Secretary
Role Responsibilities
Role Responsibilities
As club secretary you serve in the important role of keeping minutes and records of the club's meetings. Depending on your club's structure, you may also work with the communications team to keep the club informed of events and activities.
Primary responsibilities:
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Attend and take minutes at board meetings and the club’s annual meeting.
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Circulate meeting minutes to the board prior to the next board meeting.
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Send annual meeting minutes to WCAA and distribute to the club.
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Maintain records of club correspondence.
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Inform officers of deadlines for reports, mailings, and future correspondence.
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Coordinate mailing/emailing of notices/newsletters to area alumnae; may share this responsibility with a newsletter or communications chair.
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Maintain a roster of officers and other board members with current address, telephone, and email information.
Other optional responsibilities include:
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Writing occasional newsletters
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Writing birthday cards
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Sending condolence cards
Communications and Social Media
Communications and Social Media
You and your club’s communications team (newsletter chair, communication chair, website chair, social media chair, etc.) have the power to connect—and build excitement about all the different ways to engage through the club. Let alumnae learn about upcoming events and share photos of past ones! Add personal touches as you introduce the board—what are their favorite books/movies/Wellesley memories? Or perhaps a spotlight on one in each newsletter—how did they come to volunteer and why?
Newsletters/Emails
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Together with the communications leader, establish a timeline for regular communication to the club via email or newsletter including deadlines for members to submit information.
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Be consistent in the information you include in newsletters.
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Send all club emails, newsletters, and invitations through the club website. Training for communications volunteers is available online - please visit our video tutorials and Website FAQ.
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If your email requires additional technological assistance, you may use this form to request an email blast, newsletter, labels, or list.
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The WCAA encourages email and e-newsletters for sustainability and suggests mailing only to alumnae with no email on file. If a print mailing is necessary, be sure to include a way for alumnae to update their information: “Update your contact information at alum.wellesley.edu or email recordupdates@wellesley.edu.”
Website
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Ensure your website has current content on it. Work with your website chair or other board members to post a welcome letter, information about upcoming events, list your officers, add a banner photo, include photos to highlight events. If you and your website chair need assistance, request it here or view our video tutorials and Website FAQ.
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If your club does not have a dedicated website chair, this is a great area for a VP to help support the President and Board.
Social Media
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Please post the WCAA social media guidelines on the club website and any social media platform your club uses.
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Ensure there are moderators for each platform, and that they understand and adhere to the social media guidelines.
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The WCAA does not own and therefore cannot manage or moderate online groups and pages outside of our official channels. Be aware of the groups your club uses and the discussions taking place. These groups can be a great source of positive connection for your club when used responsibly!
Access to Contact Information
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WCAA strongly encourages use of the online alumnae directory. The online alumnae directory is behind a Wellesley firewall that requires signing in. If alumnae have difficulty logging in, they can call the help desk at 781.283.7777 or email them at helpdesk@wellesley.edu. They can also use the password reset feature.
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If you wish to do individual outreach to alumnae to encourage attendance and other participation, you can request a club list here. A club list will include: name, addresses, and phone number. A lost list will include name and last known address. A do-not-contact list will include names only. The WCAA requires the most recent Annual and Financial Reports to be submitted before we will provide lists. For several reasons, we are unable to provide you with email addresses. For more information, please review our Email policy.