Club Roles
Club Executive Roles Overview
Every club must have three current key executives at all times:
- President
- VP Finance
- VP Operations
These three roles serve as the financial signing authorities for the club. All club executives must be current NAIT students in good academic standing.
A person may perform many duties within a club, but they may only hold one executive title on the club roster. Additional duties can be included in their role description or your club’s bylaw document.
If there is a vacancy in one of the three key executive roles, it must be filled by a current student before the club can access services.
Setting Up Roles on Ookslife.ca
- Clubs must assign roles using the Roster section on ookslife.ca.
- We offer role templates with adjustable access levels to make the setup easier. These descriptions appear on your Involvement Record.
- If none of the templates match your club’s needs, you are welcome to create a custom role. When you have added your own unique roles, create a Roles and Responsibilities listing and upload it to your club’s document section
- Updates to executive roles must be submitted through the Roster section whenever a change occurs.
Expectations for Club Executives
- Complete Clubs Basic Training through the Paths section on ookslife.ca (the President, VP Finance, and VP Operations are expected to complete as a minimum).
- Operate in alignment with the NAITSA Campus Clubs website.
- Do not sign any agreements on behalf of NAIT or NAITSA.
- Do not engage in or promote unsanctioned alcohol-related activities (e.g., pub crawls).
- Foster a respectful and inclusive club environment for all members.
Why Club Roles Matter
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Defined roles help clubs:
- Provide leadership & direction.
- Stay organized & efficient.
- Manage finances responsibly.
- Communicate clearly.
- Encourage member engagement.
Every role contributes to the success of the club. No position is more important than another, so choose a role that excites you and matches your interests.
- Provide leadership & direction.
Executive Role Descriptions
President
- Leads and fosters a positive club environment.
- Oversees executive members in fulfilling their responsibilities.
- Chairs club meetings, or delegates in their absence.
- Acts as a financial signing authority for the club.
- Ensures executive tasks are completed through ookslife.ca.
- Assigns someone to take meeting minutes and share them as needed.
- Guides others to follow the NAITSA Campus Clubs website.
- Performs other duties as defined by the club.
VP Finance
- Manages the club budget and financial records.
- Practices financial transparency and uses ookslife.ca for club banking.
- Ensures funds are deposited promptly.
- Shares financial updates with the executive team and members.
- Acts as a financial signing authority for the club.
- Follows all finance-related processes in the NAITSA Campus Clubs website.
- Performs other duties as defined by the club.
VP Operations
- Oversees club events and activities.
- Submits events and books resources through ookslife.ca.
- Ensures attendance tracking at events (QR code, ECIA, URL link).
- Coordinates with Events Coordinators, if applicable.
- Acts as a financial signing authority for the club.
- Follows event planning guidelines on the NAITSA Campus Clubs website.
- Performs other duties as defined by the club.
Did you know?
You can create any additional Executive roles? There is no limit to how many or which roles you create!
Additional Executive Roles
VP Communications
- Manages internal communication and keeps members informed.
- Records and distributes meeting minutes.
- Handles external communication and outreach.
- Uses ookslife.ca tools (News Posts, Message Relay).
- Promotes events and ensures message accuracy.
- Manages the roster in partnership with the Membership Coordinator or independently.
VP Marketing
- Develops marketing strategies for the club.
- Manages social media if no Social Media Coordinator is assigned.
- Designs promotional materials and runs campaigns.
- Collaborates with other clubs for joint promotions.
- Tracks and reports on marketing success.
Events Coordinator
- Plans and runs club events.
- Books resources and submits events through ookslife.ca.
- Tracks attendance and follows event guidelines as per the NAITSA Campus Clubs website.
Social Media Coordinator
- Manages social media accounts and content.
- Schedules posts and engages with followers.
- Tracks analytics and maintains a consistent brand voice.
- Transfers account access during transitions.
Membership Coordinator
- Maintains and updates the club roster on ookslife.ca.
- Welcomes new members and handles inquiries.
- Organizes recruitment activities.
- May manage dues and approvals depending on role permissions.
Graduation Coordinator (typically for program-based clubs)
- Plans and coordinates graduation events and ceremonies.
- Books venues and resources, submits events, and tracks attendance.
- Follows the NAITSA Campus Clubs website guidelines.
First Year Representative
- Represents first-year students in meetings and decision-making.
- Gathers and shares feedback from first-year members.
- Supports communication between the executive team and new students.
