Role & Director

Responsibilities

Corporate Board

Heather James - President

Please contact Heather James at heather@greywolfconsulting.com for more information. 

Leadership Seminar Chair

Hunter Hancock

• Oversee all aspects of the seminar
• Act as liaison with the HOBY Texas Capital Area Corporate Board through its President
• Work with Facilities Director to affirm dates and costs along with catering contracts with university
• Recruit a Seminar Planning Team utilizing past members and increasing with new volunteers
• Conduct at least four Team meetings, mail notices, create agendas, Team list,
• Work with Internal Communications Director to create quarterly newsletter and other pertinent items
• Write and disseminate letter to principals and ambassadors Attend HOBY Training Institute and District Meeting
• Motivate Seminar Team through regular communications and feedback
• Serve as a mentor to volunteer leaders
• Work with volunteer leaders to establish written, detailed roles and responsibilities
• Work with Internal Communications Director to arrange for all printed materials
• Compile and complete all necessary monthly documentation and submit to HOBY National as needed. Pass on information to future LSC
• Speak to cooperating organizations, corporate sponsors, and other interested parties as requested

Program

TBD

• Direct Program Team with coordination of LSC
• Develop and plan the seminar program, incorporating the required number of panels and speaker format, including keynote speakers
• Maintain phone and letter contact to confirm speakers
• Greet and direct speakers at the seminar
• Keep seminar on a timely schedule
• Update, copy, distribute, and compile seminar evaluations
• Plan and coordinate interactive leadership activities
• Work with Service Project Director to plan and coordinate field trip
• Coordinate all program logistics with Operations Director to insure efficiency
• Report program status at each committee meeting
• Contribute article to newsletter
• Coordinate and send thank you letters to speakers
• Perform additional duties directed by Chair

Facilities

TBD

• Work with Chair to identify, select and negotiate contract with university or other facility
• Insure facility meets key requirements
• Arrange walk through in Jan/Feb
• Coordinate/Facilitate transition to Operations Director for seminar

Operations

TBD

• Coordinate all seminar logistics and arrangements (e.g., check-in, room assignments, meals, hospitality suite, seminar room set up, religious service rooms, audio-visuals, cart for HOBY store, easels, dance, extra towels/ pillows in rooms, message pick-up (or Ambassador Staff), phone & movie turn off in rooms)
• Meal count with special dietary requests (e.g., vegetarian & Kosher)
• Arrange for last minute changes affecting logistics
• Coordinate and support registration table with Registration Director and volunteers

Recruitment

TBD

• Create guidelines for school contact
• Recruit Ambassadors to help in counties not covered by Seminar Team
• Oversee recruitment teams by county
• Coordinate with Chair letter to Principals in October
• Coordinate with Chair letter (with picture) to Ambassadors in October
• Call schools and send information/nomination packets, as needed
• Verify accuracy of all nomination lists from HOBY National
• Monitor Web registration process regularly
• Assist at registration table

Public Relations

TBD

• Oversee all external PR related activities
• Produce and disseminate county-wide announcements in targeted public school districts
• Secure and coordinate TV spotlights on current and past ambassadors
• Promote feature articles in local newspapers
• Send press releases to all Capital Area TV stations to tape event.
• Two releases:
• Fall: Announce that nominations are being accepted and Spring: Announce students attending seminar
• Design and distribute PR release for students in Registration Packet
• Design and distribute PR release and feature article example in the exit kit

Facilitators

TBD

• Distribute and collect facilitators applications and resumes
• Select ~18 facilitators and 6-10 junior facilitators (depending on available budget)
• Set up training session prior to seminar
• Divide students into facilitator groups, recognizing need to mix counties and male/female ratios
• Assign groups into buses
• Assign four double rap sessions, mixing experienced and novice facilitators
• Assign bed check and wake up teams of two (one male and one female)
• Assign junior counselors to facilitators who have additional seminar duties or schedule conflicts
• Identify with help from facilitators, ambassadors celebrating birthdays over seminar weekend

Fund Raising

TBD

• Work closely with Board of Directors fund raising efforts
• Follow-up on leads from committee members
• Research and apply for funds from foundations and corporations
• Coordinate efforts with Director of Gifts-in-Kind
• Maintain list of donor contact names, addresses, and phone numbers

Service Orgs

TBD

GFWC: TBD

Jaycees: TBD

Kiwanis: TBD

Optimists: TBD

• Oversee other volunteer fund raising representatives from cooperating organizations (Optimists, Kiwanis, GFWC, Jaycees, etc)
• Match donations to school sponsorships for all cooperating organizations
• Match Amabassadors thank you letters to committee letters and mail to sponsors April/May

Lunch With Leaders

TBD

• With Program Director and Chair, arrange site, time, caterer, seating (free site)
• Set cost per table ($250 has been set in the past)
• Recruit business representatives, one per table (30 total), utilize previous years lists. Try to enlist new types of businesses and entrepreneurs that are diverse in race, ethnicity and gender.
• Conduct follow-up phone calls and confirm participation
• Update Seminar Chair for quarterly committee meetings and monthly reports to HOBY National
• Write and distribute letters in Fall and throughout Winter, as needed
• Design and produce 350 copies of luncheon program listing participants, businesses, and logos (if available)
• Arrange welcome table (utilize Ambassador Staff), provide name tags with number tables and program for each business leader
• Send thank you letter within 2-3 weeks after seminar

Gifts In Kind

TBD

• Research possible leads for identified "Wish List" items
• Acquire and coordinate donated items through phone and letter contact and update "Gifts-in-Kind" contact binder
• Submit donor companies for inclusion in the program
• Coordinate and distribute thank you letters
• Coordinate pick up and/or delivery of items
• Create list (date, time, amount) for Ambassador Staff for food distribution
• Coordinate gifts received with Seminar Fund Raising Director

Administration

TBD

• Record committee meeting minutes
• Record seminar midnight meeting minutes, WLC selection
• Arrange HOBY photo boards
• Coordinate "paperwork" in chair's seminar suite

Junior Staff Assistant Director

TBD

• Recruit "full-time" Team Alumni and additional (as required) day-time staff from among past Ambassadors
• Coordinate staff activities and training with Director of Counselors 3-4 weeks before seminar
• Coordinate HOBY bingo and "icebreaker activity with Junior Director
• Set up for seminar - water, name tags, table tents, TY gifts
• Set up photo board, map with names, leadership quote easel
• Verify student attendance & address, phone with facilitators and print out revised group list for chair and hotel director
• Distribute & clean up snacks
• Bus monitors (1 Ambassador Staff per bus), # signs
• Nightly seminar newsletters & distribution
• Coordinate talent show, arrange props for Saturday night
• Distribute & clean up after Friday and Saturday evening events
• Host/Hostess Business Lunch (copy sign ups)

Data Management

TBD

• Coordinate seminar equipment requirements with Technology Director
• Provide required output for Seminar materials (e.g., name badges, name lists, birthday lists, room assignment lists, etc.)
• Colate and put together the getting to know you aspect and phone directory of participants.

Registration

TBD

• Recruit 4 to 6 volunteers for registration, send letters, make calls as necessary
• Divide student printout to groups. Collect students late papers, give out room keys (if available).Give no show names to Operations Director to call, give count to chair.
• Arrange last minute student changes with Director of Facilities.

Volunteers

Hunter Hancock

• Develop Volunteer Mentor Program for key roles for the Texas Capital Area Seminar Season
• Work with Chair to recruit and retain volunteers for key positions
• Work with Alumni organization to increase involvement of Alumni in seminar planning and execution activities
• Coordinate resource requirements/allocations among the key functional areas for the seminar (i.e., operations, registration, recruitment, counselors)

Essay Contest

TBD

• Work with Director of Judging to develop Ambassadors essay question
• Identify and select cooperating organization or company to sponsor contest
• Arrange for prizes for top three essays
• Provide Chair awards for top three essays to be presented at the closing ceremonies

Internal Communications

TBD

• Produce and distribute bi-monthly newsletter
• Provide newsletter to Technology Director for posting on the web
• Assist Chair with the development and production of all staff training materials
• Assist Chair with the development and production of all Ambassador communications
• Assist Chair with the development and production of communications with national
• Assist Chair with other communications as required

Webmaster

Hunter Hancock

• Upgrade, update and maintain HOBY Tex Cap Area web site
• Coordinate publication of important communications (internal and external) on web site
• Develop and publish on web site key seminar materials and forms
• Provide required specifications to and coordinate with Gifts-in-Kind Director to obtain use (via donation, personal loan, or rental) of essential equipment for seminar (e.g., computers, printers, copiers) and the necessary related materials.

Alumni Association

Emily Russell

• Conduct Alumni events in Winter and Summer
• Work with Volunteer Director to coordinate alumni volunteer at seminar
• Assist CLEW Director in providing alumni volunteers for CLEWs
• Develop and conduct alumni event (e.g., seminar and luncheon on Sunday) in conjunction with seminar
• Increase Alumni membership and participation
• Assist in the establishment of county-level alumni clubs

Service Project

TBD

• Coordinate service learning activity with Program Director and local organization(s)
• Work with Program Director to develop learning objectives for project
• Work with Transportation Director to coordinate travel to/from service project site (as required)
• Work with Operations Director to coordinate logistics for service project (i.e., hotel departure/return time, meal(s), special instructions or precautions)

Photography

TBD

• Acquire materials for 15-20 minute slide show for Sunday, 12 rolls slides, developing kits, 2 projectors and fade-dissolve, extension cord, audio equipment, taped music
• Take B&W photos for PR
• Arrange music for slide show

Transportation

TBD

• Coordinate Transportation for Off-site service project
• Develop Car Pool list for coordinating travel to seminar

Special Events

Janice Fey

• Coordinates Ambassador Social with Alumni
• Coordinate with Ambassador Staff support in PMA activities
• Coordinates Talent Show with Ambassador Staff
• Secures necessary materials and equipment for each event
• Coordinates Parent’s Program – including Banquet