Deputy Executive Officer
Executive Secretary
Executive Treasurer
Legal Counsel

Director of Advisor Training
Director of Athletics
Director of Awards
Director of Competitions
Director of Convention
Director of Convention Yearbook
Director of the Leadership Correspondence Course
Director of the Legion of Honor
Director of Membership
Director of the PMC-MSA Program
Director of Publications
Director of the Representative DeMolay Program
Director of Ritual
Director of Scholarships
Director of the State Sweetheart Program
Director of the State Officer Program

ALL STAFF MEMBERS - General Duties

• Attend the Annual Convention and all Leadership Team Meetings called by the Executive Officer, and other state functions when assigned.
• Support the programs of the State Officers and assist in their execution.
• Make annual recommendations for budgetary impact of program or special financial needs.
• Coordinate with the Executive Secretary for all large printing and mailing needs, flyers, or articles for various publications.
• Any other duties assigned by the Executive Officer

DEPUTY EXECUTIVE OFFICER

• Participate in creation of policy statements, via telephone, e-mail, and meetings with the Executive Officer.
• Represent the Executive Officer in assigned Chapters by conducting inspections and making ceremonial visitations to your Chapters and Advisory Council meetings to provide supervision and instruction as needed.
• Be responsible for the composition of the Advisory Councils of assigned Chapters, advocate active participation of Sponsoring Bodies in the process, and recommend to the Executive Officer the addition or removal of members.
• Attend stated meetings and Installations of each Chapter on a regular basis-- at the very least, once Installation per year and one meeting per term, reviewing the attendance register, Chapter minutes, and paraphernalia storage area.
• Involve the State Officers in membership drives and educational programs to assist the Chapters.
• Attend Advisory Council meetings, at the very least, twice a year, and review Term Plan, Risk Management and Youth Protection procedures, Council Minutes and Financial Records, at least annually.
• See that assigned Chapters follow the Rules and Regulations of DeMolay International, the Bylaws of Pennsylvania DeMolay, the Policies of the Executive Officer, and their own Chapter Bylaws.
• See that all reports due from assigned Chapters are filed on a timely basis.
• Coordinate the establishment of New Chapters in nearby communities.
• File brief reports on visitations and/or Chapter contacts with the Executive Secretary.
• See that honors are awarded when due to a deserving DeMolay worker. Ensure proper presentation of Chevalier and Cross of Honor ceremonies.
• While supervising local Chapters, provide latitude for "local autonomy" in decision-making.
• Advise advisors. Leave the advising of DeMolays to their own advisors. Help advisors learn to provide proper guidance to their young men.
• Be a liaison, or a conduit, from assigned Chapters to the Executive Officer, to help him understand the needs of the Chapters in the areas of programming, support, education, or help.

EXECUTIVE SECRETARY

• Prepare all official correspondence for the Executive Officer.
• Work closely with the EO Leadership Team Members to provide administrative support necessary to do their jobs effectively.
• Serve as chief coordinator of records with the DeMolay Service and Leadership Center.
• Maintain up-to-date files of Form 10's, Annual Financial Reports and Advisory Council Certification Forms.
• File and maintain all active program files of DeMolay in Pennsylvania.
• Coordinate all Chapter mailings and mass distribution of materials, including the Pennsylvania DeMolay Handbook Sections.
• Prepare all Convention registration materials and computerize records.
• Provide administrative support to the State Officers for programming planning.
• Perform assigned work relating to DeMolay International Committee support for the Executive Officer.
• Perform daily banking and other duties relating to finances.

EXECUTIVE TREASURER

• Working with the Executive Secretary, annually review procedures for the deposit and disbursement of funds.
• Establish a system of financial reporting to handle several restricted funds in the accounts of Pennsylvania DeMolay.
• Assist Executive Officer and Executive Secretary in preparing annual budget and financial statements.
• Conduct financial accounting on a calendar year basis.
• See to preparation of all IRS forms required.
• Make recommendations concerning the investment of the various funds of Pennsylvania DeMolay.

LEGAL COUNSEL

• Provide legal advice to the Executive Officer regarding matters of Federal, state and local laws pertaining to Pennsylvania DeMolay activities, personnel, and programs.
• Coordinate any legal actions necessary on behalf of Pennsylvania DeMolay or the Executive Officer.
• Because of the nature of this position, it is always to be filled by a qualified attorney, admitted to the bar in Pennsylvania.

DIRECTOR of ADVISOR TRAINING

• Coordinate Advisor Training Seminars using the D.A.D. Program from DeMolay International (DeMolay Advisor Development) and approved modifications.
• Develop specific new curriculum and recruit instructors for concepts unique to Pennsylvania DeMolay.
• Recruit trainers to conduct the D.A.D. Seminars on a local or regional basis.
• Coordinate with the Executive Secretary to see that an accurate record of all D.A.D. completions is kept up to date and filed with DeMolay International.

DIRECTOR of ATHLETICS

• Complete coordination of the state athletics program, including the registration of teams, reservation of facilities, scheduling, administration of rules, hiring of officials, etc.
• Athletic competitions may include any activity permitted under our current insurance policies.
• Recruit additional adult staff to assist and support the programs.
• Publish and operate by all published rules for competitions.
• Develop a State Athletics Committee to review rules, policies, and programs on an annual basis.
• Write articles for Keystone Crusader publication.

DIRECTOR of AWARDS

• Prepare promotional materials concerning the various awards available from the DeMolay International, i.e.: RD, PMC-MSA, Founder's Award, Blue Honor Key, Merit Bars, Hat's Off Award, 50-year Pins, etc.
• Assist the State Officers in preparing and conducting workshops on Awards.
• Coordinate Distinguished Service Award promotion.
• Coordinate collection of nominations for the Advisor of the Year Award (a.k.a. Guild of the Leather Apron) to be submitted for consideration by the Executive Officer.
• Develop sponsors for various Pennsylvania DeMolay Competitions and awards programs.
• Working with the Executive Secretary, select trophies for annual competitions to be awarded at Convention.
• Working in conjunction with other program directors, develop new individual awards programs for Advisors and DeMolays to encourage participation and create enthusiasm.

DIRECTOR of COMPETITIONS

• Provide for the scoring of annual state competitions, on a monthly basis, with statistical reports published in the Keystone Crusader and on the website.
• Receive data from the Executive Secretary, compile and score, using other volunteers in the scoring process as needed.
• Competitions include, but are not limited to the Outstanding Chapter Competition, the Visitations Competition, the Publications Competitions, the Obligatory Days Competitions and the Representative DeMolay Competition.

DIRECTOR of CONVENTION

• Supervise all arrangements relating to the annual Convention.
• Coordinate with the Executive Secretary to include involvement of the State Leadership Team in security and program supervision.
• Supervise on-site registration staff.
• Coordinate on-site facility needs with various committee and program chairmen.
• Assure all A/V and room set-ups match specified requirements prior to each function.
• Serve as the liaison between Pennsylvania DeMolay and the Convention site personnel during the Convention.

DIRECTOR of CONVENTION YEARBOOK

• Promote sales of yearbook pages by Chapters, State Officers and Leadership Team Members.
• Create a yearbook-style Convention program book, incorporating essential information for the Convention, valuable historical information, and an annual yearbook review of Chapter and state-wide events.
• Coordinate content creation and printing bids with the Executive Secretary.

DIRECTOR of the LEADERSHIP CORRESPONDENCE COURSE

• Following the basic 5-course program of DeMolay International, customize the LCC program to be 100% applicable to Pennsylvania DeMolay, revising questions and focusing lessons on specific goals.
• Complete grading of all tests in a timely manner, and provide for feedback to the student so they can discover their errors and correct their understanding of the educational objective of that particular lesson.
• Coordinate the distribution of additional tests, certificates, merit bars and other related awards.
• Investigate means of conducting the correspondence course "on-line" with interactive scoring and immediate instruction.

DIRECTOR of the LEGION of HONOR

• Encourage and supervise the establishment of new Legion of Honor Preceptories.
• Supervise in the areas of filing financial reports, officer address registrations, and a review of policies, bylaws and other operational directives to be sure each organization is operating within the requirements of the DeMolay International Rules and Regulations.

DIRECTOR of MEMBERSHIP

• Develop a membership recruitment promotion program to be implemented annually by the State Officers and Executive Officer Leadership Team Members.
• Educate State Officers, Advisors, and Leadership Team Members on how to "teach" membership concepts to active members.
• Recruit additional Assistant Directors to work on a regional or area basis to organize Chapter membership recruitment efforts.
• Develop themes and slogans, pamphlets, contests, etc. to generate enthusiasm for membership recruitment.
• Prepare and present statistical analysis of membership data.
• Develop a membership promotional pamphlet for distribution by Pennsylvania DeMolay.
• Coordinate State Membership competitions.
• Assist the State Officers in coordinating statewide and regional membership classes.
• Establish a list of "target" Chapters to receive special attention and help from the State Officers and Leadership Team.
• Promote use of available membership materials, such as films, pamphlets, posters, buttons, etc.

DIRECTOR of the PMC-MSA PROGRAM

• Coordinate collection of materials, their final evaluation and general promotion of the Past Master Councilor's Meritorious Service Award program of DeMolay International.
• Conduct correspondence with applicants and recipients, maintaining a file with the Executive Secretary.
• ¨ Maintain an annual listing of all applicants and recipients. Prepare promotion directed at Advisors to help inspire excellence in planning and implementation of a good Chapter program.
• Write promotional letters, articles for the various publications of Pennsylvania DeMolay, and workshops on the PMC-MSA program.

DIRECTOR of PUBLICATIONS

• Serve as Editor of the KEYSTONE CRUSADER - the official publication of Pennsylvania DeMolay.
• Produce and/or oversee all other regular and special publications of Pennsylvania DeMolay including promotional materials, brochures, electronic publications, etc.
• Act as webmaster for the PA DeMolay web site, or provide supervision for a webmaster approved by the Executive Officer.
• Provide assistance, support, and advice to local Chapters, Advisory Councils, and other staff members in producing their own regular and special publications.
• Work with the Executive Officer in developing and maintaining policies governing print and electronic publications of Pennsylvania DeMolay Chapters and affiliates.
• Assist the Director of Competitions and Executive Secretary by providing information on Chapters participating in state publications, and by assisting in judging the annual publications competitions.
• Assist the Executive Secretary in writing and/or production of staff newsletters, all-Chapter mailings, Convention packets, etc.

DIRECTOR of the REPRESENTATIVE DeMOLAY PROGRAM

• Coordinate collection of all Representative DeMolay Application Forms, their evaluation, and general promotion of the Representative DeMolay program.
• Conduct all correspondence to applicants and recipients, maintaining a file with the Executive Secretary.
• Maintain an annual listing of all applicants and recipients.
• Develop promotions directed at Advisors to make use of the program to help inspire self-evaluation among their DeMolays.
• Write promotional articles for the various publications of Pennsylvania DeMolay, and workshops on the RD program.

DIRECTOR of RITUAL

• Conduct the annual Ritual Competitions.
• Conduct Ritual Competitions at Convention.
• Coordinate Ritual Seminars.
• Assist the State Officers in coordinating statewide or regional class conferrals.
• Oversee the implementation of the Tournament of Champions Ritual Judging system in Pennsylvania DeMolay Competitions.

DIRECTOR of SCHOLARSHIPS

• Promote the Samuel C. Williamson Scholarship Fund of the Pennsylvania Youth Foundation.
• Develop a pamphlet for mailing to DeMolays aged 16 and above, reporting the various scholarship opportunities available each year.

DIRECTOR of the STATE SWEETHEART PROGRAM

• Develop promotion of the State Sweetheart Competition.
• Oversee selection committee and election process for choosing a new State Sweetheart.
• Coordinate State Sweetheart's calendar of DeMolay activities with the Director of the State Officer program, insuring her involvement in state programs with proper chaperoning by parents or other authorized adults.
• Implement appropriate selection criteria.
• Supervise schedule of Convention activities for all Sweethearts and their chaperons.

DIRECTOR of the STATE OFFICER PROGRAM

• Supervise the activities of the State Officers Corps.
• Serve as the "State Chapter Advisor," filling the same role of a local Chapter Advisor, but working with the State Officers as if it were a Chapter.
• Teach leadership skills to the State Officers by helping them create opportunities to grow and develop through their activities.
• Supervise the use of the State Officer's Travel Fund.
• See that Advisors are present at all State Officer functions.
• Review all plans for state activities with the State Master Councilor to assure preparedness for programs.
• Motivate, instruct, and inspire excellence in the State Officers.
• Coordinate the State Activity Calendar with the State Officers and the Executive Officer.
• Coordinate with the Director of the State Sweetheart Program to involve the State Sweetheart in all programs and activities of the State Officers.
• Make recommendations for action to the Executive Officer if an elected officer is not performing up to expectations.
• Adjust the level of supervision in accordance with the performance of the officers.