Skip to content
  • Print

Roles and Responsibilities

About Officer Representation & Commitment to Serve

SUBMIT INTEREST/NOMINATION FORM

Subject to further review and changes at anytime.

Executive Board Officer(s) Responsibilities:  

Chair:  The Chair must ensure that the Committee functions properly, that there is encouraged full participation during meetings and open forums.  Ensures that all relevant matters are discussed, communicated to constituency and that effective decisions are made and carried out.

  • Create agenda
  • Responsible for budget, approver of indices for operational and scholarships
  • Review and approve expenses or facilitate council voting requiring council approval
  • Maintain appropriate timetables for accomplishment of tasks
  • Maintain monthly outreach with designated Leadership Liaison to the council
  • Approve reports and communications before distribution
  • Where appropriate guide the council in proposing new activities and service that will further the mission and goals of the constituency
  • Facilitator, to bring impartiality and objectivity to meetings & decision making
  • Ensure matters are dealt with in an orderly, efficient manner
  • Schedule ad-hoc meetings with various leadership or departments to ensure important topics or areas of importance to staff are communicated
  • Attend monthly meetings or events providing leadership on behalf of staff
    • President's Advisory Council (P.A.C) - One, (2) hour meeting (1st Tuesday) monthly
    • Institutional Priorities Meeting (I.P.C.) - Two, (2) hour meetings (2nd & 4th Tuesdays) monthly
    • Invitations are extended from leadership to attend various events throughout the year, optionally and upon availability
  • Monitor self-nominated or appoint designees (open to all staff) to represent the voice of staff on University committees, task force, search committees and/or to participate at events
  • Encourage and promote employee staff development and networking opportunities
  • Monitor and reply to council email both direct and anonymous
  • Prepare annual report to celebrate success of Council accomplishments
  • Monthly Time Commitment: Varies, on average anticipate 1-3 workdays worth workload per month depending on distribution of workload with Co-Chair
    • Administrative - 1-5 Hours
    • Meetings -  8-10 Hours
    • Other Duties/Activity - 8-10 Hours
  • TERM OF SERVICE: (1) year commitment commencing in June (Peak Service Months Aug-May)

Ex-Officio Chair:  The Ex-Officio Chair must provide necessary guidance and outreach as liaison to Chair and elect officers to ensure that the Council continues to function properly. TERM OF SERVICE: (1) Year after successful completion as Chair    Co-Chair:  The Co-Chair must assist the Chair in carrying out important tasks, standing in place of the Chair when she/he is absent and acting as a go-between for the Chair to the elected officers.

  • Supports the Chair in all duties as agreed upon maintain workload
  • Acts as a backup to Chair when unavailable
  • Assist with tasks and
  • Coordinate and co-host annual May retreat for planning and succession of outgoing and incoming officers and representatives, closed meeting
  • Guide designees to ensure successful execution of activities with timelines and providing updates to the Council
  • Communicates and attends various functions with Leadership
  • Automatically transitions to role of Chair as officers term in May
  • Oversee and serve as liaison to Scholarship Committee to ensure budgetary compliance and progress of assigned roles
  • TERM OF SERVICE: (1) Year commencing in May

 Secretary:  The Secretary is responsible for the documentation of the activities of the Council.

  • Prepare agenda with Chair and post to website
  • Notify constituency draft of agenda is available for review on website
  • Make arrangements for meeting space location (1 per semester in Sacramento) and necessary technology accommodations
  • Make copies for meeting, if any
  • Sets up meeting room (laptop, whiteboard, etc.)
  • Take minutes of committee meetings, have chairs review and solicit council approval
  • Ensure meeting schedule, agenda and minutes are posted to S.A.C. website
  • Assist Chair with necessary letters of appointment to incoming elected officials
  • TERM OF SERVICE: (1-2) Year(s)

 Treasurer:  The Treasurer has financial management oversight, working closely with other members of the Committee to safeguard the finances.

  • Proposes budget to elected officials for adoption, typically begins at May retreat
  • Oversees payment of bills
  • Oversees budget and monitors use of funds for operational and scholarship activities
  • Present financial updates to the council
  • Have access to budget account and activity code
  • Oversee annual signature of approval forms are completed with incoming and outgoing elected officers
  • TERM OF SERVICE: (2) Years

 Communication Officer(s):  The Communication Officer(s) are responsible for the communication and marketing of the activities of the Council.  There can be up to two individuals selected for this role.

  • Develop content for templates
  • Develop templates
  • Create announcements
  • Assist with web based activity
  • Upload constituent distribution lists to listserv site
  • Oversee social media activity
  • TERM OF SERVICE: (2) Years

 Technical Officer(s):  The Technical Officer is responsible for maintaining technology information for the Council.  No SharePoint or CMS experience required in order to be considered for this position, just a willingness to learn. There can be up to two individuals selected for this role.

  • Posts and/or oversees all documents to SharePoint are in a timely manner, e.g. agenda & meeting minutes, scholarship data and related documentation from Committee
  • Maintains SharePoint documents and member access
  • Maintains Outlook email aliases assigned to appropriate elected Council members through term of service
  • Provides assistance to member access
  • Works with University OIT to resolve any SharePoint, CMS, and/or Outlook issues
  • TERM OF SERVICE: (2) Years

Council Representative(s) Responsibilities:   

Representative:  The Council Representative Officers are responsible for representing a designated number of constituents and attend general open forum meetings once a month.  No experience required in order to be considered for this position, just a willingness to participate.

  • Attend monthly open forum meeting (2nd Friday of the Month, 1.5 hour commitment)
  • Attend ad-hoc Council meeting limited to Executive Board and Council Representatives only
  • Attend annual retreat in May
  • Serve as a voting member for budget, minutes and in accordance with established by-laws
  • Provide updates to designated constituents monthly or ad-hoc
  • Communicate with Chair and trends, concerns or feedback provided from constituency
  • Where appropriate guide the council in proposing new activities and service that will further the mission and goals of the constituency
  • Participant, to bring impartiality and objectivity to meetings & decision making by serving as a voice of staff
  • Ensure matters are communicated in an orderly, efficient manner
  • Maintain ad-hoc outreach to constituents to cultivate networking and information sharing
  • Support Council events directly through volunteerism or in recruiting and promoting staff engagement
  • TERM OF SERVICE: (2) Years

Sub-Committee(s) Responsibilities:   

Staff Scholarship Committee:  The Staff Scholarship Committee serves to carry out important tasks, on behalf of the Council to promote and award staff scholarships to eligible employees at all campuses.  ·         Chair o    Report directly to the Chair o    Provide and receive budget updates from the Treasurer o    Oversee necessary progress and successful execution of the Scholarship Committee tasks o    Communicates regularly with the Council o    Voting member to award or recommend application approval or decline ·         Co-Chair o    Assists the Chair with the necessary execution of tasks o    Provides pertinent updates to Executive Board to ensure accurate record keeping and metrics are maintained o    Voting member to award or recommend application approval or decline ·         Staff Representatives (1-3) o    Assist Chair and Co-Chair as assigned o    Voting member to award or recommend application approval or decline

Events Committee:  The Co-Chair must assist the Chair in carrying out important tasks, standing in place of the Chair when she/he is absent and acting as a go-between for the Chair to the elected officers. §  Events Officer o   Serve as primary lead to oversee progress and timelines for appreciation and/or related ad-hoc employee events o   Provide budget updates to Treasurer o   Reports to the Chair §  Staff Representatives (1-2) o   Serves as support to Events Officer for appreciation and/or related ad-hoc employee events

Additional Opportunities (Ad-Hoc): Don't miss out on opportunities to expand your professional resume and support Staff Advisory Council (SAC) by way of word of mouth or as you are able to contribute.  Additional areas of opportunity for staff as development and networking opportunities ad-hoc are as follows:

Staff Advisory Champions:  Not interested in service but still have a passion for important staff topics, issues, or have ideas to share.  Attend meetings (virtually or in-person) as contributing members of our Council representation.   To further our vision, cultivate future participation and ensure continued success of the Staff Advisory Council (SAC) we need to hear from you.  

University Committees:  University committees are an untapped development and networking opportunity outside the scope of your primary role at Pacific.  Do you have interest in a particular area of interest or just looking to expand your exposure to what is happening across the University.  Learn more about how to get involved outside Staff Advisory Council (SAC). § 

Staff Advisory Council (SAC) Designee: Open to all staff as a designee to advocate as representative on committee on behalf of all staff. Routine progress reports back to Executive Board and/or Council encouraged. § 

Staff Advisory Council (SAC) Representative/Officer Designee: Elected officer only appointed opportunities.  Routine progress reports back to Executive Board and/or Council encouraged.