Cincinnati Section Officer Responsibilities Handbook

 

Chair

  • Presides over all Section and ExCom meetings.
  • Provides leadership and strategic direction for the Section.
  • Ensure that the Section’s bylaws, operating procedures, and officer handbook are current and consistent with IEEE policies.
  • Represents the Section at Region 2 and IEEE events.
  • Appoints committee chairs and oversees their activities.
  • Ensures timely submission of reports (financial, meeting minutes, annual plans) as required by IEEE MGA.
  • Serves as the main liaison between the Section and Region 2 leadership.
  • Establish and support chapters and affinity groups in the Section.

(Based on MGA Manual, Section 9.5.A, p. 103–104)

Vice Chair

  • Assists the Chair in all duties and presides in their absence.
  • Assist with Section activities and preside in the Chair’s absence.
  • Coordinates and supports the activities of various committees.
  • Ensures continuity of leadership and prepares to transition into the Chair role.
  • May oversee membership development, student branches, or technical activities, depending on Section needs.

(Based on MGA Manual, Section 9.5.B, p. 104)

 

Treasurer

  • Manages Section finances, including budgeting, expense tracking, and reimbursements.
  • Prepares quarterly and annual financial reports in compliance with IEEE financial policies.
  • Ensures all expenditures align with approved budgets.
  • Maintains Section’s bank accounts and financial records.
  • Submits required financial documents to IEEE MGA by deadlines.

 

(Based on MGA Manual, Section 9.5.C, p. 104–105)

Secretary

  • Maintains accurate records of all Section and ExCom meetings (agendas, minutes, attendance).
  • Distributes meeting notices and official correspondence.
  • Prepares and submits required administrative reports through IEEE vTools (Officer reporting, meeting reports, etc.).
  • Maintains Section archives (bylaws, policies, historical records).
  • Supports ExCom communication and ensures compliance with IEEE requirements.
  • Act as the primary point of contact for volunteers and members.
  • Assist with agenda preparation, adhere to meeting protocol, and promote best practices.

(Based on MGA Manual, Section 9.5.D, p. 105)

Members-at-Large

  • Serve as voting members of the ExCom, providing additional perspectives in decision-making.
  • Take on special assignments or serve as liaisons to committees (e.g., Student Activities, Membership, Technical Programs).
  • Assist with event planning, outreach, and member engagement.
  • Act as representatives of the broader membership, ensuring diversity of input.

(Based on MGA Manual, Section 9.6, p. 107–108 — guidance on additional officers)

General Expectations for All Officers

  • Act in the best interests of IEEE and the Cincinnati Section.
  • Maintain active IEEE membership in good standing during their term.
  • Attend monthly ExCom meetings and Section events whenever possible.
  • Encourage member participation and recruit volunteers for activities.
  • Follow IEEE Code of Ethics and uphold professional standards.

Scholarship Chair

  • Administer the Section’s scholarship programs, including application collection, eligibility review, and communication with candidates.
  • Work with the Scholarship Committee (or designated reviewers) to evaluate applications and recommend awardees.
  • Liaise with university faculty advisors and student branches to promote scholarship opportunities.
  • Ensure award recipients are recognized at Section meetings, newsletters, or websites.
  • Provide ExCom with an annual summary of scholarship activities, awardees, and fund balances (in coordination with the Treasurer).

Arrangements Chair

  • Secure and confirm venues for Section and ExCom meetings, including room reservations, AV equipment, and catering (when needed).
  • Work closely with the Chair, Vice Chair, and Speakers/Program Chairs to ensure meeting facilities match the agenda needs.
  • Where possible, ensure remote/virtual attendance options (Zoom, Teams, etc.) are available.
  • Maintain a list of frequently used venues, contacts, and reservation processes for continuity.
  • Provide logistical support for larger Section events such as workshops, professional talks, or student competitions.

Professional Activities Chair (PACE Chair)

  • Serve as the primary contact between the Section and the IEEE-USA Professional Activities Committee.
  • Plan and promote activities that advance the professional, career, and leadership development of members (e.g., ethics, employment, licensing, entrepreneurship).
  • Work with Student Activities Chair, Membership Development Chair, and university advisors to introduce professional development opportunities to students and young professionals.
  • Help identify local workforce and public policy issues relevant to engineers and inform Section ExCom of IEEE-USA initiatives.
  • Provide updates to ExCom on PACE-related events, workshops, or grants.