Structure

During the 2015-16 academic year, the OA Council expanded its capacity through two means: adding 10 to 20 OA volunteers to serve on subcommittees, and a revised organization structure that is designed to support volunteers and better engage campus. (Subcommittees will be determined at our summer planning session in August.)

Roles and Responsibilities

Chair

The Chair is responsible for guiding the direction of the council, maintaining close connections with the executive leadership of the institution and assisting to provide networking opportunities for all OA elects. The Chair will follow the guiding principles set forth in the section on decision-making.

Anticipated time commitment: 4–6 hours/week

To ensure this the Chair will:

  • Chair both the working and open meetings of the OAC
  • Call meetings to order and set the agenda
  • Formally invites campus administrators and other stakeholders to open and closed session meetings
  • Serves on the Senate Executive Committee
  • Chairs and sets agenda for Annual Meeting in the Fall
  • Is an ex-officio member of all OA Council committees
  • Calls a meeting of any committee or elected or appointed individual that is not fulfilling its responsibilities and establishes organization by dictum
  • Formally invites ex-officio members to sit on the Council
  • Work closely and collaboratively with the Vice Chairs and the Secretary, known as the OA Executive Council, to establish and promote networking opportunities 

Vice Chair #1

As the OA Council is asked for input from university leadership, it is important the council is able to respond and be available to serve on vital university-wide search committees and ad-hoc work groups. Additionally, there are many campus stakeholders and university leaders who should be invited to closed session council meetings, either at their request or the council’s.

Anticipated time commitment: 4–6 hours/week

To ensure this the Vice Chair of the OA Council will:

  • Serve as the conduit for facilitating the presence of OAs on search committees, work groups, etc.
    • As requests are made of the OA Council for an OA to serve, the Chair or Vice Chair will either serve themselves or arrange for another OA to serve, either an OA Council member or not.
    • The Vice Chair will work closely with the Volunteer Coordinator to recruit OAs to serve on university committees, and it is consequently important that the Vice Chair has a wide understanding of the various OA roles and positions on campus.
    • Additionally it may be helpful for the Vice Chair to have a wide network of colleagues to best facilitate matches for service on committees.
    • After arranging connections for OA service on committees, the Vice Chair may check in with the OA and report back to the council any necessary information.
      • Following up with volunteer OAs when asked to serve on campus committees will be necessary.
    • Coordinate the meetings of non-OA Council members to closed session council meetings
      • Working closely with the Chair and the Secretary and after the Chair has made formal invitations, the Vice Chair will be the primary contact for campus administrators and other stakeholders invited to closed session OA Council meetings.
        • This could include making arrangements for those out of the area, such as Portland or other non-Eugene locations, to have access to the meeting
      • The Vice Chair will work closely with the Chair to review the full annual calendar of OA Council meetings, and then create and strategically manage the timing of guests at closed session meetings.
        • The closed session meeting calendar should allow for a modicum of flexibility in order to respond appropriately to council business.
        • Working with the Communications Coordinator to have an up to date calendar available to all OA Elects and ex-officio members
      • Works closely with the Campus Partner Liaison and the Volunteer Coordinator

Vice chair #2

The Vice Chair 2 is responsible for coordinating and leading the financial and budgetary functions for the OA Council. This includes working with the council to develop budgets, prepare projections, and the ensure the budget is balanced. Additionally, this position maintains the OA Council by-laws, records and onboarding procedures for new members.

Anticipated time commitment: 4–6 hours/week

In coordination with the Chair and Vice Chair 1, this person helps lead the OA Council with the following responsibilities:

  • Maintains OA Council budget (requires Banner access and training)
  • Keeps by-laws and records
  • Seeks sponsorship opportunities to identify additional resources as needed
  • Maintains on-boarding information and procedures for new OAC members
  • Leads on-boarding efforts in June-August
  • Monitors university policies related to OAs
  • Works closely with the Social Coordinator and the Professional Development & OA Onboarding Coordinator 

Secretary/Parliamentarian

The Secretary provides essential services that help to build a strong foundation of communication. The Secretary is responsible for the public image of the OA Council through the use of e-mail, website, and other communications.

Anticipated time commitment: 4–6 hours/week

Responsibilities include:

  • Write and send email to campus OAs about meetings, events, elections, and other OAC business
  • Update OAC website content with meeting information, meeting minutes, elections information, and other OAC business
  • Create RSVPs for events
  • Manages OA email list by adding and removing OAs as needed and getting quarterly OA email list updates from Human Resources
  • Schedules meeting times and locations
  • Ensures that meeting time is used effectively
  • Works closely with the Chair

Professional Development Liaison

The OA Council has a vested interest in the progressive professional development and successful onboarding of their fellow OAs. The OA Council is therefore committed to working alongside the UO’s Human Resources department to that end.

Anticipated time commitment: 4 hours/week

To ensure this the Professional Development and OA Onboarding Coordinator will:

  • Be aware of and promote any HR professional development opportunities specific to OAs
    • The Coordinator will be responsible for regularly checking in with HR on new and upcoming opportunities and supporting as appropriate.
    • The Coordinator will also work closely with Human Resources on the annual OA Strategic Leadership Forum.
  • Work closely with staff in HR on the professional development needs for OAs, brainstorming programs, communicating opportunities, and assisting in their promotion to OAs
  • Represent the OA Council at new employee orientations, including orientations for those in other employee groups (faculty, GTFF, classified staff)
  • Represent the OA Council to HR in the alignment and improvement of a university-wide onboarding process for new OAs
  • Work with the Volunteer Coordinator to identify and recruit volunteers for sub-committees
  • Lead, manage, and support the appropriate sub-committee of volunteers
  • Works closely with the Vice Chair #2 

Campus Partners Liaison

The Partner Liaison will work across campus functions to keep abreast of and ensure adequate OA representation at all partner meetings and events.

Anticipated time commitment: 4 hours/week

To ensure this the Partner Liaison will:

  • Keep attendance at OA meetings and make a report to the Chair when a member is repeatedly missing meetings and official events
  • Coordinate with OA Senators and OA FAC to ensure good communication between the various elected offices and that knowledge is shared on common interest issues
  • Mindful of the university calendar such as BOT meetings and other events of interest to Shared Governance and in particular OA matters
  • Either attends or coordinates OAC members, OA Senators or OA FAC members to attend and report back to the OAC during the monthly working session
  • Work with the Volunteer Coordinator to identify and recruit the volunteers for sub-committees
  • Lead, manage, and support the appropriate sub-committee of volunteers
  • Works closely with the Vice Chair #1

Volunteer Coordinator

The Volunteer Coordinator is responsible for managing the sub-committees and volunteers of the OA Council. This position also works to build and maintain a diverse volunteer base to ensure all areas of campus are represented and engaged in OA activities and projects. The Volunteer Coordinator also serves as a point of contact for OAs who are interested in learning more about how they can get involved.

Anticipated time commitment: 4 hours/week

To ensure this the Volunteer Coordinator will:

  • Establish and maintain supportive and productive working relationships with volunteers
  • Conduct informational surveys to appropriately understand and support the needs and objectives of OAs.
  • Actively manage the recruitment of OAC volunteers, assess interest and appropriately align with projects.
  • Manage the volunteer database, and work in conjunction with the Secretary to segment and post interest lists for campus use.
  • Work with the Volunteer Coordinator to identify and recruit the volunteers for sub-committees
  • Lead, manage, and support the appropriate sub-committee of volunteers
  • Works closely with the Vice Chair #1 

Engagement Coordinator

The Engagement Coordinator is responsible for planning, organizing, and supervising engagement activities and events for OAs. This position also manages the OA awards process for both OA Council and university wide OA related awards. This position works with Vice Chair #2 to ensure activities and budgets are aligned. The Engagement Coordinator identifies new and engaging activities to broaden the scope of OAs and to encourage networking opportunities.

Anticipated time commitment: 4 hours/week

To ensure this the Social Coordinator will:

  • Coordinate logistics of event/activity including venue, catering, RSVP, and event announcements
  • Events/activities may include coordination of facility tours, social receptions, on & off campus events, key presentations, etc.
  • Manage the activities calendar and keep Secretary updated for web postings, and general communications
  • Gather and provide feedback on activities to evaluate success to ensure effective and cost-efficiencies
  • Work with the Volunteer Coordinator to identify and recruit the volunteers for sub-committees
  • Lead, manage, and support the appropriate sub-committee of volunteers
  • Works closely with the Vice Chair #2