HOSC Job Descriptions


EXECUTIVE TEAM

President

Executive Secretary

Administrative Treasurer

Welfare Treasurer

Parliamentarian

VP Events (see event team)

VP Welfare (see welfare team)

VP Communications

Community Relations Coordinator


President

  • As elected leader of the HOSC, cultivates organizational vision, ensures executive function, and exemplifies the spirit of HOSC’s social and philanthropic objectives.
  • Leads the Executive Team, oversees organizational administration, and appoints coordinators to vacated offices.
  • Sets agendas and presides over all Governing Board and General Membership meetings, but does not vote except in case of a tie.
  • Collaborates frequently with Advisors and Honorary Officers.
  • Manages designated operational funds (see Administrative Budget).
  • Serves and votes on the following committees:  Budget Review, Documents Review, Thrift Shop Advisory, Grants, and Scholarships.

Executive Secretary

  • Records and Posts minutes for all Executive Team, Governing Board, and General Membership meetings.
  • Compiles official documents, monthly reports, sends appropriate documents and business to VP of Communications for long term archiving of reports.
  • Manages office operations including weekly mail pick up/distribution, office supplies, and inventory.
  • Coordinates occasional cards/gifts per policy for babies, illness, death, etc.
  • Manages designated operational funds (see Administrative Budget).
  • Serves and votes on the following committees: Budget Review and Documents Review

Administrative Treasurer

  • Supervises all operational finances (Administrative Account) of the HOSC: Manages bank account permissions, reconciles bank records, pays bills and oversees CPA services (to include tax preparation/insurance/bond).
  • Partners with Welfare Treasurer and assumes duties in his/her absence.
  • Responsible for funds reimbursements, settling accounts with money handlers, and ensuring payment of programs related expenses.
  • Drafts the next Fiscal Year Welfare Planning Budget. 
  • Manages the current FY budget and proposes adjustments to budget committee/ board for vote if necessary.
  • Serves and votes on the following committee: Budget Review Committee (Co-Chair) and Documents Review.

Welfare Treasurer

  • Supervises all philanthropic finances (Welfare Account) of the HOSC: Manages bank account permissions, reconciles bank records, pay bills, and oversees CPA services.
  • Partners with Administrative Treasurer and assumes duties in his/her absence.
  • Manages designated operational funds (see Administrative Budget).
  • Serves and votes on the following committees:  Budget Review Committee (Co-chair), Documents Review, Thrift Shop Advisory, Grants, and Scholarships.

Parliamentarian

  • Advises Executive Team in matters of parliamentary procedure and JBPHH policy.
  • Interprets the HOSC’s governing documents to include Constitution, Bylaws, and other operating guidelines.
  • Oversees voting process and does not vote at the Executive and General Board meetings.
  • Supervises annual review of job descriptions.
  • Shall determine a quorum and oversee all voting.
  • Purchase President’s gift and O’Club Gift
  • In charge of new board induction ceremony
  • Manages designated operational funds (see Administrative Budget).
  • Serves on the following committees (does not vote): Budget Review, Documents Review (Chair), Thrift Shop Advisory, and Nominations/Elections (Chair).

Community Relations Coordinator

  • Serves as liaison between the HOSC and the larger local community, including the spouses of local resident retirees. Establishes and maintains cooperative relationships with other organizations military, services, and civilian. You are our anchor of continuity within the local community.
  • Represents the HOSC and promotes goodwill at external functions, including newcomers’ briefings, information fairs, etc. 
  • Collaborates with Communications Team to facilitate internal/external communication:
    • Selectively compiles relevant information from external organizations and distributes to HOSC members.
    • Helps prepare and distribute HOSC publications to external audiences.
    • Responds to (or forwards) request for information from external sources.
  • Volunteer Coordinator for requests received by outside organizations.
  • Serve on Snacks with Santa Committee.Vice President of Events


EVENTS TEAM

Vice President of Events

Social Events Coordinator

Special Events Coordinator

Activities Coordinator

Reservations/Membership Coordinator

Ways and Means Coordinator

Historian

                                                                                                                                                

Vice President of Events

  • Directs all aspects of HOSC event planning. 
  • As Events Team lead, supports and supervises Programs, Activities, and Reservations coordinators.
  • Collaborates with Executive Team to manage HOSC events calendar.
  • Works with VP Communications to promote participation and publicize HOSC events.
  • As First Vice, assumes presiding role in absence of the President.
  • Serves and votes on following committees: Budget Review and Documents Review.

Social Events Coordinator

  • Coordinates programs for all monthly socials including theme, venue, and catering; publicity and member invitations; and entertainment prizes.
  • Creates social events and posts social information on HOSC’s website’s main page.
  • Serves as a liaison between the HOSC and Officers’ Club, maintaining collaborative relationship with catering staff and manager.
  • At beginning of board term, collaborates with Events Team to set annual program themes.
  • Establishes written contracts for any fee based service (e.g.,venue/catering or entertainment).
  • At each monthly social, leads program portion, hosts special guests, and settles financial accounts with Administrative Treasurer.
  • Manages designated operational funds (see Administrative Budget).

Special Events Coordinator

  • Establishes and chairs committee for annual Snacks with Santa event.
    • Collaborates with Programs Coordinator to feature activity groups at Aloha Expo (August social).
    • Coordinates Special Events (e.g., tours, charity walks, etc.), either as lead organizer or assistant.
    • Manages designated funds (see Administrative Budget (Activity Groups) and Welfare Budget (Snacks with Santa).

Activities Group Coordinator

  • Facilitates member led activity groups and coordinates HOSC events. 
  • Activity Groups:
    • Recruits activity group leaders and facilities networking and publicity.
    • Continuously updates activities calendar.
    • Provides Activities and Opportunities info at monthly socials, coordinating with governing board to promote participation and volunteerism among members.
    • Manages loan of HOSC goods to activity groups.


Reservations/Membership Coordinator

  • Manages registration and all emails for monthly social and special events via the HOSC website.
  • Greets attendees on arrival at HOSC events and completes check in. 
  • Coordinates payment processes, and ensures compliance with established reservations policy.
  • Settles financial accounts with Administrative Treasurer.
  • Manages designated operational funds (see Administrative Budget) Actively promotes membership growth.
  • Coordinates all aspects of membership including membership drives, records and payment, and name tags, directory, and hails/farewells.
  • Monitors member database, coordinates payment processes, and ensures compliance with membership policies.
  • Creates name tags for new members, ensures ongoing accuracy of name tag collection, and provides name tags for each event. 
  • Publicizes hails/farewells and purchases standardized gifts.
  • At monthly socials, greets attendees, conducts new member registration, presents hails/farewells, and distributes/collects name tags. 
  • Manages designated operational funds (see Administrative Budget) and settles financial accounts with Administrative Treasurer.

Historian

  • Serves as official photographer for HOSC activities and compiles photos from HOSC events.
  • Collaborates with other board members to publicize HOSC activities in digital and print format.
  • Photo book/ Yearbook 
    • Creates a digital scrapbook for the year, purchasing two hard copies (President’s gift and archives). 
    • Offer option for members to buy the yearbook from the online photo service so they can have a year in review.
  • Collaborates with other board members to prepare an HOSC brochure for external audiences.
  • Manages designated operational funds (see Administrative Budget).



WELFARE TEAM

Vice President of Welfare

Thrift Shop Coordinator

Thrift Shop Volunteer Coordinator

                                                                                                          Grants Coordinator

Scholarships Coordinator


Vice President of Welfare:

  • Directs HOSC philanthropic endeavors. 
  • As Welfare Team Lead, supports and supervises the Thrift Shop, Grants, and Scholarship Coordinators.
  • Directs operation of the HOSC Thrift shop, the income generating mechanism which finances HOSC philanthropic endeavors. 
  • Manages designated operational funds, develops Thrift Shop’s annual operational budget, and reviews Thrift Shop’s Policies and Procedures document. (moved from Thrift Shop coordinator duties)
  • Votes on the Thrift Shop Advisory Committee: Meets at least quarterly to discuss management of operations, paid employees, volunteerism, and development. (part section copies from Thrift Shop coordinator duties)
  • Partners with Welfare Treasurer and Welfare Team to ensure responsible accrual and dispersion of charitable funds.
  • Works with VP of Communications to promote volunteerism and publicize HOSC philanthropy.
  • As Second Vice, assumes duties of President if VP Events (First Vice) is unable.
  • Manages any designated operational funds (see Administrative and Welfare Budgets).
  • Serves on following committees: Budget Review, and Documents Review, Thrift Shop Advisory, Grants, and Scholarships.

Thrift Shop Coordinator

  • Weekly volunteer at the Thrift Shop.
  • Chairs the Thrift Shop Advisory Committee: Meets at least quarterly to discuss management of operations, paid employees, volunteerism, and development.  Liaisons between committee and HOSC Governing Board, presents recommendations for board’s decision.
  • At monthly socials, recruits and recognizes volunteers and announces Thrift Shop’s monthly contribution to HOSC Welfare Fund.
  • Works with VP of Communications to promote volunteerism and publicize HOSC philanthropy.
  • May update thrift shop page on website and send any thrift shop work day related emails to membership body.
  • Report to the HOSC board monthly the Thrift Shop income, welfare disbursement versus operating costs, number of volunteers, and amount of volunteer hours.

Thrift Shop Volunteer Coordinator

  • Volunteers weekly at the Thrift Shop 
  • Recruits various JBPHH military related volunteers and groups to include hosting monthly volunteer HOSC and non-HOSC groups. Organizes work times monthly for these groups at any time convenient for the organization; possibly scheduling and publicizing special open times for the Thrift Shop if necessary for a given group to volunteer. 
  • Recruits HOSC volunteers and maintains log of their hours.

Grants Coordinator

  • Oversees all aspects of our Grants program, partnering with VP Welfare and Welfare Treasurer to ensure responsible dispersion of charitable funds.
  • Provides direct service to applicants throughout the process assisting with submittal, status updates, notification, and check presentation.
  • Works with VP of Communications to promote and publicize HOSC philanthropy.
  • Manages any designated operational funds (see Administrative and Welfare Budgets).
  • Chairs and votes on the Grants Committee: Meets annually in March to recommend action on applications, then presents committee’s recommendations to Governing Board for decision.

Scholarships Coordinator

  • Manages all aspects of HOSC Scholarships competition, partnering with VP Welfare and Welfare Treasurer to ensure responsible dispersion of charitable funds.
  • Leads the Judging Committee: Recruits from the community a panel of readers to judge applications and essays, then organizes and oversees judging session.
  • Organizes scholarship presentation ceremony. (If at May social, collaborate with Programs Coordinator).
  • Works with VP of Communications to promote and publicize HOSC philanthropy.
  • Manages any designated operational funds (see Administrative and Welfare Budgets).
  • Chairs and votes on the Scholarship Committee: Meets in fall to review and update application, responsible for outside HOSC publicity, and draft award plan; Jan-March, promotes program through schools/media and accepts applications; and in spring, conducts judging session, and notifies applicants of outcome.

 

Vice President of Communications

Directs all aspects of HOSC communications and public relations. 

  • As Webmaster:
    • Works in partnership with Executive, Events, and Welfare teams to continuously monitor and generate web content news, event publicity calendar, photos, advertising, and organizational information. 
    • Provides website administration training for key board members.
    • Manages administrator permissions, identifies and corrects technical problems (or refers to provider for correction), and backs up web content to ensure recovery.
    • In cooperation with the Secretary, maintains long term digital, online archiving of HOSC records.
    • Manages GoDaddy email forwarding service
  • Oversees social media for the HOSC.
  • As Third Vice, assumes duties of President if VP Events (First Vice) and VP Welfare (Second Vice) are unable.
  • Manages designated operational funds (see Administrative Budget).
  • Serves on following committees: Budget Review and Documents Review.


HOSC General Duties

  1. Submit monthly board reports
    1. Describe previous month’s activities performed.
    2. Reports should be typed and include position
    3. Board reports are due to the Secretary by the date and time stipulated.
    4. State any expense or income for the month at the end of your report.
  2. Submit reimbursement voucher sheets monthly to the Treasurer; keep a copy in your notebook.
  3. Inform the President and Parliamentarian of any motions you many need to make prior to the meeting.
  4. Keep a current notebook updated with the following or refer to “online binder”:
    1. Board of Governors Roster
    2. Parliamentary Procedures
    3. Board Meeting Procedures
    4. Constitution and By Laws
    5. Job Description
    6. Copy of Vouchers
    7. Board Reports for the current year and the prior year for your position
    8. Copy of the Social and Charitable Budgets
    9. Correspondence of any pertinent information
  5. Review your job description annually and revise, if needed, in January; return it to Team Lead by the end of January.
  6. At the end of your term, write a general overview for you successor to include ideas and suggestions based on your experiences; distribute to President and Vice Presidents; file a copy in the notebook.
  7. Each board member shall attend all board meeting and socials.
  8. Confidentiality is expected regarding opinions expressed during the board meetings or any other meeting involving board issues.
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