Secretary

The position description may undergo occasional updates, so please be aware that any details provided are subject to change.

Responsibilities

• Execute all Board of Directors Shared Duties in addition to the position-specific duties listed below
• Serve on the Executive Committee and appoint volunteers to committees and task forces

Meetings

• Board Meetings

  • Contribute to the development of Board Meeting agendas

  • Actively attend and engage in monthly Board meetings

  • Contribute agenda topics for Board meetings and provide supplemental files

  • Review meeting minutes, proposals, consent, and business agendas prior to each meeting

  • Attend bi-annual or annual 2-3 day strategic retreats

  • Submit, review, discuss and vote on Board proposals

  • Conduct meetings using Robert’s Rules of Order (parliamentary order)

  • Promote unity and collaboration on the Board while promoting healthy debates and discussion

  • Contribute to the development of Board Meeting agendas

  • Take minutes at Board Meeting and highlight any action items to the Board

  • Enforce meeting time allotments

  • Centralize and maintain accurate record of all Board motions and votes conducted electronically and in-person

  • Provide the Board with the latest meeting minutes prior to each Board meeting

• Other Meetings

  • Attend Executive Committee Meetings (if scheduled)

  • Attend and take minutes at the Academy’s annual General Business Meeting

Communication

• Communicate weekly via Slack and capture votes, motions, appointments electronically

• Build and strengthen relationships with officers, directors, volunteers, members, staff through regular communication

• Help draft public relations letters and statements addressed to members or external stakeholders

Reporting

• Contribute to the annual State of the Academy PowerPoint presentation

• Centralize and maintain an accurate record of all Board motions and votes conducted electronically and in-person

• Electronic Communication: 8-10 hours/month
• APTA CSM Meetings / Representing the Academy at volunteer meetings, business meetings, and networking events: Up to 6 days
• Committee Meetings: 1-2 hours/month
• Board Meetings: 2-3 hours/month preparation time and 1 additional hour/month finalizing board meeting minutes
• Monthly Zoom Meetings: 1-2 hours/month meeting time
• Annual In-Person Retreats: 3-4 days
• Read and comment on meeting materials: 1 day
• Occasional meetings with the Execute Director to collaborate on strategic initiatives and liaising committees: 1-2 hours per month

• Must have been an APTA Pelvic Health member for at least 2 consecutive years immediately preceding the election
• Cannot be an active independent contractor contracted with APTA Pelvic Health or a direct competitor during the term of service according to Conflict of Interest policy
• Prior role in Academy board or committee leadership (desired)
• Previous volunteer experience within APTA Pelvic Health (required)
• Familiarity and experience with parliamentary procedures or Robert’s Rules of Order / Parliamentary Orders of Procedure
• Passion and positive attitude about teamwork, pelvic health, adaptability, flexibility, and innovation
• Good listening and decision-making skills
• Strong written and verbal communication skills
• Ability to collaborate easily and positively with others
• Fast keyboarding skills with the ability to listen and take minutes simultaneously
• Good time management, record-keeping, and organizational skills, attention to detail, and ability to multitask
• Strong problem-solving and mediation skills when sensitive situations arise within the Academy