Secretary

Speeches

Questions

1. As Secretary you must keep track of all the chapter’s records (member info, ensembles, attendance, meeting minutes, outside chapter communication, etc). How do you plan to stay up to date with all of the information?
   • (Christiana) For this information, I feel like a google drive would be very beneficial. I would separate all of them into their separate folders. Also, I feel like organizing google drive would be the easiest way to keep track of all of the records of the chapter.
   • (Hailey) I am a very organized person so doing tasks like this does not intimidate me at all.
   • (Kaia) My method this past semester was to update information as soon as I could; preferably during pauses in meetings, but as soon as I was able to after the meeting if I couldn’t get everything done there. I found updating information while it was still fresh in my mind made things more accurate, and others wouldn’t be waiting for me if it was all done by Monday morning.
   • (Paige) I’ll just check each week that it’s up to date. And check in with the e-board and other officers to make sure I am. I’m really organized so this would not be an issue for me.
2. Are you comfortable confronting people about their missed absences? How would you handle it?
   • (Christiana) I would feel comfortable confronting people about their missed absences. It is something that needs to be done and everyone is aware of the policy. As for handling it, I would reach out to the person directly and inform them of their absences and reiterate the policy to make sure they are aware. The last thing we want is for it to result in something more serious so we should keep on top of things to avoid that.
   • (Hailey) I feel okay about confronting people about their missed absences. I feel comfortable with everyone in KKPsi and I feel confident that I can reach out to them in a way that makes us both feel comfortable/not awkward but gets the job done.
   • (Kaia) I am very comfortable with confronting others about absences. I would handle it by following the protocol listed in the Constitution: alerting at the third absence, discussing with E-board at the fourth absence, and having disciplinary action at the fifth absence all by using E-mail. If there’s pushback about having a meeting or disciplinary action revolving around absences, I would have the records (e.g. lack of messages for absences) to back up E-board’s reasoning for their decisions.
   • (Paige) I don’t believe confrontation is the best word in honesty. I only think it would become that if a brother is purposefully absent. However in any situation for missed absences, I think I’d ask the member out for coffee, get a meal with them, or just a meeting where we can talk about what they need help with. There’s obviously a reason why being present at meetings and events is hard for them so figuring out why and brainstorming solutions that best help them would be my main plan. In cases where a member would also need to write a reason for missed absences to the group, I’d offer to help with that as well. I totally understand that people are going through different things in their lives that make it hard for them to devote time to KPsi. I don’t want people to think I’m getting after them or that this is a punishment to go see me. I think that in this instance, the secretary is just there to help them.
3. Do you think you have the creativity to create an interesting newsletter each semester? Any theme ideas for next year?
   • (Christiana) I think I do have the creativity to create an interesting newsletter. There are so many themes that could be done. I think a throwback theme would be cool with lots of neon colors and random shapes. 
   • (Hailey) Yes, I think I do have the creativity to create a newsletter each semester. I love playing around/experimenting with formatting, etc. and love making things such as slide presentations look as appealing as possible and I am confident that I can do the same for a newsletter.
   • (Kaia) I am very comfortable with confronting others about absences. I would handle it by following the protocol listed in the Constitution: alerting at the third absence, discussing with E-board at the fourth absence, and having disciplinary action at the fifth absence all by using E-mail. If there’s pushback about having a meeting or disciplinary action revolving around absences, I would have the records (e.g. lack of messages for absences) to back up E-board’s reasoning for their decisions.
   • (Paige) Absolutely. I have experience from my last position as PR on making graphic designs and will be able to work on it throughout the semester to make sure it’s interesting. I already had some ideas on simple things like changing the colors to be more pleasing to the eye; using a different font that can be more easily read (for older alumni or those with vision problems); maybe adding some crossword puzzles or comics I can make; etc. Even if I don’t take on this role, I’d still love to share those ideas with whoever does. I also want to add a part of the newsletter on upcoming ideas the chapter has or upcoming events/a simplified calendar (that may already be a portion but I haven’t seen it in all newsletters I looked at). Also, I’ve been wanting to do this for a while now and tried doing it with PR chair but I’d love to add an Alumni Spotlight or even just a member spotlight on news or big things happening (maybe call it ‘Alumni Psightings”… name is in progress).
4. What are the best ways to contact you, and how easily are you reachable?
   • (Christiana) I am good with many different modes of contact. Those can be text, email, snapchat, facebook messenger, etc. I am very reachable. I mostly always have my phone on me and I respond within a timely manner. The only time I would say it would take a bit longer to respond would be when I am in class.
   • (Hailey) It is really easy to reach out to me. I have notifications for snap, facebook, email, and messages and will respond as quickly as possible to anything I notice is urgent/KKPsi business related.
   • (Kaia) I can be contacted in almost any way (phone number, snapchat, facebook, and email are the ones coming to mind), and answer messages very consistently.
   • (Paige) Facebook Messenger, Snapchat, text messages, email, Instagram, and calling. I usually answer FB Messenger and Snapchat the most because that’s where people message me about KPsi and other groups I work with the most. I’m very reachable, but I do value my personal time with family and friends. I’ll have it set up through an automatic response when I’m busy or just send a quick message on when I’ll reply. If it’s important though, leaving a voicemail or calling me is the best way of communication.
5. Do you think you can multitask during meetings to pay attention to what’s being said while still taking notes?
   • (Christiana) I think I could multitask during the meetings. I am a very focused person so I feel like it should be no issue at all.
   • (Hailey) Yes, I do not think this will be an issue. I almost think this more active role during the meetings will keep me even more engaged.
   • (Kaia) Yes, I feel I mastered it pretty well this year.
   • (Paige) I used to (I don’t anymore because it’s terrible for learning) write down everything that my teacher said during class/ in a simplified version as they would say it. So I’m very confident in my ability to take notes and listen to what’s being said. I also have 56 wpm typing speed (proof is my talent during the talent show). Plus I’ve worked secretarial jobs before so I have experience.
6. What are your time management and organization skills like?
   • (Christiana) There are a few techniques that I use to manage my time. I keep a physical planner where I write down all of my assignments and tasks with due dates. Sometimes if it is a larger task, I will delegate time over a couple of days if time permits. I also keep a google calendar with all of the same things because sometimes I might not have my physical planner and will have my phone or laptop. I like to plan my weeks out in advance so I can delegate that time accordingly.
   • (Hailey) I would consider my time management and organizational skills to be one of the most impressive things about me. For as long as I can remember, I have had an extremely busy schedule (like most of us in this world) but it has never been an issue for me to keep things organized, prioritize what is important, and manage my time wisely.
   • (Kaia) I reorganized the records binder this year as well as optimized the attendance sheet, so I’m familiar with the software I use for records and therefore can keep track of things easily. I managed to successfully be secretary this past semester juggling more things than I’ve ever had to, and with even less things to do next year I feel I can continue to manage my time well.
   • (Paige) I would like to have a lot of my job scheduled out before the semester begins. That means planning down which days I’d like to take a look at creating the newsletter every week, planning when to make the calendar, and planning on what to do when I’m not present. I learned a lot about time management and organization last year and I can confidently say I’m better than most at both. I plan ahead and I make sure to organize as I go and not all at the end.
7. Why do you want to be Secretary?
   • (Christiana) I want to be secretary because I think I could do good in the role. I am a very focused person and should be able to keep up during the meetings. I am well organized so keeping records should be a very smooth process. I just over all want to be a part of the growth of the chapter. I would love to have this opportunity.
   • (Hailey) I want to be secretary because being the organized person I am, I believe that this job will become natural for me and be a good way for me to use my strengths to serve our chapter.
   • (Kaia) I LOVED doing it this year, and would love to do it for another. I really liked having a part of KKPSI running smoothly and efficiently as well as being head for the records committee. I feel the skills it requires as well as the type of officer position it is mixes really well with who I am and my methods of recordkeeping and planning, and I would be able to do it even better next year because of the experience I already had.
   • (Paige) I would love to be given the opportunity to take on this position and I think I’m a great fit for the role. However, I would appreciate it if people still considered me for Treasurer because that is the position I would love to take on. I still love the idea of fulfilling this role but please consider me for both options.