Students who are interested in becoming officers and fill out the Officer Inquiry form, can qualify for the opportunity to attend Student Professional Development Conference for free.
ASME is currently looking for the following positions:
- Student Section Chair
- Co – Vice Chairs (2)
- Communications (Secretary)
- Finance Committee Chair
- Fundraiser Coordinator
- Sponsorship Chair
- Event Coordinators (2 – Social/Professional Development)
- Academic Excellence Chair
- Public Relations/Marketing Chair
- Artistic Chair
- Human Powered Vehicle Challenge (HPVC) Team Lead
- Officer Interns (can be for any of the officer positions)
Students who are interested in becoming officers, MUST fill out ASME’s Officer Inquiry Form in order to be considered for election or internship.
Officer Position Descriptions
See what you’re getting yourself into
Student Section Chair
- The Chair is responsible for the organization and successful operation of the Student Section.
- To ensure a smooth turnover and continuation of activities and programs, the Chair should consult with retiring Student Officers.
- The Chair should consult regularly with the Student Section Advisor.
- The Chair is responsible for designating committees and members appointed to each. If possible, every member of the Student Section should have an opportunity to serve on a committee present a paper, or prepare a discussion during the year.
- The Student Section shall nominate each year a member of the faculty, who is a corporate member of ASME, preferably full time teaching, tenure or tenure track faculty member who demonstrates interest in Student Affairs and willing to take on the roles and responsibilities as outlined in section iv. The candidate must also be selected from a list of candidates composed by the students and reviewed by the department head and be interviewed by the student members before appointment as Student Sections/Faculty Advisor.
Co – Vice Chairs (2)
- In addition to carrying on Section business in the absence of the Chair or taking over an incomplete term, the Vice Chairs may be assigned administrative or coordinating activities.
- The Vice Chairs may also serve as Chairs of one or more Committees, particularly the Program and/or Membership Development Committees.
- Membership Chairs
- Liaisons to ASME’s Regional Professional Section (Santa Clara Valley Section)
- Industry Relations
- The Secretary is responsible for maintaining the records of the Student Section and for ensuring that membership information is accurate and thorough. This includes change of address notations, records and reports, as well as the transmittal of this material to the ASME Headquarters in accordance with the required schedule. Copies should be sent to the Regional Vice President, the Chair of the Regional and Local Section Committees on College Relations, and Field Director.
- IN ORDER TO ENSURE PROPER RECORDS, THE SECRETARY NEEDS TO Assist the Student Section Advisor in processing applications by:
- Checking applications for completeness, legibility, and accuracy; and filing alphabetically in the Student Section file.
- Review the closing roster from the previous year to identify Student Members who need to renew. At the start of the new Program Year, a complete roster of the Student Section Membership from the previous year is sent to the Student Section Advisor. A cumulative roster is sent each month, if requested (except July and August) listing all new, renewed, and unpaid Student Members, which should be checked for accuracy.
- Update records with new mailing addresses for recent graduates.
Finance Committee Chair
- Prior to June 30th the Finance Committee Chair is expected to submit a Financial Report and a Program Report for the current year.
- The Financial Report must reflect all income received in the name of ASME and all expenses incurred in operating the Student Section ASME Program.
- A Program Report must document all activities of the Student Section for the prior year.
- Finds various funding grant opportunities for the student section
- Handles donations to the club via ASME and SJSU’s AS and Tower Accounts
- Prepares Annual funding request for submission to AS.
- The Treasurer is responsible for maintaining the accounts of the Student Section.
- Each new Treasurer needs to consult with the retiring Treasurer to ensure that records are in good order, funds are on hand, reports are up-to-date, etc.
- Authorized persons wishing to make a purchase shall prepare a voucher and submit it for approval by the Treasurer and Student Section Advisor before funds are expended.
- A copy of the voucher is to be retained in the files of the Student Section to expedite an audit of the account.
- Sets up periodic fundraising events to provide funds for the numerous activities and purchases of the student section.
- Works with the Treasurer to secure a reasonable budget for fundraising events.
- Writes (or edits) the sponsorship packet for the student section and aids HPVC in the creation (or maintenance) of theirs
- Works with the Public Relations chair on spreading the word about ASME to various entities which would potentially provide financial sponsorship for the club’s various activities
Event Coordinators (2 – Social/Professional Development)
- Handle coordination and logistics for student events that the section puts on for the student community
- Work with the Public Relations/Marketing Chair to advertise any and all events as far in advance as possible
Academic Excellence Chair
- Works with the academic event coordinator to set up “academic” events for the student community
- Works with the Engineering Student Success Center to manage the logistics and coordination of the newly created tutoring program
Public Relations/Marketing Chair
- Spread the word about anything and everything ASME to anyone and everyone around the College, on our mailing lists, or department etc.
- Works closely with the VPs on increasing and retaining membership
- Works with the officers to gather news and information on what has been going on with the student section.
- Collects mini articles and relevant pictures from the officers that will then be compiled, organized and inserted into the final newsletter. Newsletters are distributed each month to students, faculty, SJSUASME’s mailing list and the regional section
- Reviews any and all materials created by any of the student officers to ensure that it is grammatically correct, university/end-receiver appropriate and sufficiently informative.
- Works closely with the artistic chair to create/edit the designs for all publications
- “Publications” can be considered as any promotional materials (posters, flyers, brochures, and website), reports, letters, presentations, etc.
- Designs any and all publications for the student section
- Works with the Webmaster on club website aesthetics and readability
- Compiles hard copies of any and all publications:
- Newsletters Hardcopies, Event/Project/Conference Log, Event/Project/Conference Pictures, Project Reports, Finance Documents (Funding Request, Grant Proposals, Sponsorship Packets, Flyer Hardcopies, Officer Roster, General Member Roster, etc for each semester.
- Photography proficiency preferred, but not necessary.
- Work with the previous webmaster to learn the layout of the student section site
- Updates the website based on officer’s needs
- Updates the website every week to remove events which have already passed. Sends the list of past events/meetings/projects to the Historian so that he/she may make a note of it and log accordingly
- Ensures all website links/tags are working and easy to follow.
- Works with Publisher/Editor and Artistic Chair on aesthetics, readability and maintaining the website user-friendly
Human Powered Vehicle Challenge (HPVC) Team Lead
- (aka student section chair for HPVC)
Officer Interns (can be for any of the officer positions)
- Students who would like to first learn more about a position and its responsibilities before becoming a full-fledged officer may choose to enter the Executive Board as interns. They will assist and shadow the officer of their choice throughout the year to learn everything about the position.