Executive

The following are non-exhaustive examples of the tasks expected from each officer role

President

  • Serve as primary liaison and advocate to the Offices of the Provost and President, administration, and faculty regarding graduate students’ concerns and activities; present semiannual reports to the Council of Deans of Student Life and work to increase recognition of HGC as a critical link between administration and students
  • Serve as primary liaison and advocate to the Offices of the Provost and President, administration, and faculty regarding graduate students’ concerns and activities; present semiannual reports to the Council of Deans of Student Life and work to increase recognition of HGC as a critical link between administration and student
  • Serve as primary liaison and advocate to the Offices of the Provost and President, administration, and faculty regarding graduate students’ concerns and activities; present semiannual reports to the Council of Deans of Student Life and work to increase recognition of HGC as a critical link between administration and student
  • Work with other officers of the HGC and graduate/professional students at Harvard University to facilitate dialogue and action on graduate student concerns 
  • Preside over all meetings and special sessions of the HG
  • Appoint posts as needed and oversee all officers
  • Address incoming students during orientations 
  • Write and maintain a Strategic Plan for the yearly operations of the HGC
  • Attend the annual summit of Ivy League graduate and professional student government presidents and serve on Harvard Alumni Association Board

Vice President

  • Oversee and work with each officer/committee to develop a plan for the year, ensure adequate performance of duties, and provide resources to aid success
  • Work with the HGC President to create opportunities for student leaders to interact and exchange information  
  • Create, format, and forward draft agenda to the HGC President for all meetings  
  • Conduct meetings of the Council and the Executive Board  
  • Serve as a joint resource for student organizations regarding administrative resources, advocacy, and dissemination of pertinent information to the Harvard student community
  • Act as primary contact for graduate/professional school leadership, cross-school initiatives and programs, outside institutions/universities–Ivies, MIT, Tufts, etc.
  • Assume Presidency in absence of the President 

Chair of Internal Operations

  • Oversee meeting logistics, including space reservation and the ordering of food
  • Plan any retreats and social outings specifically for HGC members
  • Record minutes of and attendance at all regular and special HGC-related meetings
  • Receive the approved agenda from the Vice President and assure distribution to HGC members, prior to and at HGC meetings
  • Maintain a current list of contact information for all representatives, officers, initiative chairs, and general and administrative contacts for each school
  • Organize shared drives and maintain and preserve a historical archive
  • Assume duties of the Vice President in the Vice President’s absence

Chair of Finance

  • Compile and submit the overall HGC projected annual budget
  • Be responsible for developing outside financial partnerships and sponsorship for HGC initiatives, including drafting appropriate documents
  • Help members with reimbursement for approved expenses
  • Monitor the HGC budget to ensure that expenses do not exceed resources
  • Manage recurring payments or contracts with vendors and verify that invoices are filled in a reasonable time frame
  • Purchase logistical and promotional items for HGC, including t-shirts and banners
  • Assume duties of the Chair of Internal Operations in the Chair’s absence

Chair for Governance

  • Convene a committee to develop new HGC Constitution and By-Laws in order to ratify them by the end of the year
  • Oversee changes to the Constitution and By-Laws and maintain official, current copies of the Constitution and By-Laws
  • Manage votes and elections, ensuring everyone is aware of and follows regulations and a proper record of vote counts is kept
  • Monitor the flow of Council meetings and suggest procedural changes in the interest of fairness and efficiency
  • Actively solicit input for improved Council operation
  • Act as an objective mediator to help resolve disputes

Chair of Events

  • Oversee high-profile “signature events” of the Council oriented toward academics or leadership, typically involving presentations by faculty and/or outside speakers
  • Help to select chairpersons for each event and serve as institutional knowledge and support for event organizers, introducing chairpersons to the Council for approval
  • Personally chair or co-chair at least one event
  • Compile event proposals for budgetary approval by the Council and the Office of the Provost, work with the Chair of Finance to secure outside sponsorship
  • Provide regular planning and execution updates on all events to the Council
  • Maintain records and templates for reference, including planning documents, venue information and speaker contacts, attendance records by school, and historical budgets
  • Oversee and hold ultimate responsibility for activities of the Vice Chair for Social Engagement

Vice Chair for Social Engagement

  • Oversee events concerning, but not limited to, social mixers, dances, arts, athletics, family and spouses, usually smaller in scale but more frequent than signature events
  • Be responsible for the organization of HGC-sponsored community service events and consider incorporating charitable donations into event plans
  • Coordinate joint events co-sponsored by other student groups or schools
  • Oversee the marketing of and recruitment for events, including both electronic and printed materials
  • Build and maintain a volunteer base for the organization and operation of events
  • Oversee ticketing procedures, including Eventbrite accounts
  • Report to and assume duties of the Chair of Events as required

Chair of Advocacy and Diversity

  • Act as an advocate for student concerns that affect the Harvard graduate student community across multiple schools
  • Work to ensure that the group of students involved with HGC remains diverse, both demographically and being drawn from a variety of schools, in order to faithfully represent the needs of a diverse student body
  • Coordinate a volunteer base in addressing issues pertaining to student advocacy and academic/professional development
  • Remain aware of the unique needs of minority groups around the university
  • Assist in constructing and coordinating dialogue and action on academic issues affecting the Harvard graduate student community and be the HGC contact for academic issues
  • Educate students in the Harvard community about issues of professional development
  • Create and oversee the implementation, culmination, and analysis of a bi-annual needs analysis survey

Chair of Information

  • Work to ensure that HGC becomes a source of valuable information of interest to students across Harvard University, in support of the One Harvard concept
  • Oversee design and maintenance of the HGC website, ensuring it is updated frequently
  • Regularly gather information on events or academic/research connections of interest at each school, and/or create an automated process to facilitate the sharing of opportunities across Harvard; accordingly, create and update a calendar of initiatives and events both internal and external to HGC
  • Manage email accounts and shared drives, ensuring that they are backed up and protected and access is appropriately limited
  • Serve as liaison for Harvard University IT
  • Investigate new technologies and methods of engagement
  • Oversee and hold ultimate responsibility for activities of the Vice Chair for Communication

Vice Chair for Communication

  • Work to increase the visibility of HGC across Harvard University through all available channels by communicating HGC’s purpose in an exciting and engaging manner
  • Manage the distribution list for HGC email blasts, collect inputs, and compile and send regular emails to a wide population
  • Manage and actively engage with HGC social media accounts, to include Facebook
  • Oversee HGC public relations by serving as a liaison to the press, other student governments, and other organizations; submit press releases for major HGC events
  • Maintain internal or external graphic design capability in order to generate necessary materials on request
  • Keep in active contact with the communications officers on each school’s student government in order to utilize school channels and expand HGC’s reach
  • Report to and assume duties of the Chair of Information as required