2022-2023 Governing Board & Leadership Committee opportunities

Special Elections for graduating officers is:
Nov. 28, 2022
all day until 11:59 pm GDL time

 

Governing Board & Leadership Committee & Mentor Team positions*:

 

Some leadership positions terms are not up for re-election yet (Fall 2022-Spring 2023 have been filled until June 2023)

--Founder/Director of Philanthropy & Grants (occupied)

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Open for voting (**new elected officers shall take office in Dec 2022 to prepare for the upcoming semester):

-Secretary (graduating officer)**

-Vice President (graduating officer)** 

-Treasurer 

-Events officer

-Public Relations officer

-President

-Representative

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*All positions MUST attend all scheduled ASCO | OSIG meetings & events, with a minimum of at least ¾ of all meetings & events during his/her 2-academic semesters term (e.g., only miss 1 meeting per each of the 2 semesters).

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Active ASCO | OSIG | UAG board/leadership committee in good standing may fill-out leadership committee/officer application for consideration to be nominated, and submit a professional photo by the deadline to Founder & President via e-mail.

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Governing Board positions*:

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1. Secretary shall include, but not be limited to:

a. S/he will record and distribute minutes of all Governing Board meetings and General meetings.

b. S/he will maintain a list of all RSVPs collected workshops, webinars, and meetings.

c. S/he will notify members of meetings including e-mailing members of the group for events using his own university e-mail to the members' university UAG e-mail to ensure that the members are valid (current) UAG students and have, in fact, received the events and updated information to their student e-mail.

d. S/he will maintain minutes and all Oncology Student Interest Group documents up to date and upload on a monthly basis into the organization's storage file folder repositories (TEAMS) along with number of people who attended meetings, helpful hints, governing documents, and key contact information. The Secretary's digital binder of files will be helpful in providing continuity for next year's officers.

e. S/he will provide a report of membership to the President, and provide President with monthly meeting Minutes to keep organization up to date and safeguard (in the event the Secretary is removed from duty, resigns, or membership is inactivated).

f. S/he will sign certificates and distribute official certificates containing his/her signature, President's signature, Advisor's signature (after President has reviewed and approved each certificate prior to dissemination) no later than the end of each semester to each student via their university email to safeguard/preserve authenticity of official signatures.

g. S/he will submit a list of officers to the Student Affairs office, and all OSIG team members to the ISAO by the end of the first week of each semester.

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2. Treasurer shall include, but not be limited to:

a. S/he will keep all financial records.

b. S/he will be responsible for the development of the annual year's budget.

c. S/he will be responsible for maintaining financial reports and providing monthly report to Founder, President

d. S/he will be responsible for providing semester financial accounts report to the President, and to school's accounting office (as necessary).

e. S/he will be responsible for maintaining of the cash box, including keeping carbon copies of cash payments in a receipt booklet.

f. S/he will be responsible for collecting of money at events, from sponsors and registration fees.

g. S/he will be responsible for authorizing expenditures with President.

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3. Public Relations Officer shall include, but not be limited to:

a. S/he is responsible for uploading important and informational content, and shall coordinate all publicity and advertising necessary for organizational events. Create flyers for activities, plan publicity strategies and campaigns.

b. S/he is responsible for updating all social medial platforms for the organization including website and Instagram. S/he shall work directly with event coordinator in order to update the content of social platforms, Instagram, website, etc.

c. S/he must monitor Instagram daily for any incoming messages. 

d. S/he shall coordinate with Event officer to distribute emails to members and ensure members awareness of activities.

e. S/he shall attend all scheduled events of OSIG and must take photos/videos during the event; speaking publicly each semester about activities being coordinated, conferences, and presentations.

f. S/he must collaborate with President & VP in drafting, designing and/or publishing monthly newsletter.

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4. Event Officer shall include, but not be limited to:

a. S/he must coordinate all organization events including contacting/soliciting existing Faculty for workshops at the discretion of and specific request of the President to contact such Faculty (or submit electronic request to UAG clinical workshops staff point of contact after gaining President's approval).

b. S/he shall work directly with President and VP to plan and coordinate events.

c. S/he shall act as main contact between venues, restaurants, vendors and report back to the President & VP with info. 

d. S/he shall attend all scheduled events.

e. S/he will plan and coordinate all clinical skills workshops with faculty.

f. S/he shall work directly with President to plan and coordinate all hands-on skills workshops.

g. S/he will work directly with event officer and public relations officer to update all social media platforms and website.

h. S/he shall act as main contact between faculty regarding events & workshops.

i. S/he shall attend all scheduled clinical skills workshops.

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5. Vice President (VP) shall include, but not be limited to:

a. S/he is responsible for assisting the President with the organization of the group and its activities, and comply with all Presidential requests required to oversee and guide activity in the best interest of the organization. In the event that the President is unavailable & at the direct request of the President, the Vice President shall preside over meetings and serve as the official secondary liaison between the UAG Department of Internal Medicine faculty and the students.

b. S/he shall assist the President to ensure that the group accomplishes the President's agenda for officer meetings as well as general member meetings, and act as a second layer of organizational effectiveness via discipline (to include implementing monitoring strategies for effective communication and shepherding disruptive members into compliance) to accomplish goals and efficient undertaking of meetings.

c. In the event, the President is unavailable due to rotations or illness, s/he acts as the next-in-line primary contact person for the group, and acts as the second-in-line recipient or point of contact from membership or external sources. As the assistant to the President, s/he will delegate tasks to all other officers in response to Faculty advisor or a member's inquiry that s/he receives from the President as needed.

d. S/he assists the President by maintaining volunteer opportunities for the members by connecting to faculty of the university and surrounding community at the request of the President. S/he assists the President in coordinating Mentor -mentee program activity, at the discretion of the President.

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6. President shall include, but not be limited to:

a. S/he has main responsibility to oversee and guide activity in the best interest of the organization. The President will preside over meetings and serve as the official liaison between the UAG Department of Internal Medicine departmental chair and the students.

b. S/he shall oversee the agenda for officer meetings as well as general member meetings. The President will plan meetings that focus on direct interaction with Faculty, fellows, residents, etc from the Internal Medicine subspecialty of Oncology.

c. S/he is the primary contact person for the group, acts as the main recipient or point of contact from membership or external sources via the organization's official email, and acts as the permanent steward of the organization's official e-mail repository (WixEmail, Yahoo, Gmail, etc). S/he will delegate tasks to all officers in response to Faculty advisor, a student member, or external person's inquiry that s/he receives from the official e-mail of the organization.

d. S/he is the primary contact person to the Faculty advisor for the group.

e. S/he determines the date of the general meeting each month (will be held no later than the last of that month), or any special meetings as needed to conduct business.

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