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, and 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, Provost Advisory Committee for Students, Graduate School Council, Graduate School Executive Staff Committee, Faculty Senate, Faculty Senate Executive Committee, and Faculty Senate Planning and Budget Committee.
  • 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 program review survey, including TA, RA, and general graduate and professional student surveys of students in programs 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 Special Assistant to the President and University Affairs Director.
  • Oversees GPSS alumni relations efforts.

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
  • 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
  • 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:

  • The general role of the Secretary shall be to manage GPSS communications, develop GPSS publications, and to represent graduate and professional student issues to the ASUW.
  • Maintain current GPSS membership and mailing lists through a Senator registration process that collects at a minimum their name, department and email address;
  • Oversee the application for Senate Seat
  • Distribute announcements and information to Senators including via the Senate listserv;
  • Ensure the proper functioning of any GPSS ad hoc committees including resolutions, agendas and minutes
  • Serve on the following committees and other committees as needed:
    • GPSS Executive Committee
    • GPSS Communications and Outreach Committee (ex-officio)
    • GPSS University Affairs Committee (ex-officio)
    • GPSS Diversity Subcommittee (ex-officio)
    • ASUW Board of Directors
    • Judicial Committee (ex-officio member)
    • Dispute Resolution Advisory Committee (coordinator)
    • Graduate Opportunities and Minority Achievement Program (GO-MAP) Student Advisory Board;
  • Coordinate the production of all GPSS publications and the GPSS website such as:
    • Updated copies of the GPSS Constitution and Bylaws
    • Accurate records of GPSS meetings including minutes and agendas
    • Accurate records of resolutions and main motions;
  • Serve 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;
  • Perform other tasks as necessary to fulfill the duties of Secretary as set forth in the most recent edition of The Standard Code of Parliamentary Procedure by Alice Sturgis;
  • Act as liaison to the University Ombudsman;
  • Articulate GPSS positions at the ASUW Board of Directors meetings, based on the directives of the GPSS and/or the Executive Committee, and serve as the GPSS liaison to the ASUW Board of Directors;
  • Ensure that actions on resolutions of the GPSS is taken within four weeks after the date the resolution has been passed;
  • Coordinate the diversity efforts of GPSS in coordination with the Diversity Subcommittee;
  • Appoint members of the Communications and Outreach Committee, with approval by the Executive Committee; and
  • Appoint members of the Diversity Subcommittee with approval of the Executive Committee.

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, Event Coordinator, and Budget Specialist

 

Staff

Communications Specialist

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.

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.

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.

Organizing Director

Essential Functions: The GPSS Organizing Director engages University of Washington graduate students on legislative issues at the state, federal, and local level, focusing on higher education policy. The primary role of the Organizing Director is to encourage and coordinate communication between graduate students and legislators. This includes developing relationships with graduate student organizations and drafting materials such as action alerts. The Organizing Director is also responsible for implementing events such as Lobby Day, a graduate student voter registration drive, and a Get Out the Vote campaign. All activities are planned and implemented in coordination with the GPSS Government Relations Committee as well as partner organizations like the Associated Students of the University of Washington (ASUW) and the Washington Student Association (WSA).

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

Budget Specialist

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.

Special Assisitant to the President

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.

University Affairs Director

Essential Funtions: The GPSS University Affairs Director oversees student representation on campus, assists the President in the development and pursuit of policies and initiatives, and supports the GPSS University Affairs Committee and subcommittees. Tasks include managing GPSS appointments to university committees, recruiting student representatives, policy development and research, attending meetings for the President when directed, and actively participating in the GPSS University Affairs committee. Additional duties include assisting with or overseeing policy and legislative events and providing assistance on special projects when directed. These duties require the University Affairs Director to complete medium and long-range deadlines with limited supervision and maintain close communication with the President and other senior GPSS leaders including the Chair of the University Affairs Committee.

Archivist

Essential Functions: The Archivist this year will be working on identifying the information management challenges and goals of GPSS as an institution, as well as conceptualizing and implementing a comprehensive information management system. 

Additional Duties: Develop a training manual for GPSS leadership, ensure that GPSS record keeping is consistent, accessible, and preserved

 

Development Coordinator

Essential Funtions: The Development Coordinator will be responsible for cultivating relationships that lead to philanthropic investments from GPSS alumni and other individuals committed to the programming and services GPSS provides to support the personal and professional development of graduate and professional students at UW’s Seattle campus. 

Essential duties include: 

  • Working closely with the GPSS President to identify graduate and professional student needs that could be addressed through funding.
  • Collaborating with the Graduate School’s Director of Advancement and UW Advancement to develop annual fundraising timelines, goals, and strategies.
  • Coordinating the participation of officers, senators, and graduate students in major gift fundraising activities.
  • Planning and coordinating appropriate alumni outreach activities 
  • Creating and presenting an annual report outlining activities the Director engaged in and the quality and quantity of funds successfully raised.
  • Researching and pursuing corporate sponsorship relationships.
  • Other duties as assigned by the GPSS President.