Who We AreAbout the Positions
GAPSA Executive Board
The Graduate and Professional Student Assembly (GAPSA) is the coordinating student body charged with representing all graduate students enrolled at the University of Pennsylvania. GAPSA’s primary focus is to empower the graduate student body through funding, programming, and academic resources. As per the constitution, it is the role of the GAPSA executive board to develop and execute a strategic vision for GAPSA, to improve student life, and facilitate through the general assembly, the representation of the graduate and professional student body.
The composition of GAPSA’s Executive Board has changed following the passing of the Spring 2022 restructuring amendment. As of Fall 2020, the Board is divided into four Divisions, each run by a Division Manager, with Division Managers and Council Chairs being elected by the General Assembly, and the remainder of the Board (the Directors) being appointed by the elected leaders. Summaries are provided below, but please review our Constitution for detailed descriptions.
Structure of GAPSA Executive Board Following Spring 2022 Restructuring
President, Vice Presidents, Councils
These members will be appointed by elections and are expected to be present at the fortnightly meetings of the General Assembly; as well as at all Exec Board meetings, and meetings of their respective Division.
Directors
While Directors are appointed by the GAPSA Executive Board to take charge of one of the committees in one of GAPSA’s four divisions (Advocacy, Finance, Operations, Programming), they are also expected to support the work of the Division as a whole. As such, in addition to any committee meetings they may hold to plan and conduct necessary work, they are expected to attend all division meetings and be available to brief the General Assembly as a whole with any major updates.
Deputies
Deputy Directors are appointed by unanimous vote of the president and vice presidents, not by the committee they serve in while Deputy Chairs are appointed by the committee they serve in. They are expected to support the work of the Division as a whole, conduct necessary work, attend all division meetings, and be available to brief the General Assembly as a whole with any major updates.
Note: All executive board positions come with an academic and research stipend, termed as the GAPSA Service Award, for a maximum of $3000 in an academic year. Uncodified roles do not count towards this.
President, Vice Presidents & Councils
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Lead the General Assembly and Executive Board on all matters
Be the primary GAPSA representative to University administration, University Council, and to organizations and people from outside the Penn community
Shall devise and implement, in conjunction with the Executive Board, annual goals and strategies for fulfilling the GAPSA mission
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Serve as Chief of Staff of the GAPSA Executive Board
Act as President if the GAPSA President is absent or unavailable
Serve as primary liaison to student governments of each of the graduate and professional schools
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Shall directly oversee GAPSA’s Advocacy Division and coordinate efforts between the Directors of Student Wellness, Equity and Access, International Student Affairs, and External Affairs to identify the needs of and advocate for Graduate and Professional Students at the University
Shall work closely with the Council Chairs to align policy goals, both internally within GAPSA and externally with the University and partners, to best advocate for our constituents
Shall work with the President and the Directors in the Advocacy division to facilitate the appointment of representatives to the various University committees to which GAPSA is entitled seats
Shall partner with the Director of Public Relations for any official publicity of GAPSA advocacy efforts or policy statements
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Be responsible for all budget issues
Shall manage and enforce financial reporting requirements of the Executive Board
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Shall directly oversee and coordinate the Operations Division
Serve as primary liaison to student governments of each of the graduate and professional schools
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Shall directly oversee and coordinate the Programming Division, working closely with the Directors of Cultural Programming, Academic Programming, and Social Programming, to coordinate and promote activities and events that foster a sense of community among Graduate and Professional students
Shall coordinate the planning of special events, including but not limited to GradFest
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Monitor and advocate on federal, state, local, and University policies that affect research students
Represent research students in the University judicial process and student grievance process
Chair the Research Council meetings
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Monitor and advocate on federal, state, local, and University policies that affect professional students
Represent professional students in the University judicial process and student grievance process
Chair the Professional Council meetings
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Monitor and advocate on federal, state, local, and University policies that affect students who are members of IDEAL Council affinity groups
Represent students who are members of IDEAL Council affinity groups in the University judicial process and student grievance process
Chair the IDEAL Council meetings
Operations Division
The Directors, Deputy Directors, and Committee members of the Operations Division assist the Vice President for Operations in overseeing and coordinating the Operations Division of GAPSA. The Division consists of four Directors, several Deputy Directors, and the Logistics and Alumni Relations sub-committees.
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The Director of Logistics manages the daily functions of GAPSA's Executive Board and General Assembly meetings. Their responsibilities include maintaining and publicly sharing current versions of the GAPSA Constitution and By-laws, coordinating all logistical aspects such as room reservations and food arrangements, collecting the minutes of Council, Division, and Committee meetings, and publishing them. They also certify quorum, conduct roll-call votes when needed, and take attendance at GA meetings. Furthermore, they oversee the certification process of General Assembly representatives to ensure all are in good standing. They must attend all General Assembly and Executive Board Meetings preferably arrive an hour before start of meetings, which occurs on Wednesdays at 7:00 PM during the Fall and Spring semesters. The Director of Logistics heads the Logistics Subcommittee.
Qualifications:
Experience leading or managing a team(s)
Prior experience coordinating logistical operations is encouraged but not required
Time Commitment: Medium
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The Director of Public Relations plays a crucial role in facilitating communication among graduate and professional students, the broader campus community, and the administration. They are responsible for maintaining and updating GAPSA's website, supporting the development of GAPSA-affiliated student groups websites, and ensuring up-to-date contact information for all General Assembly Members. Additionally, they manage all GAPSA-related social media accounts and newsletter communication. They also support the Programming Division in their marketing efforts and heads the Joint (Operations & Programming) Public Relations Working Group.
Time Commitment: Medium
Qualifications:
Experience leading or managing a team(s)
Experience in managing digital marketing tools and platforms
Experience with website management platforms
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The Director of Alumni Relations plays a pivotal role in establishing and lifelong Penn connections, building community, and promoting alumni engagement with GAPSA and Penn. Their responsibilities include conducting outreach, communication, and providing updates across GAPSA and the G12 schools including promoting GAPSA alumni traditions and giving, Homecoming, Alumni Weekend, GradFest, BeyondPenn (career development), GAPSA Goes Global (e.g., Forerunner and alumni receptions), regional mixers, GAPSA Gives Back (volunteering), and Second Thursdays (networking mixers). Additionally, they maintain a strong relationship with the Alumni Relations Office of the University. They also have the flexibility to embark on projects, with approval from the Vice President for Operations, that creates more avenues of support and partnerships between GAPSA and Penn Alumni. The Director of Alumni Relations heads the Subcommittee on Alumni relations.
Qualifications:
Experience leading or managing a team(s)
Previous experience in alumni relations and engagement is encouraged but not required
Time Commitment: Medium
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The Director of Data Analytics is responsible for facilitating data collection, administering surveys, and managing survey data to address the data needs of graduate and professional students at Penn. Collaborating with Council chairs, Division heads, and Committees, they establish standardized and ethical methods for data collection, including ensuring the systematic recording and safety of all data collected by GAPSA. With approval from the Vice President for Operations, they have the flexibility, in keeping with university policies, to embark on projects and initiatives, that produce high-quality data, and visually appealing reports to support GAPSA's internal operations and apparatus in enhancing transparency, supporting the General Assembly`s deliberations, and requests to University administration and stakeholders.
Qualifications:
Previous experience in data analysis, data management, or related projects
Proficiency in data analysis software tools such as SPSS, R, or Python is encouraged but not required
Time Commitment: Medium
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The Deputy Director of Technology works closely with the Director of Public Relations in managing the GAPSA newsletter and co-managing the social media pages, setting up Zoom links for GAPSA meetings, and managing chats during Executive and General Assembly meetings. They are also required to liaise with all the technology centers and offices of Penn G12 schools in establishing a channel of communication and finding opportunities for collaboration. They may also be called upon to support the Data Analytics team in the implementation of complex data analytics initiatives. They have the flexibility to identify and recommend opportunities to the Vice President for Operations on enhancing GAPSA's technological infrastructure.
Qualifications:
Experience leading or managing a team(s)
Experience in managing digital marketing tools and platforms
Experience with website management platforms is encouraged but not required
Time Commitment: Low-Medium
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The Deputy Director of Records works closely with the Director of Logistics, in taking and proofreading of meeting minutes and documentations during the General Assembly and Executive Board Meetings and ensuring that these minutes are promptly uploaded to the VPUL folder and distributed to the General Assembly. All Executive Board and General Assembly meeting minutes and documentations must be completed within 72 hours of the conduct of the meeting. They must be present at all Executive Board and General Assembly meetings. Additionally, the Deputy Director of Records organizes in an orderly and systematic manner all administrative documentations required to support the workings of the GAPSA Executive Board.
Qualifications: Good writing and communication skills; Prior experience taking meeting records or in secretarial positions is encouraged but not required
Time Commitment: Low-Medium
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The Deputy Director for Credentials assists the Director of Logistics in maintaining the complete membership roll of the General Assembly, taking attendance at meetings, ensuring quorum, managing proxy certificates, distributing, and collecting voting cards/placards, conducting roll call votes, and responding to emails and requests from General Assembly members, and other administrative duties as directed by the Vice President of Operations.
Qualifications: Prior experience taking meeting records or in secretarial positions is encouraged but not required
Time Commitment: Low-Medium
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The Deputy Director of Trainings & Onboarding is responsible for designing and overseeing the General Assembly members' onboarding and training efforts. Their responsibilities include tracking and monitoring the progress of General Assembly representatives in completing onboarding videos, materials, etc. and developing an incentive program to encourage active participation within the General Assembly. Additionally, they have the flexibility to initiate projects that foster transparency and aid General Assembly representatives in their deliberations and duties.
Qualifications:
Experience leading or managing a team(s)
Prior experience coordinating onboarding and training programs is encouraged but not required
Time Commitment: Low-Medium
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The Deputy Director of Alumni Relations assists the Director in deepening lifelong Penn connections, building community, and promoting alumni engagement with GAPSA and Penn. They serve as a proxy for the Director and chair meetings of the Subcommittee on Alumni Relations as needed. Furthermore, they collaborate with the Director to cultivate relationships with G12 and affinity group student leaders and aid in developing the GAPSA Alumni Association.
Qualifications:
Leadership experience
Previous experience in alumni relations and engagement is encouraged but not required
Time Commitment: Low-Medium
Finance Division
Directors in the Finance Division are expected to assist the Vice President of Finance in drafting and maintaining GAPSA’s budget as well as overseeing the process for the distribution of funds to other graduate student groups.
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Shall manage the application, evaluation and disbursement process for all grants managed by the General Assembly
Shall administer the Discretionary and Synergy Funds as well as any other funds deemed appropriate by the Executive Board
Evaluate the application process
Shall with the Director of Public Relations publicize all relevant deadlines and instruction
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Shall be responsible for helping the Vice President of Finance to design and maintain the budget of GAPSA finances and GAPSA-funded events/initiatives.
Shall work closely with Vice President of Finance and other GAPSA officers to ensure that spending is on track with the allocated budgets.
Will provide budgetary reports
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Shall perform regular audits of GAPSA Finances and GAPSA-Funded groups, events and initiatives
Shall keep track of Executive Officers’ spending and review monthly reports to ensure accountability and adherence
Shall be responsible to ensure GAPSA-funded groups and events adhere to GAPSA’s constitution and Finance Bylaws
Shall be responsible for collection and reporting on After Action Reports from GAPSA-Funded groups and events
Shall maintain accurate and current financial records and provide regular financial reports to the Executive Board
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Maintains and oversees the Interschool Partnership Fund
Officers of GAPSA
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The Speaker shall chair meetings of the General Assembly.
The Speaker is chosen primarily for the ability to carry out the duties of the office:
to impartially preside,
maintain order,
protect substantive rights,
support open deliberative discourse,
facilitate rough consensus wherever possible, and
promote community.
The Speaker may not bring or report any proposals whatsoever and must remain strictly impartial and silent on the merits of any question (even to “provide context”) before the General Assembly. The Speaker cannot waive these duties without resigning.
The Speaker must have a working command of Robert’s Rules, the GAPSA Constitution and Bylaws, any Special Rules of Order, and any other standard operating procedures used by GAPSA.
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Advisor and consultant to the chair and the other members of the assembly on the matters of parliamentary procedure.
Assist in questions that arise in interpreting the GAPSA Constitution and rules.
Chair of the Drafting Committee
Advocacy Division
Directors in the Advocacy Division are expected to monitor and evaluate policies and services that are directly related to federal, state, city, and University administrative requirements that graduate and professional students need to maintain.
The Advocacy Division is responsible for GAPSA's unified policy and advocacy agenda. This division consists of the Equity & Access, International Student Affairs, Student Wellness, and External Affairs committees. These four committees function and meet independently, but often collaborate on various projects with other committees within GAPSA. Directors, deputies, and committee members appointed to any single committee are only required to work on projects within the scope of that committee, but will be more than welcome to help with projects on the other committees! All committee members are welcome to develop and work on new advocacy initiatives!
The Equity & Access Committee is responsible for ensuring all university policies are sensitive to the myriad of identities represented within GAPSA and that all students are given a voice on campus. This committee tends to focus on advocacy, community outreach, and civic engagement on behalf of its members with the local, state, and federal governments - as well as non-government agencies.
The International Student Affairs Committee is responsible for issues, initiatives and policies that may be of interest to or affect international students at Penn. Typically events organized by this committee include townhalls, the World Cafe Series, and Intercultural Festivals. The International Student Affairs Committee also routinely collaborates with International Students & Scholar Services at the University of Pennsylvania.
The Student Wellness Committee focuses on policies and events that affect the mental and physical well-being of graduate and professional students on campus. This committee traditionally partners with GAPSA’s Programming Division, the Graduate Student Center, and Wellness at Penn to host Wellness Week in December.
The External Affairs Committee is responsible for advocacy focusing on issues outside of the university, such as housing, transportation, and food security. The External Affairs Committee typically focuses on hosting town halls, surveys, and other initiatives designed to reach out to the Graduate and Professional student population. Members of this community will commonly interact with the University and external groups including alumni, government bodies, and other Universities in its efforts to advocate on behalf of the student body.
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Shall monitor all university policies that affect graduate and professional students and ensure that such policies are sensitive to the myriad of identities represented within GAPSA.
Ensure that any and all members of the GAPSA community are given a voice and support
Shall have a non-voting seat on the IDEAL Student Council to serve as a point-of-contact and representative for any identity groups that do not have a seat on the Council
Shall coordinate efforts to advocate for members of the graduate and professional student body with local, state, and federal governments and non-government agencies as well as efforts for community outreach and civic engagement
Shall facilitate GAPSA representation with any relevant networks or organizations of graduate or professional student organizations outside of Penn, and ensure that GAPSA is kept apprised of their activities.
Time Commitment: Medium
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Shall be responsible for issues, initiatives, and policies that are of interest to and affect international graduate and professional students, as well as GAPSA’s global engagement activities
Must be an international student
Shall monitor policies both Penn and government that affect international students
Shall propose initiatives that help integrate international students into the academic, cultural and social life of the University
Time Commitment: Medium
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Evaluate governmental and University policies that affect mental and physical well-being of graduate students.
Time Commitment: Medium
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Shall be responsible for coordinating GAPSA’s external affairs and communicating its position outside of Penn, including in instances involving alumni, government bodies, other universities, and organizations outside of the University of Pennsylvania.
Shall be responsible for reaching out to graduate and professional school alumni and seek their engagement at events sponsored by GAPSA or the University
Time Commitment: Medium
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Shall be responsible for coordinating division meetings, booking division meeting rooms, and taking meeting minutes.
Shall be responsible for supporting directors within the advocacy division and their initiatives in any capacity that is assigned by the directors.
Programming Division
Directors in the Programming Division are expected to organize programs that reflect the cultural, academic and social needs of graduate and professional students at the University of Pennsylvania.
The Programming Division consists of the Academic, Cultural, and Social programming committees. These three committees function and meet as a single unit for most of the year. Directors, deputies, and committee members appointed to any single committee are only required to work on projects within the scope of that committee, but will be more than welcome to help with projects on the other two committees! All committee members are welcome to develop new events
The Academic Programming Committee is responsible for organizing all of our major academic events. Typical events include university wide conferences, speaker series, career fairs, and networking events (including mixers). Members of this committee will regularly collaborate with various university offices and have the opportunity to meet Penn Alumni and professionals from across the disciplines.
The Cultural Programming Committee is responsible for organizing all of our major cultural events. Typical cultural events include our Broadway Series, Multicultural Friends-giving, and international student’s festival. A majority of this committee’s work is done in collaboration with Penn Affinity groups, such as Rangoli and CSSAP, to host larger scale cultural events!
The Social Programming Committee is responsible for organizing all of our major social events. Typical Social events include happy hours, movie nights, restaurant tours, game nights, bar crawls, and cruises. Members of this committee routinely collaborate with other student governments on campus to organize school wide social events such as our yearly Spring Gala.
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Shall devise, implement, and monitor cultural programs and events of interest to the graduate student community. These programs aim to embrace inclusivity and multiculturalism and to promote or to build cultural awareness.
Shall work closely with the staff of the Graduate Student Center and relevant divisions of the Vice Provost of University Life to encourage synchronicity and avoid redundancy in culturally enriching programming.
The Director of Cultural Programming will chair the joint programming committee before any major cultural events. Outside these periods the Director of Cultural Programming will work with their committee members to develop and execute smaller scale events. They will also oversee the training of their committee members, and serve as a first point of contact for our Affinity and Cultural Groups looking to collaborate on various events.
Qualifications: Experience chairing a committee; Experience planning events
Time commitment: low-medium
Committee assignments: Academic, Cultural, and Social Programming Committees
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Shall devise, implement, and monitor cultural programs and events of interest to the graduate student community that take place on campus.
These programs aim to organize any type of academic programming by GAPSA, including initiatives and events encouraging students in their academic endeavors and supporting student academic development, academic growth, and academic wellness.
Shall collaborate and openly communicate with councils, committees, schools, and students interested in academic events.
The Director of Academic Programming will chair the joint programming committee before any major academic events. Beyond Penn - a series of workshops, panels, and networking events - is our signature academic event and typically takes place in the month of April. Outside these periods the Director of Academic Programming will work with their committee members to develop and execute smaller scale events. They will also oversee the training of their committee members, and serve as a first point of contact for the Center for Career Services and other university collaborators.
Qualifications: Experience chairing a committee; Experience planning events
Time commitment: medium
Committee assignments: Academic, Cultural, and Social Programming Committees
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Devise, implement, and monitor social programs and events of interest to the graduate student community.
Support the Councils, Committees, and their constituents on social programming to build and foster a sense of community.
The Director of Social Programming will chair the joint programming committee before any major Social events. Our signature social events are GradFest (September) and Spring Gala (March). Outside these periods the Director of Social Programming will work with their committee members to develop and execute smaller scale events. They will also oversee the training of their committee members and reach out to other Student Governments who may be interested in collaborating on social events.
Qualifications: Experience chairing a committee; Experience planning events
Time commitment: Medium
Committee assignments: Academic, Cultural, and Social Programming Committees
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The Deputy Director of Academic Programming will assist the Director of Academic Programming with all major events, while leading their own small scale events with the assistance of one or two committee members. For these smaller academic events, the Deputy Director of Academic Programming will be responsible for all logistical details including finding speakers, reserving rooms, overseeing promotion, obtaining quotes, coordinating food, finding and training volunteers, and overseeing the event on the day of.
Qualifications: Experience planning events
Time commitment: Low - Medium
Committee assignments: Academic Programming Committees
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The Deputy Director of Cultural Programming will assist the Director of Cultural Programming with all major events, while leading their own small scale events with the assistance of one or two committee members. For these smaller cultural events, the Deputy Director of Cultural Programming will be responsible for all logistical details including finding speakers, reserving rooms, obtaining quotes, overseeing promotion, coordinating food, finding and training volunteers, and overseeing the event on the day of.
Qualifications: Experience planning events
Time Commitment: Low-Medium
Committee assignments: Cultural Programming Committees
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The Deputy Director of Social Programming will assist the Director of Social Programming with all major events, while leading their own small scale events with the assistance of one or two committee members. For these smaller social events, the Deputy Director of Social Programming will be responsible for all logistical details including finding speakers, reserving rooms, obtaining quotes, overseeing promotion, coordinating food, finding and training volunteers, and overseeing the event on the day of.
Qualifications: Experience planning events
Time Committment: Low-Medium
Committee assignments: Cultural Programming Committees
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The Deputy Director of Programming Finances will assist with all major purchases, including obtaining quotes, requesting purchase orders, using P-cards, transferring funds, and keeping an up-to-date record of all past expenses. The Deputy Director of Programming Finances will serve as a liaison between the Joint Programming Committee and the Finance Committee and help facilitate, expedite, and document all financial transactions made by the Joint Programming Committee. Form a social advisory board between the Student groups (including G12 and Affinity groups)
Qualifications: Experience managing reimbursements for a student club
Time Commitment: Low
Committee assignments: Joint Programming Committee, Finance Committee
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The Deputy Director of Programming Administration will handle many of the logistical tasks associated with running a committee, including surveying committee member availability, booking rooms, calling meetings, posting blank agendas, taking minutes, and following up with committee members on the completion of action items after every meeting.
Qualifications: Experience taking minutes, booking rooms, and calling meetings
Time Commitment: Low
Committee assignments: Joint Programming Committee
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The Deputy Director of Marketing will assist in marketing all events hosted by the Joint Programming Committee. This would include creating posters, generating graphics, writing Instagram posts, updating our website, making email and newsletter blurbs, and coordinating mass emails. The Deputy Director of Marketing for Programming will serve as a liaison between the Joint Programming Committee and the Joint Public Relations Working Group, and help facilitate all marketing efforts related to the Joint Programming Committee.
Qualifications: Experience marketing events
Time Commitment: Low-medium
Committee assignments: Joint Programming Committee; Joint Public Relations Working Group
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The Deputy Director of Programming Outreach will serve as a liaison between the Joint Programming Committee, the G12 Student Governments, and Penn’s Affinity Groups. They will attend The President’s Advisory Council, Financial Advisory Board, and IDEAL Council meetings to provide updates regarding upcoming events and opportunities for collaboration.
Qualifications: Experience working with multiple student groups
Time Commitment: Low
Committee assignments: Joint Programming Committee, IDEAL Council
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Members of the Joint Programming Committee will work together under the supervision of Directors and Deputy Directors to plan all of GAPSA’s events. Committee Members will suggest ideas for events, find vendors, coordinate food delivery, find and contact speakers, design workshops, help set-up/take-down on the day of an event, and organize events themselves. Each committee member will have the opportunity to lead the organization of at least one small scale (<100 students) event during the academic year.
Qualifications: All levels of experience are welcome!
Time Commitment: Low
Committee assignments: Joint Programming Committee