Pharma Buds Officials Responsibilities

Pharma Buds Organizational Chart:

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Pharma Buds Executive Committee:

Pharma Buds executive committee shall be a committee to execute club objectives, develop club strategies achieve club goals, and give direction to the Pharma Buds. It shall be constituted with following eleven members:

President

The club president is responsible for setting and monitoring the goals of the club, running club meetings, appointing committee chairs and delegating tasks as necessary, recruiting, training and retaining members and maintaining regular communication with the college administration.

The President should:

·         be well informed of all organisation activities and able to provide oversight

·         be a person who can develop good relationships internally and externally

·         be forward thinking and committed to meeting the overall goals of the Club

·         have a good working knowledge of the Committee Constitution, rules and duties of office bearers

·         be able to work collaboratively with other Committee Members

·         be a good listener and attuned to the interests of members and other interest groups

·         be a good role model and a positive image for the Club in representing the Committee in other forums  (e.g. league delegate meetings)

·         be a competent public speaker

The President’s responsibilities include:

·         Supervising and coordinating overall Pharma Buds activities

·         Calling and presiding over regular and special meetings of the Executive Committee

·         Leading, guiding, directing, and evaluating the work of other executive leaders

·         Chair Committee meetings ensuring that they are run efficiently and effectively

·         Act as a signatory for the Club in all legal purposes and financial purposes

·         Serving as principal liaison with the College, the Alumni Association and other organizations

·         Periodically consult with Committee members on their role, to see how they are going and help them to optimize their contribution   

·   Assist in the development of partnerships with sponsors, funding agencies, local and state government, shared facility users and organisations that are relevant to the goals of the Club. 

Vice-President

The role of the Pharma Buds vice president can be summarized in one word: service. The vice president serves the president, other club officers, committees and the general membership. He or she is also expected to learn the duties of the president in order to fill in or take over as necessary.

The Vice President should:

·         be well informed of all organisation activities and able to provide oversight

·         be a person who can develop good relationships internally and externally

·         be willing to step in for the President where needed including chairing meetings

·         be forward thinking and committed to meeting the overall goals of the Pharma Buds

·         have a good working knowledge of the Committee Constitution, rules and duties of office bearers

·         be able to work collaboratively with other Committee Members

·         be a good listener and attuned to the interests of members and other interest groups

·         be a competent public speaker

·         be able to raise concerns with the President where they arise 

The Vice President’s responsibilities include:

·         In the event of the President being unable to fulfill his/her duties to step into that role

·         In the absence of the President, chair Committee meetings ensuring that they are run efficiently and effectively

·         Be an alternate signatory for the Club for legal purposes and financial purposes

·         Assist the President in deciding which matters are dealt with by the Executive, the full Committee and delegated to Committees

·         Coordinate Club planning to ensure appropriate plans are developed, presented to and reviewed by the Committee, and enacted as required   

·         Represent the Club at meetings and forums as agreed with by the President

·         Other duties as nominated by the President and / or Committee

·         Assuming the duties of the President on an interim basis if the President is unable to complete his/her term

Secretary

The secretary is known as Heart of any Club or organization. Main roles of Secretary includes developing agendas for meeting, fixing club meetings with prior discussion with club president, keeping the meeting minute and preparing yearly club reports.

The Secretary should:

·         be organized

·         be well informed about meeting procedures of  club

·         be well informed about writing meeting minutes (Record)

·         have computer skills

·         be a good communicator

·         be able to keep confidential matters confidential. 

The Secretary’s responsibilities include:

·         Development of the meeting agenda in consultation with President and distribution prior to the meeting

·         Notifying all executive members of the club about meeting agendas at least 2 days prior the meeting dates and 1 day prior for special meetings

·         Taking and distributing meeting minutes (record of meetings) at Board and special meetings

·         Maintain all records of the Pharma Buds and ensure effective management of Club's records

·         Taking attendance at Pharma Buds Executive meetings

·         Preparing monthly and yearly club progress reports and present in executive meetings and publish in Pharma Buds website

Treasurer

The club treasurer controls the club’s money, both its collection and disbursement. He or she collects member dues, prepares and monitors the budget and maintains accurate financial records.

The club Treasurer should:

·                     Bear good Organisational Skills

·                     Has some financial expertise

·                     Ability to maintain accurate records

·                     Dedicated Club Person

·                     Honest/Trustworthy

·                     Computer skills

·                     Good communication skills

Responsibilities of Treasurer include:

·                     Administer all financial affairs of the Club

·                     Planning of budget of any event, presenting to college Principal and managing expenses.

·                     Receipt of all incoming monies

·                     Maintain accurate records of all income and expenditure

·                     Monthly financial reports – present at monthly committee meetings

·                     Arrange and dispatch invoices for periodical payment

·                     Collect yearly membership fees from club members and issue recipt

·                     Keep accurate record of all membership payments

·                     Be a signatory on club account

·                     Finding sponsors and Fundraising for the club programs

Vice Treasurer

Vice-Treasurer of Pharma Buds is required to work with club Treasurer and co-ordinate in maintaining club financial records. He/she is responsible to take up the position when Treasurer is absent or couldn’t complete the tenure.

The required attributes are similar to that of Treasurer. Responsibilities of a Vice-treasurer Includes:

·         Financial advising to the Treasurer working for Pharma buds.

·         Record Keeping, managing expenses, cash in hand and cash required.

·         Finance management, Planning of Procedures for cash collection and presenting same to the treasurer.

·         Making strategy and planning budget for Pharma Buds and presenting same to Treasurer and Fellow members.

Program Director

The Club Program Director is responsible for planning and executing all club events effectively.

Program Director should be:

·         Creative

·         Ability to work as team

·         Dedication to carry out events

·         Can communicate ideas effectively and listen to suggestions

Responsibilities of club program Director include:

·         Planning, arranging and coordinating events for the Pharma Buds.

·         Form a team (if necessary), communicate and make strategy to plan any EVENT.

·         Plan and prepare a list of Yearly events of Pharma Buds and present in Executive committee Meeting.

·         Determining subcommittees and elect subcommittee chairs that best fulfill the programming goals of the Pharma Buds.

·         Collecting informal feedback from event attendees and informing the Board of “lessons learned” from each event

·         To prepare proposal of the event and submit to President with expected financial expenditure at least a month prior to the event

Webmaster

The webmaster of Pharma Buds is responsible for updating Club website, Social Networking pages, reply and maintain club Emails and other technological issues.

The Webmaster should be:

·         Well versed with Computer and Internet

·         Knowledge of blogging and website updating

·         Knowledge of social networking

·         Effective communication

The responsibilities of Pharma Buds Webmaster are as follows: 

·         Regularly updating the club website taking care to keep its content current, fresh, appropriate, and safe. 

·         Acts as a conduit between the members and the website.

·         Regular update of club Social Networking pages like Facebook, Google plus.

·         Responding to the queries received through email and informing club President on the same if higher authority is required to answer the issue.  

·         Receiving and publishing member submissions, which may include but are not limited to the club calendar, which includes programs, field trips, and social events; member galleries; travelogues; member critiques; and educational articles.

·         Decides whether data submitted should be Members Only or Public.

Executive Members

Four executive members (one from each class of B. Pharmacy) will join the executive committee of Pharma Buds. These members are required to take part effectively in club meetings, have their say in club decisions and bring the general members issue to club meetings.

The following are responsibilities for Pharma Buds Executive Members: 

·         To take part effectively in every club meetings and make their suggestions for the overall growth of club

·         To take up the responsibilities as required in different occasions or events organised by club

·         To help other executive officials with their job and build strong relationship with general members

The above listed members are required to attend monthly club meetings, plan club strategies and work as team for the expansion of the club objectives and goals.

Pharma Buds Bulletin Committee:

This committee shall be a committee under Executive committee of Pharma Buds working in co-ordination with executive committee responsible for publishing club monthly publication Pharma Buds Bulletin. This committee shall be constituted with following members:

Editors:

There will be two editors for Pharma Buds Bulletin (PB hereafter) whose responsibilities would be to uplift the overall content quality of PBB.

The Editor should:

·         Has sound knowledge of language (English) and grammar.

·         Bear analytical skills

·         Good communication skill

·         Good writing skills

Responsibilities of the Editor include:

·         Deciding and developing different sections of PBB.

·         Deciding whether the submitted articles should be included or not in magazine as per objective of the Magazine.

·         Writing Editorial for every issue of PBB.

·         Editing and uplifting the quality of articles submitted without changing the theme of article.

·         Checking grammatical errors in submitted articles and correcting them.

·         Guiding Graphics designer, news compilers, report writers and content writers on working effectively meeting the objectives of magazine.

·         Organising meeting with committee members regularly to uplift the quality of articles in every issue and for betterment of magazine.

·         Determining the date of publishing magazine monthly and notifying general members about last date of articles submission.

·         Co-ordinating with webmaster for publishing any notices online and magazine every month.

News Compilers:

The responsibility of news compilers are:

·         To compile news from various pharmaceutical sectors like Industries, Recent development in pharmaceuticals, New Drug launches, ban on drugs, Clinical trials of drugs, epidemic diseases and any other relevant news getting media attention.

·         To put the compiled news in own way for publishing in PBB.

·         Submit the news to Editor before the deadline of article submission is met.

News/Report Writers:

The report writers’ responsibilities include:

·         To note details of every events organised by Pharma Buds and write news update about events for club website and magazine.

·         To write and submit the report of programs organized by Pharma Buds to webmaster next day of event for online publishing and to Editor before deadline of article submission is met.

·         To collect photographs from event photographer and put them in report.

·         To co-ordinate with Editor in publishing PBB.

Event Photographer:

The Event Photographer’s responsibilities include:

·         To capture photographs in every events organised by Pharma Buds.

·         To maintain the record/album of all photographs of club events.

·         To provide photographs as soft copy to report writers/editors/graphics designers/webmaster or other members whoever requires them.

·         To suggest graphics designer in selection of photograph for magazine cover.

Graphics Designer:

The responsibilities of Graphics Designer include:

·         To design the justifiable cover page of magazine in co-ordination with other members.

·         To give graphics beauty to the PBB.

·         To design the posters for club programs.

·         To suggest and co-ordinate with webmaster in designing the website of the club.

·         To submit the designed/final form of the Magazine to Editors at least 2 days prior to the actual date of publication for their review.