The Official Handbook for
The Office of Executive Secretary
December 2011
ARTICLE 1. ASB Office of Executive Secretary
SECTION 1.01 Office of Executive Secretary
(a) Name
(i)
The name for this office shall be called “The Office of the ASB Executive
Secretary.”
(b) Establishment
(i)
In compliance with Article 1, Section 3 of the “Bylaws of the
Constitution of the Associated Students of Point Loma Nazarene
University” this Handbook for the Office of the Executive Secretary has
been established.
(c) Purpose
(i)
The purpose of this office is to provide logistical and operational
support to the ASB Board of Directors.
SECTION 1.02 ASB Executive Secretary
(a) General Responsibilities
(i)
To provide secretarial support to all members of the ASB Board of
Directors which includes but is not limited to:
i. Scheduling and preparing meeting spaces
ii. Purchasing and maintaining office supplies and equipment
iii. Fulfilling parliamentarian duties
(ii)
To oversee the ASB Archives which shall include all ASB related
documents and records for historical purposes.
(iii)
To maintain an accurate record of unofficial and official minutes of all
business meetings of the ASB Board of Directors.
(iv)
To manage the Student Government Suite, including Staff Offices.
(v)
To serve as the Student Government liaison to the Office of Alumni
Relations and Chair of the Homecoming Committee.
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(vi)
To serve as Chief Elections Officer for coordinating all Student
Government related elections including Student Congress,
Homecoming Court, ASB Board of Directors, and ASB Clubs and
Societies elections by:
i. Fulfilling the duties outlined in the Student Government Elections
Code
ii. Maintaining voter lists acquired from Information Technology
Services
iii. Working with the contracted voting system vendor to set up yearly
contract and election assistance
iv. Establishing timeline and executing election processes with
Elections Coordination Assistant
(vii)
To serve as the liaison to Information Technology Services and help
desk for any technical office needs of the ASB Board of Directors and
personnel, including but not limited to:
i. Setting up office email and voicemail systems at the start of the
ASB office term
ii. Setting up passwords for Assistants
(viii)
To spend fifteen hours of training with the incoming ASB
Executive Secretary.
(b) Administrative Responsibilities
(i)
To attend all weekly meetings of the ASB Board of Directors.
(ii)
To manage the Office of the Executive Secretary staff.
(iii)
To maintain all necessary records of the Office of the Executive
Secretary.
(iv)
To write bi-semester reviews which are submitted to the Board of
Review.
(c) Turnover Procedures
(i)
To spend fifteen hours of training with the incoming ASB Executive
Secretary including, but not limited to:
i.
ii.
iii.
iv.
v.
Parliamentary duties
Student Government Suite management
Elections
Meeting with key staff in Alumni Relations and ITS
Constitution Test
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SECTION 1.03 Office of the Executive Secretary Personnel
(a) Personnel
(i)
Contingent upon the ASB budget, the Office of the Executive Secretary
shall have one staffed position to assist in the areas listed:
i.
ii.
iii.
iv.
v.
Elections coordination and execution
Homecoming and Special Events
Maintenance of Archives
Administrative assistance
Purchase Weekly Snacks
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