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GPSS Officer and GPSS Staff Job Descriptions
GPSS Officers
GPSS Staff
Officers
President
Primary duties include:
- Serves as the official spokesperson for the GPSS
- Presides at the GPSS and Executive Committee, voting only in the event of a tie
- Appoints, nominates, or removes GPSS representatives to committees, councils, and other groups
- Serves as a non-voting, ex-officio member of all GPSS committees, unless otherwise stated in the Constitution and Bylaws
- Serves on several committees such as the GPSS Executive Committee, Board of Regents, University Budget Committee, Graduate School Council, Graduate School Executive Committee, Faculty Senate, Faculty Senate Executive Committee, Faculty Senate Planning and Budget Committee, President's Council, President's Student Forum
- Maintains final authority on issues until they can be brought to the attention of the Executive Committee or the GPSS. When immediate action is necessary, the President should solicit assistance from the other officers
- Ensures that action on resolutions of the GPSS is taken within four weeks after the date the resolution has been passed. The President shall report on the status of the resolution's implementation to the GPSS
- Supervises the graduate review survey, including TA, RA, and general graduate and professional student surveys of students in departments up for their regularly-scheduled review by the Graduate School, and present the results to the Graduate School Council
- Maintains a good relationship with UAW Local 4121 to coordinate efforts to improve Graduate Student Employee labor conditions
- Supervises the President’s Executive Assistant and President’s Special Assistant
Vice President
Primary duties include:
- Assumes the duties of the President in the President's absence, and assumes the duties of the President in the event that the President vacates office
- Oversees graduate student representation on University committees
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Represents the GPSS to the Washington State Legislature, including but not limited to:
- Spending 2-5 days a week in Olympia during the legislative session during the Winter quarter and as other duties and time allow during the Spring quarter (it is highly recommended that the Vice President attend school part time during winter quarter), attending pertinent committee hearings and preparing and giving testimony when relevant, meeting with legislators and staff regarding the GPSS Legislative Agenda, the Washington Student Lobby (WSL) Agenda and other relevant higher education issues
- Working collaboratively with other WSL designated school liaisons on top WSL priorities
- Researching and writing briefs on legislative and/or other issues as specified by the President, GPSS Executive Committee, and/or the GPSS
- Keeping the GPSS, the Executive Committee, the GPSS officers, and individual graduate and professional students informed of issues before the Legislature and other bodies
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Initiates the process of enacting a GPSS Legislative Agenda including but not limited to:
- Seeking input and bringing forth an initial draft Legislative Agenda (the VP has the discretion on whether or not to call a legislative steering advisory committee)
- Bringing forth a draft Legislative Agenda to the GPSS Executive Committee in order to seek input
- Presenting a draft Legislative Agenda to the Senate and shepherd the passing of a GPSS Legislative Agenda
- Serves on several committees such as GPSS Executive Committee, ASUW Legislative Steering Committee, Washington Student Lobby (WSL) State Board, and GSSA Committee
- Serves as the GPSS representative to the National Association of Graduate-Professional Students (NAGPS) and other groups addressing legislative issues
- Makes every effort to obtain official positions from the GPSS and/or the Executive Committee on issues being considered by other groups. If no position is available, the Vice President should use discretion in either putting forth his or her own opinion, or not commenting until a position is obtained. In these cases, consultation with other GPSS officers is desirable
- Recommends GPSS representatives to external committees, councils, and other groups
- Informs GPSS external committee representatives of GPSS resolutions, positions, and policies and maintain files of GPSS representatives' reports
- Directly supervises the Legislative Assistant and Policy Analyst
Secretary
Primary duties include:
- Represents and reports graduate and professional student issues to the ASUW Board of Directors (as well as the ASUW Senate and the ASUW Senate Steering Committee if no other GPSS representative is present) on a weekly basis
- Develops GPSS publications (such as The Guide to Life and The Senator Handbook) with the Publications Assistant and the GPSS website with the webmaster
- Maintains current GPSS membership and mailing lists
- Distributes announcements and information to Senators
- Ensures the proper functioning of any GPSS ad hoc committees
- Serves on the following committees: the Executive Committee, ASUW Board of Directors, Judicial Committee (without a vote), Graduate Opportunities and Minority Achievement Program (GO-MAP) Student Advisory Board
- Serves as the official parliamentarian of the GPSS in accordance with procedure set forth in the most recent edition of Sturgis Standard Code of Parliamentary Procedure by Alice Sturgis
- Coordinates and enhances the diversity efforts of the GPSS
- Works together with GO-MAP/OMA, the ASUW Commissions (including Joint Commissions Committee), FIUTS (Foundation for International Understanding Through Students), registered student organizations and other diversity groups to communicate and address diversity needs
- Funds diversity enhancing programs using the Diversity Fund
- Coordinates the MLK Jr. Day of Service, working with the United Way of King County and The Carlson Center
- Plans and programs Graduate and Professional Education Week, working with the Graduate School
- Coordinates recognitions and awards from the GPSS, including the Gold Star Award and working with the Graduate School for the Graduate Program Assistant of the Year Award
- Supervises the Publications Assistant and the Webmaster
- Creates a yearly report for records purposes
Treasurer
Primary duties include:
- Administers the GPSS budget
- Oversees GPSS expenditures and keeps accurate financial records
- Reports to the GPSS financial status to the Executive Committee on a quarterly basis
- Handles fund requests beyond those approved by the GPSS, and transfers funds as described in the Bylaws
- Ensures that a professional audit of the GPSS budget is conducted each biennium and that audit information is available to senators upon request
- Assists senators and other graduate students in their application for special, departmental and travel funds
- Serves on several committees such as the GPSS Executive Committee, GPSS Finance and Budget Committee, the Services and Activities Fee (SAF) Committee; and other committees as needed
- Serves as chair of the GPSS Finance and Budget Committee
- Drafts an officers' proposed budget for the next fiscal year and facilitates the approval process
- Plans and promotes the Fall and Spring GPSS Social
- Manages the administrative details of the office including the computers and filing system
- Supervises and evaluates administrative staff
- Oversees GPSS personnel-related issues
- Presents the current budget to the GPSS at the first meeting of the academic year
- Supervises the Office Manager and Resources Assistant
Staff
Chief of Staff
Essential Functions: The Chief of Staff (CoS) has a number of roles in the GPSS office,
including, but not limited to, planning and coordinating the GPSS Higher Education Summit,
managing all GPSS academic program review activity conducted in partnership with the
Graduate School, helping the Treasurer’s Office plan the GPSS Fall and Spring Socials, acting as
proxy for the President at committee meetings, and performing a number of administrative tasks
within the office. These tasks require the CoS to maintain a flexible and organized schedule, and
take initiative in completing tasks in a timely manner. The CoS should be willing to serve some
basic administrative duties such as answering the phone, sending emails, taking minutes, and
organizing calendars and should also be able to perform high-level research assignments. The
Chief of Staff also plays a leadership role for other staff in the office and should be a good team
player and skilled in conflict management.
Additional Duties: The CoS should also be prepared to perform tasks outside of their regular
job description should they need to fill the role of another staff member in the event of their
absence.
Event Coordinator
Essential Functions: Assist the GPSS Treasurer and other officers in planning and executing the two annual GPSS graduate & professional student socials, Valentine’s Day speed dating event, and small trivia nights and town hall events. Some weeks (including final exams) may require less than 10hr/week. Other weeks when events are being held will require additional hours.
Executive Assisitant
Essential Functions: The Executive Assistant to the President will assist the GPSS President with the duties of his office. These include policy research, typing and filing, note-taking, correspondence and scheduling.
Additional Duties: Assist the GPSS President with strategic initiatives, tasks to include basic research, project development and relationship management.
Legislative Assistant
Essential Functions: The GPSS Legislative Assistant will assist the GPSS Vice President with state legislative lobbying and university shared governance duties.
Essential duties include:
- Conducting research on legislative issues and preparing briefs
- Helping coordinate grassroots volunteers for lobbying efforts
- Scheduling meetings with legislators and staff in Olympia for the GPSS Vice President
- Helping the GPSS Vice President coordinate activities between the University of Washington, ASUW, and Olympia (i.e. UW’s “Higher Education Advocacy Day”)
- Preparing lobbying materials for the upcoming session
- Assisting in the creation of the 2010-11 GPSS legislative agenda and attending the GPSS Vice President's Legislative Steering Committee meetings
- Assisting with the administration of committee appointments including scheduling appointments and drafting correspondence
Additional Duties: The GPSS Legislative Assistant will also occasionally provide general office support and assigned duties as needed.
Office Manager
Essential Functions: The GPSS Office Manager is primarily responsible for keeping the GPSS
Office operational during the year. This includes administrative tasks as assigned, as well as
supporting the four GPSS Officers with their duties. Acts as the public face for GPSS at the
front desk by answering questions about University services and programs, assisting graduate
and professional students, and coordinating meetings between GPSS Officers and University
administrators. Additionally, the Office Manager assists with GPSS social programming.
Additional Duties: Office tasks such as maintaining office supplies, answering phones,
delivering messages, and acting as a backup minutes taker when the Publications Assistant is
unavailable, and any other tasks that may be assigned by GPSS Officers from time to time.
Policy Analyst
Essential Functions: The GPSS Policy Analyst will conduct high-level academic research on pressing student issues identified by the GPSS Officers and Executive Committee.
Essential duties include:
- Conducting one full-scale policy analysis (10-12+ pages) per quarter
- This policy analysis must include an overview of the problem, policy goals, policy alternatives, criteria for selection, evaluation of alternatives and recommendations
- Conducting on-going research as decided by the GPSS Officers and the GPSS Executive Committee
- Helping GPSS implement approved recommendations outlined in the policy analysis
- Conducting the annual GPSS survey
- Conducting legislative and policy research as necessary to support the GPSS Officers
- Analyzing the results from the annual GPSS survey
Publications Assistant
Essential Functions: The GPSS Publications Assistant assists the GPSS Secretary with communications, record-keeping, and creation of publications.
Essential duties include:
- Designing, copy writing, and copy editing posters, advertisements, brochures, press releases, flyers and other materials;
- Taking minutes at assigned GPSS meetings;
- Updating the GPSS website;
- Communicating with GPSS Senators;
- Organizing public documents; and
- Assisting with media relations.
Additional Duties: The Publications Assistant will also assist in other duties as requested by the GPSS Secretary.
Resources Assistant
Essential Functions: Assist the GPSS Treasurer in managing the operations budget of GPSS. Tasks also include administrative work related to the GPSS Finance & Budget Committee, which allocates funding to graduate departments and student organizations, and other administrative duties as assigned. The Resources Assistant also assists in planning and executing the two annual GPSS Graduate & Professional Student Socials.