Leader Toolkit

Chapter Board Position Descriptions – Template

This template uses a two-tiered approach to describe chapter board roles. Tier 1 reflects language aligned directly with chapter bylaws and defines officer authority and governance responsibilities. Tier 2 outlines common operational responsibilities that chapters may delegate or adapt based on size, capacity and needs.

From the bylaws:

It is suggested that all other board members serve, at the discretion of the officers, up to a three-year term.

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Chapter Officers

President

Tier 1: Bylaws Authority

The President serves as the chief volunteer of the chapter and partners with the CUPA-HR board of directors to advance the Association’s mission. The President provides leadership to the chapter board of directors, which establishes policy for the chapter. The President chairs board meetings, develops agendas, and guides and mediates board actions related to organizational priorities and governance matters. In consultation with other board members, the President may appoint committees, as deemed advisable to support the mission and goals of the chapter.

Tier 2: Common Operational Responsibilities

• Sets annual priorities and strategic direction in collaboration with the chapter board
• Represents the chapter at the Association Leadership Program, meetings, conferences and external events
• Supports and mentors the President-Elect
• Ensures effective board operations and follow-through on decisions
• Participates in leadership development activities as appropriate

President-Elect

Tier 1: Bylaws Authority

The President-Elect serves as the special aide to the President and assumes all duties of the President in the President’s absence. The President-Elect serves as President of the Program Planning Committee and leads the planning and implementation of the chapter’s annual conferences and meetings.

Tier 2: Common Operational Responsibilities

• Leads conference and program planning activities
• Coordinates with other board members on event logistics and communications
• Develops leadership knowledge in preparation for serving as President
• Recruits volunteers and committee members for programs and events

Past President

Tier 1: Bylaws Authority

The Past President serves as an advisor to the President and the chapter board of directors to ensure continuity of leadership, organizational knowledge, and effective governance.

Tier 2: Common Operational Responsibilities

• Provides historical context and guidance on prior board decisions
• Supports leadership transition between officers
• Assists with special projects or governance reviews as requested
• May support elections or nominations activities if assigned

Treasurer

Tier 1: Bylaws Authority

The Treasurer ensures that the chapter operates on sound fiscal principles. The Treasurer presents the annual budget to the chapter board of directors and provides periodic reports on the chapter’s financial status. The Treasurer recommends fiscal policies and financial operating procedures to the board.

Tier 2: Common Operational Responsibilities

• Maintains accurate financial records and documentation
• Monitors income and expenses throughout the year
• Processes payments and reimbursements in accordance with board-approved policies
• Coordinates required financial filings or reports
• Supports financial transition and knowledge transfer to future treasurers

Secretary

Tier 1: Bylaws Authority

The Secretary records all official actions of the chapter board of directors and the membership, including actions taken at the chapter’s annual business meeting. The Secretary ensures that members are notified of the time, date and place of meetings and coordinates the distribution of agendas and related meeting materials.

Tier 2: Common Operational Responsibilities

• Prepares and distributes meeting minutes
• Maintains official chapter records and governing documents
• Coordinates meeting logistics and board communications
• Supports orderly record retention and document management

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At-Large Chapter Board Positions

The most common position is “at-large,” as it allows the chapter to have the flexibility to assign tasks as needed throughout the year. Beyond at-large, the other chapter board position examples below are examples of more specific positions that some chapters use.

Board Member-at-Large

This position is an appointed role, established at the discretion of the chapter board.

Tier 1: Bylaws Authority

This position may be appointed by the chapter board of directors to provide additional support and capacity for board initiatives.

Tier 2: Common Operational Responsibilities

• Participates in board meetings and discussions
• Provides support for projects, programs or events as assigned
• Offers member perspective and subject-matter expertise
• Assists officers and committee chairs as needed

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Other Chapter Board Position Examples

Treasurer-Elect

This position is an appointed role, established at the discretion of the chapter board.

Tier 1: Bylaws Authority

This position may be appointed by the chapter board of directors to support continuity in financial leadership.

Tier 2: Common Operational Responsibilities

• Assists the Treasurer with financial tracking and reporting
• Learns chapter financial systems and procedures
• Supports budget development and financial planning
• Prepares to assume Treasurer responsibilities in the absence of the Treasurer

Communications Coordinator

This position is an appointed role, established at the discretion of the chapter board.

Tier 1: Bylaws Authority

This position may be appointed by the chapter board of directors to support member communication and information sharing.

Tier 2: Common Operational Responsibilities

• Manages the chapter website and digital platforms
• Distributes announcements, newsletters and event communications
• Coordinates messaging with board leaders for consistency
• Supports chapter branding and promotional efforts

Events or Program Chair

This position is an appointed role, established at the discretion of the chapter board.

Tier 1: Bylaws Authority

This position may be appointed by the chapter board of directors to support delivery of educational programs and events.

Tier 2: Common Operational Responsibilities

• Plans and coordinates chapter meetings and educational programs
• Works with speakers, venues and vendors
• Collaborates on event logistics, registration and evaluation
• Supports both in-person and virtual programming as needed

Outreach or Engagement Chair

This position is an appointed role, established at the discretion of the chapter board.

Tier 1: Bylaws Authority

This position may be appointed by the chapter board of directors to support membership engagement and leadership development.

Tier 2: Common Operational Responsibilities

• Engages current and prospective chapter participants
• Supports outreach to underrepresented or new member institutions on behalf of the Association
• Coordinates recognition or awards programs if applicable
• Assists with identification and recruitment of future leaders