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Committee Roles

Primary Roles:

The three core roles that need to be filled by all Swinburne clubs to meet the basic requirements of the

Club Governance & Management Policy⁠

If a Club Committee in a primary role steps down, it is compulsory to hold an SGM electing a new Club Committee to fill in the role.

Secondary Roles:

Clubs may choose to create additional committee roles to share the workload while clearly defining individual responsibilities. While not mandatory, they can be helpful.

It's important to discuss with the club committee and members what roles are most relevant for you to create and fill. Once discussed, individuals can be nominated and voted into these positions at a General Meeting.

The table below contains a list of common secondary roles, but other specific / specialised positions may be more appropriate depending on the club’s mission.

If a Club Committee in a secondary role steps down, it is optional to hold an SGM electing a new Club Committee to fill in the role.

Committee Roles Summary

Committee Roles Summary

Priority

Role

Summary

Responsibilities

Primary / Mandatory

President

The primary leader acting as a spokesperson, safekeeper of the Club's purpose, and enforcing healthy club governance.

Ensure the club operate in accordance with 'Club Management & Governance Policy.'

Planning the Big Picture goals and objectives for the Club to achieve.

Liaising with Swinburne Student Life Departments, particularly the Clubs & Sports Team to communicate key Club activities and intentions.

Cast the deciding vote in case of a tie at Club Meetings.

Delegating tasks fairly and working closely with other club committee members.

Intervening and moderating any conflict within or related to the Club. This may require support from the Clubs & Sports Team, clubs@swin.edu.au

Secretary

Helps ensure all club administrative duties are done properly and key messages are communicated clearly, allowing the Club to run smoothly.

Create and maintain clear lines of communication between club committee, club members, stakeholders and Swinburne Student Life,

Accurately complete fields in relevant Forms (e.g. Fund Requests, Grant Applications, Sponsorship Requests)

Manage club meetings including scheduling times, recording topics as Meeting Minutes, and ensuring key actions are followed up or delegated to the relevant people.

Treasurer

Empowered to manage club finances, supporting it to achieve sustainable growth.

Ensuring club financial affairs are in order and compliant with relevant Club Policies

Keeping sound and current financial records by tracking expenditure in constant readiness for audits from Swinburne Student Life

Accurately provide finance-related information to complete Forms (particularly for Finance Requests and Grants)

Track and manage all club assets, both existing / new, and updating the Clubs & Sports Team of any changes by completing the

Assets Register Form

⁠

Secondary / Optional

Vice President

The key support for the Club President and all other Committee Member if / when required.

Events / Membership Officer

The main activity planner who creates engaging, inclusive, fun opportunties for Club Members to participate in.

Marketing / Promotions / Social Media Officer

The go-to hype person who, through a range of mediums and methods, accurately promotes what the Club is about and why people should join.

Sponsorship Officer

Responsible for identifying, securing and maintaining mutually beneficial agreements with other organisations or businesses.

Community Officer

Looks after the club’s main communication channel such as Facebook Group or Discord, generate conversations and interaction between members.

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