Executive Director

Memorial Student Center Committee for the Awareness of Mexican-American Culture (MSC CAMAC): A Latinx Programming Committee

Positions available: Executive Director of Finance, Executive Director of Student Development, Executive Director of Cultural Programs (2), Executive Director of Speakers, Executive Director of Logistics, and Executive Director of Marketing

Due 3/31/2025  11:59pm

Collective responsibilities of each Executive Director:

• Minimum 3 hours per week is dedicated to MSC CAMAC, this is not to include program, social, tabling, presentation, and retreat hours
• Attend weekly executive meetings with the executive team for fall and spring semesters
• Respond within 48 hours to emails and group chat messages
• Work collaboratively in preparation for general committee meetings by taking turns facilitating the meetings themselves
• In charge of tracking points and attendance at own events via check-in table
• Expected to check the Google calendar, CAMAC emails, and agenda notes if meeting is missed
• Attend semesterly retreats, end-of-year banquets, and monthly socials
• Efficiently keep track of individual deadlines
• Wear designated attire at general committee meetings, CAMAC events, and as directed by the program host
• Required initial one-on-one with Advisor or GA at the beginning of the year
• Once a semester one-on-ones with Vice Chair and Chair during the middle of the semester (mid-semester evaluation)
• Be available to aid other executives with tasks when not occupied
• Be respectful to other execs, members, and others in or outside the MSCC 
• Practice open-mindedness and be receptive to feedback
• Exhibit professionalism at all MSC CAMAC and others events
• Keep track of locker inventory through check out system
• Submit program proposals in Get Involved at a timely manner and post evaluations for event
• Present programs at Program Assemblies
• Delegate tasks, lead, and motivate subcommittee members within the respected group

Position specific responsibilities:

Executive Director of Finance:

• Budget, reconcile, and distribute money for the next fiscal year's budget
• Enforce the use of expense tracking forms and keep digital record of spending on spreadsheet
• Fulfill duties as assigned for the Student Organization Finance Center (SOFC) (trainings, signature card, store clerk)
• Create, sign, and review SOFC forms for expenses
• Review program proposals for accurate budget estimations for programs, socials, and more
• Communicate with SCOLA conference sponsors and other stakeholders/donors
• In charge of ordering polos, nametags, and other MSC CAMAC needs
• Update the executive team the weekly balance of funds for every program
• Meet weekly with advisor to discuss monthly budget and expenses
• Attend Finance Super PA
• Send thank you letters and impact statements to donors/grants/funds
• In charge of actively applying and researching potential funding 

Executive Director of Marketing (1-2):

• Have access to MSC CAMAC's social media including Instagram, Facebook, and Twitter
• Regularly respond to direct messages on social media
• Create social media posts, stories, and reels for MSC CAMAC events, but not programs specifically 
• Attend MSC Marketing Super PA to follow MSC Marketing guidelines
• Be flexible with marketing changes
• Collects and takes photos at every event for historical purposes and uploads to social media
• Submit all advertisements to UCEN for tv displays
• Submit click up forms to have ads added to MSC Programs website and TV displays
• Update the MSC CAMAC website with current material
• Create SCOLA’s yearly marketing theme, sponsorship packet, program booklet, conference t-shirt, email banner, presentation, yard signs, badges, speaker posts, and invite other schools via social media collaborations
• Design and order MSC CAMAC informational flyers, recruitment videos, and tabling
• Contact HPC to add our programs to their website and communication routes

Executive Director of Cultural Programs (2):

• In charge of coordinating, creating, and implementing programming events for MSC CAMAC from start to finish
• Program Assembly presentation submissions and presentations for programs
• In charge of facilitating respectful relationships with other organizations that MSC CAMAC collaborates with
• Communicate with UCEN for booking and/or renting rooms
• Create, edit, and manage the contract process for performers, speakers, and services
• In charge of creating program-specific marketing materials for all programs and submit to Marketing Director for approval and displays
• Monthly advisor meetings for risk management and strategic planning
• Delegate tasks and lead subcommittee members to assist day of programming events
• Plan of action for check-in and attendance
• Programming events:
  • Mi Casa Es Su Casa Dinner Series (year-round)
  • Página a Página Bookclub (year-round)
• Potential events
  • Mis Quince Exposition (Family Weekend)
  • Dia de Muertos Ofrenda (Fall)
  • Hispanic Heritage Festival (Fall)
  • Noche de Flores (Either semester)

Executive Director of Student Development (STUDS)

• In charge of general committee meetings, hosting and planning committee socials, and 2 retreats
• Meet with GA every other week to plan and execute socials and general committee meetings 
• Meet with Finance executive for materials and supplies
• Record and document social, general committee meetings, and attendance
• Record and log all committee member’s points in the point system
• Leads the When2Meet for all members to provide advisor availability for executive and general committee meetings. 
• Main communicator in committee group chats via announcements and reminders to general committee
• Review initiated and approve all qualified students into the committee 
• Send follow-up emails to all new members with MSC CAMAC information to join GroupMe, When2Meet, subco placement form, and dues link
• Send bi-weekly recap emails regarding the contents of the previous committee meeting, including upcoming dates, powerpoint, and an updated point system.

Executive Director of Logistics

• In charge of selecting food and booking catering services for the SCOLA conference
• Properly select decorations for conference such as the centerpieces, photo booth, tablecloths, lighting, food display, etc.
• Tasked to contact and confirm potential performers for SCOLA. Create all contracts with performers, venues, caterers, and other services
• Point of contact for all deliveries, entertainment, and venue
• Double checks CAMAC inventory at the beginning of the spring semester to prepare for conference in March
• Meet with UCEN prior to the conference to coordinate the ballroom area usage, turn in all appropriate documentation to UCEN for approvals before confirming catering, purchasing decorations, logistics of music/entertainment
• Working within budget for all logistics
• Responsible for picking up/purchasing all items with aid of the subcommittee members
• Checkout and fill out the proper paperwork to check out tablecloths and other MSC-provided resources from the cage/locker at the end of fall semester/beginning of spring semester
• Make sure all items are returned at a timely manner back to the cage/locker once conference is over
• Create and submit a proposal for SCOLA fall program as well as coordinate and implement the program
• Creates swag bags with all SCOLA members

Executive Director of Speakers

• In charge of selecting keynotes speakers, workshop hosts, and discussion facilitators for SCOLA
• Presents potential speakers to the committee and Program Assembly
• Researches a wide variety of potential speakers for SCOLA based on the theme
• Responsible for selecting and purchasing keynote speaker gifts
• Creating and completing contracts with all Speakers and turned into MSC at a timely manner
• Complete all W-9 forms with speakers for payment through SOFC
• Negotiating all-inclusive payment for all speakers
• Creating and implementing the workshop rooms, schedule, materials, and communication with each presenter
• Creating a form for workshop and facilitators to determine their availability, topic, headshot and bio for program booklet
• Bulk emails to all workshop presenters and facilitators about updates on their locations, material requests, and organization
• In charge of directing all workshops, speakers, and facilitators during the conference
• Confirming program booklet and signage outside workshop rooms.
• Responsible for the timeline of speakers and workshops.