Resident Student Association
Job description: Secretary
Last updated on May 14, 2002
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Description from by-laws
- Attend all specified Association meetings
- Keeping an accurate account of minutes from all Association meetings
- Maintaining an accurate roster and mailing list.
- Keeping attendance of all Association meetings.
- Maintaining a system of constant communication between the Association and
the residents to keep the residents informed of the Association activity.
- Administrate the approval of minutes at the beginning of each Association
meeting.
Duties
Regular meetings
Attend weekly Executive meetings and bi-weekly General meetings.
Meeting minutes and attendance
Maintain accurate minutes from Executive and General Meetings.
- Record detailed minutes for each item on agenda at each meeting.
- Record attendance at each General meeting. Address with Executive as
determined.
- Prepare minutes, organized in form of the agenda within 2 days of meeting
- Post minutes on the Association web site.
- Email necessary individuals about minutes being posted.
Communications
Maintain Association roster for internal use.
- Create roster at beginning of year.
- Update roster as needed.
- Keep up-to-date copy on the Association web site.
Manage the Association voice mail account.
- Check for messages weekly. Record and distribute messages to appropriate
persons for follow-up.
- Update voice mail greeting to reflect major happenings (i.e. fundraisers
or Executive programs)
Manage the Association web site.
- Update content regularly as needed.
- Create new pages as necessary in accordance with the University web style
guide.
Facilitate advertising and information dissemination for the Executive.
- Facilitate discussions at Executive and General meetings about effective
methods of advertising and communications with residents.
- Manage advertising for all major programming.
- Facilitate
Office manager
Maintain an effective office and storage area for the Association.
- Inventory office and storage area at the beginning of each semester.
- Maintain an effective and clear organization of both areas.
Committee
Be prepared to serve as a committee chair.
Call and facilitate all committee meetings.
Act as project manger to executive the charge of the committee. Review status
of associated tasks. Facilitate decision making by the committee.
Hold committee members accountable for responsibilities to the committee and
confront any associated issues.
Time Commitment
| Task |
Hours per week |
| Executive meetings (weekly) |
1 |
| General meetings (bi-weekly) |
1/2 |
| Meeting minutes and attendance |
1/2 |
| Communications & Office manager |
3 |
| Committee meetings (if necessary,
bi-weekly) |
1/2 |
| Total |
5 1/2 |
Additional events and projects include, but are not limited to:
- Representative training session (September)
- Executive programs
- Summer retreat (June)
- Fundraisers
Characteristics
- Strong organization skills.
- Ability to hold others accountable for their responsibility, confronting
issues as needed
- Desire to develop the Executive into an effective team, aware of the
unique experiences each person brings.