Executive Roles
President
Oversees all Astronomy Club activities.
Calls all Astronomy Club meetings to order and presides as the chairperson of those meetings — or delegates such duties to one of the Vice-Presidents.
Writes an agenda before every meeting and sends it out at least 24 hours prior to the meeting.
Represents and acts for the Astronomy Club, maintaining a liaison with PHAS, AMS, Physsoc, BPSS, and the Astronomy Community at large.
Delegates emails sent to club email to relevant Vice-President.
Acts as 1 of 2 booking representatives for the club as per the AMS constitution.
Ensures club knowledge base is up to date and easily accessible
Treasurer
Oversees the Astronomy Club’s funds.
In conjunction with the President, creates a budget for the entire upcoming academic year and submits it to the AMS before the deadline.
Makes deposits and withdrawals and writes cheques on behalf of the club.
Gets receipts from Councilors and makes sure they are reimbursed.
Reimbursements must first be pre-approved by either president or Treasurer before purchase to guarantee full reimbursement.
Acts as 1 of 2 booking representatives as per the AMS constitution.
Finds, and completes, relevant and useful sponsorships and grants for the club.
Vice-President Academic
Oversees all Astronomy Club academic operations.
Provides an opportunity for undergraduates to learn about astronomy research and careers (ie. lecture series, research conference).
Coordinates with other student bodies to organize the PHAS Career Night.
Vice-President Observational
Oversees all events related to amateur astronomy
Organizes and directs observational events
Teaches others how to use telescopes and navigate the night sky
Spearheads the acquisition of new astronomical equipment in conjunction with the Equipment Coordinator.
Delegates the management of some events to Observational Event Directors
Manages observational events when the Observational Event Directors are unable to do so
Vice-President Outreach
Maintains communication with off-campus astronomical organizations
Helps coordinate collaborative events with the parties involved and any other relevant Vice-Presidents.
Organizes school visits, including planning lessons.
Organizes annual telescope donation program.
Vice-President Promotions
Oversees all promotional activities of the Astronomy Club.
Takes a leading role in the creation of promotional materials and advertisements.
Ensures that the Astronomy Club maintains a strong presence on social media.
Oversees Webmaster and Social Media Managers.
Writes club newsletter, or delegates to a Counsellor with relevant experience.
Tracks overall growth of the Club and explores opportunities for new Club promotion.
Vice-President Social
Oversees all Astronomy Club social operations.
Organizes social and networking opportunities for Astronomy Club members
Collaborates with other clubs to organize larger events.
Oversees Social Coordinator.
Non-Executive Roles
Astrophotography Director
Organizes events related to astrophotography, in conjunction with the VP Observational.
Takes astrophotos at club events and sends them to the promotions team for use in promotional materials.
Equipment Coordinator
Maintains the Astronomy Club’s equipment (i.e. telescopes, banners, tables, dolly, etc.)
Assists the Vice-President Observational in coordinating the acquisition of new equipment.
General Officer
Open to anyone looking to be involved in the Club without previous experience, and without interest in a specific aspect or position of the club.
Hold the responsibility and privileges of a councillor (i.e. meetings are mandatory).
Contributes to the club in at least two ways per month. This may include but is not limited to: physically helping out at events, joining committees, contributing ideas, running receipts for the Treasurer, etc).
Observational Event Director
Manages observational events, as directed by the VP Observational.
Photographer/Videographer
Takes photos and/or videos of Astronomy Club events and astronomical objects.
At least one photographer should be at every event. Photographers are responsible for getting photos. If the photographer is unable to attend an event, they must send a proxy.
Uploads photos to the website to allow access by all councillors.
Secretary
Keeps accurate minutes of all Astronomy Club Meetings and ensures that these minutes are sent to all councillors no later than forty-eight (48) hours after the meeting.
Monitors attendance at all events and informs the President of any Council members who have missed more than a number of meetings as previously defined by Council for that year.
Manages information about all members and sign ups
Social Coordinator
Is overseen by Vice-President Social.
Assists the Vice-President Social in their duties.
Promotions Coordinator
Is overseen by Vice-President Promotions.
Assists the Vice-President Promotions in their duties.
Social Media Manager
Is overseen by Vice-President Promotions.
Manages all Astronomy Club social media accounts, and maintains active presence on social media that includes but is not limited to Facebook, Instagram, Reddit, and Twitter.
Responds to messages on social media (including messages to the Club’s Facebook account and any comments on Club posts). When the Social Media Manager does not know the answer to an inquiry, they must contact the appropriate Vice-President for the information. During events with large volumes of messages, the Vice-President in charge of the event may assist in responding to messages relevant to the event, as directed by the Social Media Manager.
Sustainability Representative
Acts to improve the sustainability practices of the Club.
This position can only be held by a councillor that already holds another position in Council.
Webmaster
Overseen by Vice-President Promotions.
Maintains and updates the Club website.
Ensures information on the Club website is up-to-date and correct.
Manages user accounts on the website and makes sure the various softwares on the website are in working order.