and photos of recently transpired social events to Web Engineers and Public Relations for publishing.
Liaise with the Treasurer and all other related officers to advertise social events.

If you would like to nominate yourself for the role of Social Director please send an email with your details and a "Nomination: Social Director" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Web Engineer

The Web Engineer is responsible for the quality of QUT Chapter's online presence as well as publishing electronic correspondence (emails) as forwarded and requested by various Executive Officers.

The position of Web Engineer can be held by multiple people who can select what form of web design and system to use provided that it is accessible and complies to W3C and Golden Key standards and themes.

We strongly encourage our Web Engineers to demonstrate their creativity innovation with web and electronic letter designs. You do not necessarily have to be an IT student but prior knowledge of web development and web administration is an advantage.

The duties of a Web Engineer include:

Updating content and maintaining the QUT Chapter website.
Ensuring that our page is properly linked to the Golden Key International website and Asia Pacific Headquarters (APHQ).
Ensure that our Chapter's information is correct and current on Headquarters' Chapter Directory Page.
Maintain our Facebook, Flikr and Twitter Groups/Pages (this role can be shared with public relations).
Approve and confirm all electronic correspondence to Golden Key members including newsletters.
Managing and maintaining our [e]mailing lists.
Liaise with Executive Officers to keep content up-to-date.
Documenting procedures for future web engineers.
Advise and assist Executive Officers with IT questions and problems, including training new web engineers and implementing new IT projects.

If you would like to nominate yourself for the role of Web Engineer please send an email with your details and a "Nomination: Web Engineer" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Community Service Chair

The Community Service Chair is responsible for the planning and coordination of all QUT Chapter's fundraising and charitable activities.

In the context of QUT, one of our largest initiatives is the hosting of a mid-year community event linking to established families, community groups and local initiatives.

2010 introduced a new focus on Literacy so persons that assumed this position were free to explore local initiatives and unleash their passions for Community Service. We will presumably be continuing this focus into the following year.

A Community Service Chair:

Investigates the sources of local funding and coordinates activities.
Coordinate a Community Service Committee if required.
Collaborate with Griffith Golden Key for our annual mid-year Community Service event.
Plan and coordinate an annual Literacy Initiative event.
Add details regarding community service activities online for Chapter Reporting.
Forward summaries and photos of recently transpired events to Web Engineers and Public Relations for publishing.
Liaise with the Treasurer and all other related officers to promote Community Service initiatives.

If you would like to nominate yourself for the role of Community Service Chair please send an email with your details and a "Nomination: Community Service Chair" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Corporate Relations Chair

The Corporate Relations Chair is responsible for the organisation and facilitation of all corporate related events. In the context of QUT, the Corporate Relations Chair/s will be required to liaise with Griffith Golden Key in order to jointly host one of two Corporate Wine and Cheese events held at both QUT and Griffith University.

A Corporate Relations Chair will be required to establish ties with professionals ranging from all facets of academia to invite them as corporate representatives and potential sponsors.

Corporate Relations Chair/s can establish a Corporate Committee to assist them with event planning and during recruitment seasons.

A Corporate Relations Chair:

Establishes and maintains connections with the QUT Chapter's corporate list.
Raises awareness for potential employers at QUT's Career's Week with assistance from the Vice President, Executive Officers and the Corporate Committee.
Organises and coordinates the Corporate Relations Committee if required.
Maintains contact with Griffith Golden Key to organise the bi-annual Corporate Wine and Cheese Events.
Maintains contact and agreements with QUT Golden Key Sponsors.
Source career opportunities through QUT's Career Hub and Corporate Contacts.
Add details regarding corporate activities online for Chapter Reporting.
Forward summaries and photos of recently transpired events to Web Engineers and Public Relations for publishing.
Liaise with the Treasurer and all other related officers to promote Corporate Events.

If you would like to nominate yourself for the role of Corporate Relations Chair please send an email with your details and a "Nomination: Corporate Relations Chair" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Public Relations Officer

The Public Relations Officer is responsible for coordinating all publicity for the QUT Golden Key Chapter both within our campus and to the general community.

Public Relations Officers not only connect Golden Key to QUT through its marketing department and student publications but they are also entrusted duties to release newsletters to Members, Alumni, Honorary Members and the QUT Community.

A Public Relations Officer:

Works in conjunction with the Vice President/s to coordinate the publication of all Chapter activities and events.
Maintains good relations with QUT publications and local news and radio stations.
Places advertisements and local announcements in newsletters, and other forms of local media.
Compiles and releases electronic newsletters to Members, Honorary Members, Alumni and QUT Community with assistance from the Chapter President, Vice President and Web Engineers.
Writes and submits press releases for important Chapter Activities.
Explores creative methods of advertising for QUT Golden Key.
May maintain QUT Golden Key's social media presence via Twitter and Facebook.

If you would like to nominate yourself for the role of Public Relations Officer please send an email with your details and a "Nomination: Public Relations Officer" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Other Executive Officers:

Executive Committee Member

An Executive Committee Member can comprise of any number of Golden Key members (student or alumni) who wish to volunteer their time but not necessarily commit an intense level of involvement.

A Committee Member does not hold any official or specific responsibilities, allowing them the flexibility to devote as much or as little time as they can spare.

Heavy participation is not expected from a person holding this role, however since they are officially registered on the Executive Roster some level of communication particularly for meeting apologies would be appreciated.

If you would like to nominate yourself for the role of an Executive Committee Member please send an email with your details and a "Nomination: Executive Committee Member" subject heading to This e-mail address is being protected from spambots. You need JavaScript enabled to view it. .

Chapter Advisor

The role of Chapter Advisor is generally reserved for alumni members who once held an influential Executive Officer position.

A Chapter Advisor provides advice and support to the current Executive Officers to assist them in the successful running of Golden Key events. An alumni member can hold this position perpetually if he/she wishes and will remain on the Executive Mailing List until they request to be removed.