Secretary Position Description

Term
One year: January 1 to December 31

Specific Duties and Responsibilities

  • Work with the section leadership committee (SLC) to:
    • develop
    • set goals and metrics
    • execute
    • report
    • maintain
    • the Secretary's portion of the section's business plan, budget, and Performance Excellence Program (PEP) plan
  • Maintain section records and correspondence
  • Ensure that meeting notices are provided to members in a timely manner
  • Take minutes or arrange for minutes to be taken for all SLC meetings. Maintain careful and authentic records of the proceedings of all business meetings of the section. These are the legal records of the section. Store minutes and other records on the section's shared cloud storage, currently OneDrive.
  • Review previous meeting's minutes or arrange to have previous meeting's minutes reviewed at each SLC meeting. Implement any corrections.
  • Provide minutes of any meeting to members and ASQ upon request
  • Have available, at any meeting, copies of past minutes, the section operating agreement (SOA), and parliamentary reference (Robert's Rules of Order)
  • Prepare agenda showing exact order of business to be conducted, including business carried over from any previous meeting
  • Update section policies and procedures from amendments captured in minutes; ensure that proper procedure is followed in any amendment process. Ensure alignment of section policies with Society bylaws, policies and procedures, and the SOA. Maintain current copy of SOA as provided by ASQ Headquarters
  • Serve as primary correspondent for the section. Sign any documents representing official acts, orders or proceedings along with the section chair. Direct printing and mailing of notices, ballots and other information provided to members
  • Be an advocate for member value, satisfaction, and loyalty
  • To the degree possible, attend all Section Leadership Committee and general membership meetings
  • Issue a final report to indicate accomplishments for the year and recommendations for the next year
  • Perform other tasks as assigned by the chair
  • Uphold society bylaws, policies and procedures, ASQ Code of Ethics including diversity and inclusion and the section operating agreement

 

Qualifications

  • The secretary will have access to Personally Identifiable Information and must be aware of and adhere to ASQ rules through GDPR training to protect that information.
  • Must be a Professional, Senior, or Fellow ASQ member in good standing and a member of the section
  • Must have basic knowledge of ASQ bylaws, policies and procedures, and section operations
  • Must be willing to provide an email address to ASQ and the section for ASQ and section communications
  • Must possess leadership, management, and organizational skills
  • The ideal candidate should have:
    • Interpersonal skills
    • Communication skills
    • Ability to resolve conflict/bring people to consensus
    • Project Management skills
    • Ability to prepare and lead a meeting and conference call
    • Financial acumen – ability to develop a budget and operate within it
    • Strategic thinking skills
  • Preferably will have prior experience as a committee chair or member

 

Time Commitment
Approximately three to four hours per month (outside of section leadership and member meetings)