Brief Outline of Roles and Responsibilities of Crew Members

President

• Be the main liaising representative of the Crew with issues pertaining to policies of the Constituent Body or Council
• Be the gatekeeper of SMUX’s mission and objectives
• Oversee School-wide events such as Patron’s Day, CCA Day, and also SMUX-wide non-event items; Seclusion, Nominations, Elections, Internal Elections
• Communicate promptly to the Crew regarding requirements from OSL and school, and updates on school policies (e.g. WPC, Elections dates etc.)
• Communicate with the Crew members regularly, and follow up on their progress

Honorary General Secretary/2IC

• Assist President in overseeing SMUX operations
• Inform/ remind/ coordinate/ maintain relationship among Crew, SMUX and OSL officers (with the SMUX President)
• Together with President, identify crucial issues and come up with agenda for meetings
• Ensure proper storage of all SMUX documents and ensure confidentiality kept by all Crew members
• Overseeing SMUX email account to ensure emails are in line with SMUX reputation and objectives
• In charge of overseeing and disseminating administrative procedures and documents
• Oversee SMUX wide non-event items such as Seclusion, Nominations, Elections, Internal Elections and AGM
• Together with Corporate Communications Manager to upkeep SMUX website

Operations Directions

• Keep abreast of everything that is happening in SMUX / may affect SMUX
• Upkeep the SMUX family spirit and maintain togetherness of SMUX members
• Be as “on-the-ground” as much as possible
• Assist and act as a link between P, 2IC and rest of SMUX (PHODs)
• Strengthen inter-team relationship
• Form teams to represent SMUX in various SMU and external competitions
• Ensure SMUX events/activities are compliant to safety regulations (SMUX Safety Guidelines)
• Assist the organizing committee in running various SMUX and team events, where applicable

Corporate Communications Manager

• Develop an overall marketing plan which can best reflect the current SMUX vision, mission and goals
• Ensure that all marketing materials under the name of SMUX adhere to SOP and portrays SMUX in the correct light
• Strengthen and refine the SMUX identity with the aid of a planned marketing strategy
• Send out emailers/information using the Xtremists account and to maintain Xtremists account with Hon Gen.
• Establish good relations with print/media companies, such as T-shirt printing companies, banner companies, etc
• Overall IC for marketing-specific SMUX events such as SMU Open House, Vivace CCA Day, etc.
• Communicate with team Marketing ICs when implementing new marketing procedures; get them involved in executing marketing plans for their respective teams (for e.g. creating their own teams’ information boards)
• Maintain and upkeep the SMUX website, Facebook account, forum, Twitter account, SMUX Flickr account and SMUX event calendar.

Financial Controller

• Track revenue and expenditure of all events for SMUX and teams; be responsible for their accuracy
• Facilitate and improve the claiming process and budgeting process
• Disseminate financial procedures to all, especially Team and Event Finance ICs
• Play an important supporting role to Finance ICs during major events
• Represent SMUX in the SAC Financial Secretary Committee
• Track and verify different sources of cashflows during events
• Work with SMUX Logistics Manager on procedures to inventorize new purchases
• Work with SMUX Honorary General Secretary/ 2IC to improve booth procedures for SMUX Event Organizing Committees

Business Development

• Maintain and expand the Xtreme Rewards Program, by:
  • Sourcing for partners that are able to meet SMUX long-term needs
  • Maintaining partner relationships
  • Ensure partner benefits are conveyed to the membership base
  • Supervise and ensure adherence to school sponsorship guidelines by Team/Event Sponsorship ICs
  • Communicate with and guide the Team Business Development ICs on conducting their sponsorship initiatives for events
  • Liaise and provide assistance to other SMU clubs (e.g. Women’s Soccer) and external parties when they approach us for expertise and resources pertaining to sponsorship
  • Develop longer term plan to raise SMUX’s profile and obtain partnerships to expand our capability to carry out new activities (e.g. working with Jumping Jacks for new Xseed activity / the Singapore Laundromat Association for Xtreme Ironing etc.)

Human Resource/ Welfare Manager

• Ensuring constant update and maintenance of Members Database

• In charge of recruitment and having well-defined procedure of Recruitment throughout the year
• Ensure the adherence to the active SMUX Membership Criteria to award members (e.g. SMUX discounts)
• Create and maintain the online registration for recruitment sessions
• Create and maintain a structured recruitment procedure so membership money is well collected and collated
• Alumni Categorization
  • Ensure that the seniors/alumni are kept in the loop for all SMUX events including welfare activities
• Organise/ Facilitate the organisation Welfare related events or matters
  • Ensure that welfare activities are not only limited to dinners and games but also extended with respect to help rendered by SMUX members to the operations of SMUX

Logistics Manager

• Oversee all SMUX logistics processes
  • As a CBD
  • At the team level
  • On an event basis
• Facilitate and ensure proper logistic process and documentation from budgeting, acquisition, asset tagging, and updating
• Facilitate and ensure
  • proper disposal and/or transfer of logistics
  • team’s maintenance and Audit of logistics
• De-conflict logistics requirement between teams and SMUX (work with the Team Managers and Team Logistics ICs as well as SMUX Financial Controller)
• Plan for long/short term logistics requirements
• Create an asset management system with the other CBDs and implement it as a SMU Asset Management System (work with the SMUSA Assets Secretary)

Team Managers

• Act as an effective communication link between the Crew and the team-members, since the teams are the heart of SMUX
• Understand the aims and focus of the Crew and integrate them into the workplan of the team
• Be actively involved in fostering inter-team family/SMUX spirit
• Gatekeeper of the team’s objective and align the team to the same goal
• Oversee all SMUX Team events/activities
• Act as a mentor and manage the team exco towards achieving the team’s goals
• Act as a main liaison between the Team and any external party (operators and other clubs)
• Devise recruitment strategies and HR policies to keep a critical mass of members.
  • Ensure safety in all of SMUX Team’s events/activities

Here, we bring you an excerpt from Shawn Tee, President of the 1st Crew and the story behind it.