Medical Explorer Job Descriptions - A First-Step in Management

Our officers and liaisons need to help get these job descriptions written correctly. Consider these a draft. You need to put your stamp of approval on yours and any for officers or liaisons that report to you.

There are a few job descriptions still missing. Help get those completed. Yes, you can help write your own Job Description. Ask for help if needed. That's what our advisors are here for. Submit updates to our Vice-President of Systems for addition to this website.

We need to operate and manage ourselves like an "important part of the university." Everything begins with your job description. Get these written correctly, and we'll move on to the second step - Lists of Jobs and then the third step -Standard Operating Procedures (SOPs). This is a big job, and we can be patient with each other. We'll not finish the job this year. But we do need to see progress. Every officer and liaison needs to do their part.

Remember, everything is still a draft and is changeable. We're hoping you can improve all our documents, as others will be borrowing what we publish.

List of Jobs and Tasks - A Second Step in Management

Members of our Racing Team with Dr. Duran, our honorary Capitan of our team
Members of our Racing Team with Dr. Robert Duran, the honorary Capitan of our team

A second step is for each officer and liaison to write a simple list of the jobs and tasks for which you are responsible. Update this list during the year. This is the input to the third step in our management system. 

We'll eventually write a Standard Operating Procedures (SOPs) for every job or task. Make your job list complete; but don't worry, it may take a couple of years to write all the SOPs for your jobs and tasks. We're patient. Submit this list to our 2nd Vice-President of Systems and our Senior Advisor.

Just as an example, our Race Liaison could have an item on their list for the task of identifying who is deployed as our Racing Team, a part of our Racing First-Aid Crew. 

Our Racing Team, for those who don't know, is part of our Race First-Aid Crew. They can be running for personal time, but they don't pay to run. The rule is that they have to stop and help any injured runner. They have supplies in a “Fanny Pack” and a radio to call our mobile first-aid unit. This job may demand its own SOP or it could be included in a SOP determining the whole Race First-Aid crew. 

Just so you'll know, our full Race First-Aid crew consists of a Start/Finish line crew, a mobile crew, and a racing team. That's quite an operation. Longer half-marathon races will have first-aid crews at water stations.

Standard Operating Procedures - A Third Step in Management

Our Omega Leo Medical Explorer Post 4077 is a complicated organization. With our student officers and liaisons responsible for keeping all our volunteer opportunities running smoothly, and with the turn-over that is a natural part of a college organization, we depend on our Standard Operating Procedure (SOP) system to help everyone know the steps to accomplish their responsibilities. Think of our SOP system as our corporate memory. With our SOP system, student leaders know the details asked of them even before they assume their responsibilities. Our SOP system helps remove much of the confusion that we would experience without it. 

Texas State University has a similar system called the University Policy and Procedures System (UPPS). Its purpose is similar to our SOP system - Corporate Memory of details on how to accomplish important tasks. Our university would have a difficult time maintaining its operations without our UPPS system. We're the same. We're too complicated an organization to operate without a SOP system.

All student leaders and senior advisors have a responsibility to write and prepare SOPs for areas of their responsibilities. All SOPs need the careful attention of those who have the responsibilities outlined in the SOPs, after all you are the person who best knows what should be written. This should not become too great a burden. If everyone could write one SOP a semester, it would accelerate the process greatly. Think of this activity as useful someday when you're responsible for managing a clinic. You'll think back on this task and be better prepared for your new management responsibilities.

Each officer and liaison is provided copies of the SOPs related to their positions. Each should review them carefully while helping make them better. Our 2nd Vice-President of Systems has special responsibility in helping ensure that this happens. Our senior advisor is always available to help.

There are a few SOPs related to the creation of the system, authority to write SOPs, and the Review and Approval of SOPs. Ask for copies of SOP 000.01.01 Establishment of a Standard Operating Procedure System, SOP 0000.02.01 Authority to Write a Standard Operating Procedure, and SOP 0000.03.01 Review and Approval of Standard Operating Procedures. Copies should be included in the binder of SOPs related to your position.

It's our SOP system that others need to duplicate us. Hopefully, we'll be able to share all our SOPs soon. These other groups (some outside of Texas) will do is edit our SOPs to match their area and operations.

The following Excel Spreadsheet is a list of SOPs already written and others that may yet be written. Those with RED ink have been written, but are good candidates that may need to be updated by the officer or liaison responsible. The ones in BLACK have not yet been written.  Their listing, however, may be antiquated and not now needed. Help decide whether they are still appropriate and needed. And then there are those that should be on the list that are not. Each officer or liaison should help improve this list. If you have an idea for improvement of existing SOPs, or know one that should be deleted or added, please communicate that to our 2nd Vice-President of Systems. With everyone helping, this list should become an accurate list of all SOPs needed to make us the best we can be. This is a big job, but working together we can get it done.

Our Vice-President of Systems and our advisors always have a short list of SOPs that may not be on the spreadsheet list below. You and your supervisor should meet for a special meeting just to discuss the system and needed SOPs at least once a semester.

Five Tips for Growth - Recruitment - A Part of Everyone's Responsibility

Being a member of our Omega Leo Medical Explorer Post 4077 is much more than just volunteering. We extend the opportunity to any student who would like to be part of something bigger than all of us. Tell your friends and anyone about who and what we do. Take advantage of all yourself. There's training in medical skills, but there is also training and service and leadership. Wouldn't it be great if our university had an Omega Leo club in areas other than health! Maybe with our leadership and guidance, we can help make that happen.

Here are five tips to help make us grow. These five points should be reviewed by each of our leaders. How can you help? We have a Membership Committee that needs your contribution.

Expand FAQ List

  • Find ways to do meaningful service while bringing people together and having fun. Tie most volunteer activities to the future careers of our members. 

  • Share your achievements proudly. Your success stories can inspire others to join you. Public Relations Officer, this is your primary responsibility, but everyone has a part to play.

  • Help the university and our community see that being a member of our Omega Leo Medical Explorer Post 4077 is so much more than volunteering.

  • Create an inclusive environment where everyone feels heard and valued. Remember the 12 words of the Scout Law.

  • A personal invitation is often all it takes to bring in a new member. 

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