Job Description: AMTE Secretary

Term

Three-year Commitment

Travel and Participation 

AMTE holds two face-to-face board meetings per year and conducts monthly board meetings online the rest of the year. 

  • Face-to-face Board Meetings  AMTE holds two such board meetings each year:
    1. The day before the AMTE annual conference (January or February)
    2. One other face-to-face Board Meeting in the form of an Annual Board Retreat later in the year
  • Monthly Online Meetings: The Board also meets online using Go-To-Meeting, on the 3rd Friday of each month from 12 – 2 PM Eastern Time
  • Travel reimbursement policies
    1. For the annual Board meeting at the AMTE Conference, AMTE will provide a room at a reduced rate or will pay for one day’s hotel accommodations and meals (receipts are required). AMTE does not reimburse for any type of transportation for the meeting at the Annual Conference.
    2. For the Annual Board Retreat, AMTE will cover all travel, lodging and meals. (Receipts are required for any expense not paid directly by AMTE.)

 Responsibilities of the Position

  • Attend all meetings including the AMTE Board meetings and the AMTE Business meeting. At each meeting, the secretary will record proceedings by taking thorough minutes.
  • Develop and preserve all necessary records, minutes, agendas, and files of Board meetings.
  • Keep the AMTE Policies and Procedures Handbook up to date given actions of the Board.
  • Carry on necessary correspondence not specifically the responsibility of other officers.
  • Write and distribute minutes of Board meetings (conference-call and face-to-face) and Business meetings with the President and the Executive Director for review.  Distribute edited minutes to the Board one week prior to next meeting.
  • Record and organize action items of the Board voted upon via email.
  • Maintain an archive of past Board and Business meeting minutes in an organized binder and electronic folder that may be passed on to future secretaries.
  • Participate in online, conference and face-to-face Board discussions.
  • Forward all electronic files of minutes to the incoming Secretary at the end of the Secretary’s term.
  • Assist in other Board activities and Task Forces, as needed.
  • Serve as voting member of the Board.

Board Representative Assignment(s):

  • Secretary serves on Committees as assigned by the President.

From AMTE Constitution and By-laws:

The Secretary shall record and maintain a file of the minutes of official meetings of the Association and its Board of Directors and shall be responsible for the correspondence of the Association.

For more detailed information including a sample timeline of duties, please see pages 6-7 of the AMTE Leadership Handbook (4-17-10), which is located on the AMTE Website at: http://amte.net/about.