Always communicates closely and effectively with the other officers and delegates tasks accordingly to the appropriate officers when needed. Relies on input and feedback from officers during weekly meetings moving forward on tasks. The President is responsible for making the agenda and leading the weekly officer meetings. He/she must also maintain frequent contact with UBIC’s faculty advisor.
The President must also maintain communication with on-campus collaborators (GBIC, BMES, etc.), as well as attend any cross-club events. He/she must also send thank you/personal emails, as the lead representative of the club, to all special guests of UBIC’s events.
The VP ensures that reliable statistics about students’ plans after graduation are gathered from BIMM 185 (or another required course should BIMM 185 fail to meet this need) every year, and is responsible for creating or modifying this survey. He/she assists the President heavily in terms of managing the workload effectively. This includes coordinating officer communication, keeping everyone on task, especially in terms of maintaining the event timeline for every event.
Also responsible for content and services offered to UBIC members, including the classes service, lists of graduate programs, and the like; coordinates with the webmaster to disseminate these materials where appropriate.
Responsible for keeping track of all financial records of the club, including the availability of funding, UBIC’s financial needs, and all purchases made for UBIC. He/she must maintain organized spreadsheets to include budget plans, as well as actual budget expenses throughout the year. He/she must also set-up or maintain the current UBIC bank account, and is also responsible for contacting the appropriate sources (often times Professor Bafna) for quarterly funding.
The VP of Finance must do a quarterly update during the first meeting of each quarter, where he/she will update the officers regarding the previous quarter’s finances and a tentative financial plan for the current quarter’s events. He/she should be familiar with procedures for requesting funding from various UCSD institutions and when, from whom, and for what funding is available, including but not limited to Associated Students (AS), TAP funds, college councils, and Office of Student Life. The VP of Finance should be able to communicate with AS and other organizations regarding UBIC’s resources.
Responsible for writing minutes for each meeting; and for distributing, typing, adding to the mailing list, and keeping for record student signups at each event. Responsible for keeping the UBIC Google Drive organized and well-maintained (moving out-of-date items to Archive folders, keeping naming schemes correct, moving/managing files, etc.). Managing UBIC’s Google Drive also includes informing the officers of any major changes, if made.
He/she is also solely responsible for checking and organizing the UBIC email; the Administrative Officer should discard or archive unimportant email, forward appropriate email to all UBIC members, or forward the email to the appropriate officer for them to handle. It is preferred that officers initiate emails with contacts through their own email addresses rather than through the UBIC email, whenever possible. He/she must also ensure that emails are forwarded accordingly to the proper officer/s. The executive secretary is also responsible for creating the sign-in forms for each event, and works closely and frequently with UBIC’s Webmaster.
Handles all web resources for UBIC; this includes the entirety of the website’s presentation, text, content, services, and downloads offered, as well as domain registrations, hosting services, and the permanent link from http://ubic.ucsd.edu.
Must be the legal owner of any domain registered for UBIC and must coordinate with the financial officer for funding. Must also coordinate with the events officer; the webmaster is solely responsible for announcing events on the website.
Serves as UBIC’s representative to any official councils and/or organizations at UCSD. The specific list of councils will be determined as part of the application process, but must include Triton Student Engineering Council (TESC). Must always be well-informed of all aspects of UBIC events and must use this information when meeting or communicating with TESC. Registers UBIC for any events hosted by UCSD or other student organizations (e.g. register a table for Triton Day, register UBIC for speaking at orientations, etc.).
He/she is also UBIC’s liaison between OneStop in terms of booking rooms, projectors, other equipment when needed. He/she must also coordinate any membership volunteering efforts.