Volunteer Structure

The Memorial Headquarters serves as the Fraternity’s clearinghouse. It consists of over 30 employees that focus on all areas of the Fraternity. The Headquarters supports the Fraternity’s volunteers by providing communication tools, resources, and best-practices through the Volunteer Development and Alumni Services Department.

The Headquarters also houses the Chapter Services, Recruitment and Expansion Departments as well as PIKE University, the Foundation, and the Finance & Real Estate Department.

For a full listing of support personal, visit the staff directory page, or you can call (901) 748-1868.

The elected, volunteer, President is the chief executive officer of the Corporation and is normally responsible for:

• Corporation’s overall health, sustainability, vision, and direction.
• Presiding over all meetings of the Corporation and its Board of Directors.
• Holding officers and directors accountable to their routine and assigned duties.
• Being the primary spokesman for the Corporation, or otherwise delegating specific spokesperson tasks.
• Being the primary signatory for the Corporation’s contractual agreements and other legal documents.
• Seeing that the Corporation is fulfilling its contractual obligations, and executing decisions of the Board of Directors and general membership.
• Making sure there is a succession plan for all positions and transition education for those elected into new positions.

The elected, volunteer, Vice President is normally responsible for:

• Being vested with all the powers of the President in his absence or disability.
• Assisting the President in making sure the Corporation has a documented long term vision with goals and objectives in support of that vision.
• Recruitment of new voting members to the Corporation (could be assigned to a general director on the board).
• Being the primary contact with the Chapter’s House Manager and making sure he knows his duties and keeping him informed of the actions, plans, and operations of the Corporation (could be assigned to a general director on the board).
• Assuring there is effective communication with the student Chapter, Alumni Advisory Board, and Alumni Association (could be assigned to a general director on the board).
• Conducting an annual alumni event that cultivates positive relations and support for the Corporation, if the respective student Chapter or Alumni Association is not already doing so (could be assigned to a general director on the board).
• Seeing that the Chapter is planning for and conducting an annual “International Work Day” project that is properly filed with the International Fraternity and is done in coordination with the Corporation’s participation and support (could be assigned to a general director on the board).
• Performing such other duties as may be prescribed by the President and/or Board of Directors.

The elected, volunteer, Secretary is normally responsible for:

• Creating and retaining minutes of all meetings of the Corporation and its Board of Directors.
• Seeing that all required reporting is properly occurring to maintain the Corporation’s good standing with all Local, State, and Federal offices and agencies.
• Maintaining the Corporation’s by-laws and any Officer and Board of Director policies, guidelines and/or rules of procedure; and see that the respective Officers and Directors are abiding by the same.
• Overseeing the archival storage and preservation of the Corporation’s legal documents, meeting minutes, communication and information of historical significance, and other communication and information that is pertinent to the Corporation’s sustainability and direction.
• Publishing two alumni newsletters per year, if the respective student Chapter or Alumni Association is not already doing so (could be assigned to a general director on the board).

The elected, volunteer, Treasurer is normally responsible for:

• Creating at least an annual written budget for the Corporation and distributing it to the Officers and Board of Directors.
• Being the primary signatory on, and the recipient of the statements and reports of, all the Corporation’s financial accounts.
• Overseeing all of the Corporation’s revenues, and the collection thereof, and all of the Corporation’s disbursements, including all short and long term financial obligations.
• Overseeing the Corporation’s proper bookkeeping and the creation of proper financial statements, which should be prepared at least annually, at the conclusion of the Corporation’s fiscal year, and regularly reporting same to the Corporation’s Officers and Board of Directors.
• Preparing and distributing an annual report of the Corporation’s overall health and financial standing to all of the Corporation’s voting members.
• Filing all required Local, State, and Federal financially related reports when due, including income tax reports; and following and adhering to all applicable laws related to the Corporation’s nonprofit standing, with the paramount purpose of preserving the Corporation’s nonprofit standing.
• Oversee the fund raising activities of the Corporation (could be assigned to a general director on the board).

A House Corporation may have one or more Directors on the Board of Directors who do not hold an officer position. Such Director(s) should have specific duties, which should never be shared and may include:

• Overseeing the recruitment of new voting members to the Corporation.
• Being the primary contact with the Chapter’s House Manager and making sure he knows his duties and keeping him informed of the actions, plans, and operations of the Corporation.
• Making sure that effective communication with the student Chapter, Alumni Advisory Board, and Alumni Association is occurring.
• Publishing two alumni newsletters per year, if the respective student Chapter or Alumni Association is not already doing so.
• Conducting an annual alumni event that cultivates positive relations and support for the Corporation, if the respective student Chapter or Alumni Association is not already doing so.
• Oversee alumni support of an “annual fund” program which should be an ongoing practice of the Corporation.
• Oversee the preparation and planning for a major capital campaign, which would ideally occur once every ten years, in support of major capital projects directed at upgrading the Chapter’s housing.
• Seeing that the Chapter is planning for and conducting an annual “International Work Day” project that is properly filed with the International Fraternity and is done in coordination with the Corporation’s participation and support (could be assigned to a general director on the board)
• Overseeing the appearance, maintenance, and upgrading of all things related to the interior of the Chapter House.
• Overseeing the appearance, maintenance, and upgrading of all things related to the exterior of the Chapter House building.
• Overseeing the appearance, maintenance, and upgrading of the vegetation and grounds of the Chapter House property.

Chapter Advisor Sample Roles:

• Serve as a resource to the chapter president and mentor to chapter members
• Maintain regular communication with the regional president
• Provide general assistance and guidance for chapter programs and operations
• Attend weekly chapter meetings on a regular basis (or as necessary)
• Serve as a liaison to the university, alumni association, and house corporation
• Assist in the development of the officer transition retreat
• Provide suggestions and input at executive council meetings
• Monitor the chapter’s progress towards becoming an Excellence Chapter

Advisory Board Chairman Sample Roles

• Help establish vision, mission, and expectations of the board
• Serve as a liaison to the alumni advisory board, coordinating proper communication between the advisory board and chapter executives
• Facilitate semesterly goal setting and monitor progress of board as it correlates to the Chapter Specific Strategic Plan
• Organize and lead quarterly meetings of the Advisory Board
• Communicate regularly with members of the Advisory Board via phone and email

Operations Advisor Sample Roles:

• Serve as a resource to the internal and external vice presidents
• Assist the vice presidents with management and goal setting for their respective committees
• Attend a committee meeting on a monthly basis
• Present to the chapter on management skills and best practices
• Assist in the development of the semesterly chapter goal setting retreat

Finance Advisor Sample Roles:

• Assist the treasurer in developing the chapter budget and financial reports
• Meet with the financial committee on a monthly basis
• Work consistently with the treasurer to improve the chapter’s culture of financial accountability
• Ensure the chapter satisfies all requirements of the university, alumni, and International Fraternity financial assessments, reports, fees and deadlines
• Present to the chapter on financial best practices
• Identify a local accountant to assist in the annual audit
• Assist with the establishment and maintenance of the Chapter’s Endowment Fund through the Educational Foundation and participation in the φφκα club

Recruitment Advisor Sample Roles:

• Assist the recruitment chairmen in developing the chapter’s written recruitment strategy
• Help develop a philosophy and strategy for year-round recruitment
• Meet with the recruitment team on a monthly basis
• Assist in the development of the semesterly chapter recruitment retreat
• Provide comments and insights during the chapter recruitment retreat
• Provide alumni input and recruit alumni support for chapter recruitment activities

Education Advisor Sample Roles:

• Assist the new member educator in developing the annual review of the new member education process
• Be a sounding board for the development of the 8-week, written new member education program
• Assist the new member educator to find local/campus speakers for new member education program
• Assist the continuing educator in developing a written member education program
• Assist the continuing educator in developing a local speakers program
• Have a working knowledge of the Ritual, help facilitate Ritual execution and education

Health & Safety Advisor Sample Roles:

• Provide advice on the development of an event management plan and crisis management plan for the chapter. Educate the membership on implementation and update annually
• Assist in the presentation of the chapter’s by-laws, membership expectations, judicial board procedures, and other health & safety related governing standards of the chapter
• Assist the chapter in facilitating an understanding of and signing of the Fraternity’s Standards
• Assist in resourcing speakers to present on risk management topics
• Become familiar with host institution’s conduct process in order to support chapter through this process as needed
• Maintain a working relationship with campus and local police as well as campus conduct (judicial) office

Housed chapters

• Maintain a working relationship with campus as well as local police, fire inspectors, and health inspectors
• Serve as a liaison to the house corporation for matters related to health & safety

Oversees all aspects of the association and serves as chairman of the board. Sample Roles:

• Helps establish vision, mission and expectations of the association
• Maintain regular communication with the regional president Serve as a liaison to the university, chapter, alumni advisory board and house corporation
• Organize and leads quarterly meetings of the association
• Communicate regularly with members of the association’s board of directors

Assists president and oversees four appointed directors (membership, communication, events, fundraising & philanthropy). Can also be utilized as chair-elect Sample Roles:

• Helps establish annual calendar for the association
• Oversees four appointed directors, helping them to establish a vision and goals for each functional area.
• Attend quarterly meetings of the association

Publishes meeting minutes from quarterly association board of director meetings. Also charged with organizing communication between board of directors. This position can be combined with Treasurer to serve as Secretary/Treasurer. Sample Roles:

• Publish minutes from quarterly board of director meetings
• Assist in organizing quarterly meetings of the association

Manages finances, maintains the alumni association’s budget and executes annual tax filings. Sample Roles:

• Establish and maintain annual budget of the alumni association
• Assist Director of Fundraising & Philanthropy with annual fundraising drive
• File Form 990 annually with IRS

Manages association’ database and membership recruitment activities. Sample Roles:

• Establish membership committee and oversee membership and alumni contact information initiatives
• Foster alumni involvement through frequent and consistent identification efforts
• Database should be synced with International Fraternity for archival purposes
• Work with Director of Communications to develop ways to find lost alumni through communication efforts

Oversees communications plan of the association (newsletters, email, social media, website, Shield & Diamond). Communication efforts should be coordinated with chapter, for inclusion in alumni communications. Sample Roles:

• Establish communications committee
• Produce physical newsletter (2 – 4 per year)
• Oversee electronic communications (e-newsletters and general information updates)
• Manage association’s social media presence
• Administer association website

Plans and executes association’s events, helping to identify opportunities for alumni to gather. Events should be coordinates with the active (or local) chapter. Sample Roles:

• Establish events committee and/or specific teams for each association event (i.e. annual golf tournament planning committee)
• Foster alumni involvement by hosting quality alumni events that allow alumni to return to visit and interact with the chapter
• If a majority of alumni will have to travel, 1 – 2 events should be planned annually
• If an area bases association, 3 – 4 events can be planned annually

Plans and executes annual fundraising drive for the alumni association. This can include partnering with the PIKE Foundation to administer chapter specific scholarships. Sample Roles:

• Work with Director of Communication to relay specific fundraising opportunities for the association.
• Work with Treasurer to assess administrating financial needs for the association.
• Work with PIKE Foundation to establish scholarship opportunities for the chapter
• If an area based association, partner with local non-profit to support through community service and philanthropy