Duties and Responsibilities
The Vice President of Communications & Membership is responsible for managing official
communications, handling correspondence related to the position, maintaining accurate and up-
to-date membership and organizational contact records, and overseeing the functionality of the
PHA membership application.
The duties and responsibilities include, but are not limited to, the following:
1. Notices and Communications
1.1. Send notices of special meetings of the members and Trustees, as well as any other notices
deemed necessary by the Board of Officers.
1.2. Receive and handle all correspondence related to the duties and responsibilities of the
position.
1.3. Monitor the info@polishhome.org
mailbox and ensure that incoming emails are reviewed
and addressed or forwarded to the appropriate Officer or representative in a timely manner.
2. Membership and Organizational Records
2.1. Maintain accurate and up-to-date records of each individual member, including mailing
address, business or residential address, email address, and telephone number, as applicable.
2.2. Reconcile membership dues payments against the report provided by the PHA Treasurer.
2.3. Monitor the functionality of the PHA membership application (Paid Memberships Pro) and
work with the Vice President of IT to identify and resolve technical issues promptly.
2.4. Maintain accurate and up-to-date contact information for PHA Officers and for each Polish
society or organization that is a member of the Association, including mailing address, business
or residential address, email address, and telephone number, as applicable.
2.5. Respond to membership inquiries and coordinate communications about joining and
renewing membership.
3. Advertising and Promotion
3.1. Promote approved PHA events on the PHA website and social media platforms. All
promotional materials must comply with PHA standards and receive approval from the President
or the President’s designee before publication.
3.2. Monitor advertising expenditures, ensure that they remain within the approved budget, and
report any anticipated budget overruns to the President in advance.
4. General Responsibilities
4.1. Ensure that all duties are carried out in accordance with PHA’s mission, policies, approved
budgets, and established procedures.
4.2. Communicate regularly with the President and other Officers regarding communication and
membership needs, potential issues, and the status of ongoing activities.
4.3. Perform other duties as assigned by the Association’s President or approved by the Board of
Officers.
4.4. Attend monthly PHA Officers’ meetings.
4.5. Perform gate duty at PHA according to the agreed-upon schedule.