Board Secretary

3 weeks ago

Winnipeg, Canada United Church Halfway Homes Inc. Full time

**JOB POSTING**

**Board Secretary**: 10-15 hours Monthly

**Hourly Wage: Please include salary expectation in your cover letter**

Majority of hours will be worked remotely.

Hours for this position includes scheduled monthly day/afternoon Board Meetings.

May include occasional additional day/afternoon meetings.

Please submit a cover letter and resume

Attached is the Job description

Job Posting Open: Friday May 3, 2024

Job Posting Closes: Open until filled

Job Description Attached

**JOB DESCRIPTION**

**BOARD SECRETARY**

**Accountability**

The board secretary is an executive member of the United Church Halfway Homes Inc. Organizations Board of Directors and is to be appointed in a manner consistent with the bylaws. He/she is accountable to the Board, an active conduit for communication between board members. A Board Secretary Proactively collaborates setting up meetings and distribution of materials such as agenda’s, minutes and any communicative info for distribution.

**Time Commitment**

Ten hours per month (board meetings, executive committee meeting and secretarial duties as described in in this document)

**Term of Office**

Two years (unless otherwise determined)

**Qualifications**

Previous work or volunteer experience as a Secretary or Administrative Assistant

Experience in Grant Writing

Knowledge of meeting procedures, decision-making rules, governance policies and general bi-laws of Board of Directors.

Experience as a member of a Board of Directors is an asset

Familiarity with office organization and optimization techniques

High degree of multi-tasking and time management capability

Integrity and professionalism

Proficiency in MS Office

High school diploma

**SKILLS**

Excellent written and verbal communication skills

Proficiency in Microsoft word Attention to detail

Ability to handle confidential information

Calendar Management, Strong Organizational skills

Clear and concise written

**DUTIES**

The Secretary will work closely with the Chair of the Board and the Executive Director in the planning of board of directors and association meetings.

**Documentation
- (maintain, create, renew)**

Updating an maintain UCHH Minute book, governing documents, key governance policies and other legal documents i.e. incorporation and charitable registration.

Grant Writing
- Work in conjunction with the Board of Directors, Executive Director and Financial Administrator. Research, draft and submit proposals in support of existing and planned projects.

Facilitation of all annual filings of required reports and information.

The creation and maintenance of an up-to-date board planning calendar outlining matters to be on the board’s agenda.

Assist with any written documents pertaining to the operation of the Board and Organization, this would include but not limited to UCHH Bi
- laws, Annual General Meeting Documents, Newsletters,

Complete other duties as assigned.

**Recording requirements**

When recording minutes, the secretary should acquire comprehensive awareness sensitive to any special or confidential information discussed.

**Commitment to the Organization**

Invest special time in learning about UCHH inner workings to keep its best interests at heart with decisions and accurately represent the mission to the public.

**Record and distribute board meeting minutes**

Inform absent attendees what they missed

Responsible for documenting meetings fully and accurately.

Responsible for promptly proofreading the minutes, getting them approved by the board chair, and distributing them to all invitees.

**Maintain accurate records**

Maintain concise and transparent records

Ensures that _all_ critical documents are organized, safely stored, and readily accessible to other board members and staff leadership

Be an expert on policies and procedures based on these documents, including any key governing and operating processes that the board has approved.

Responsible for reviewing and updating documents as necessary.

**Schedule regular board meetings**

Responsible for organizing meetings with board members and ensuring that most people can attend. This includes monthly and impromptu.

**Ensure contact information is up-to-date**

Maintain up-to-date contact information for every board and affiliates of the Board on file.

**Hold members accountable**

Responsible for following up with board members to ensure they’re fulfillment of their duties.

Track Board Attendance Records. Communicate with Board Chair

**Track board member terms**

keep a running tab of board “classes”, note their terms, start and end date.

**Orient New Board Member**

Assist in new board member onboarding as a whole. In collaboration with board leadership, help develop a thorough and engaging orientation.

**Job Type**: Part-time

**Benefits**:

- Casual dress
- Company events
- Flexible schedule
- Work from home

Flexible Language Requirement:

- French not required

Work Location: Hybrid remote in Wi

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