s ecretariat job description of the division executive secretary general agenda presenter 3 rosa...

SECRETARIAT

JOB DESCRIPTION of the

DIVISION EXECUTIVE SECRETARY

General Agenda Presenter 3

Rosa Taylor-Banks

Associate SecretaryGeneral Conference of Seventh-day Adventists

SECRETARIAT

• He is one of the three division officers.

• Division Administration is composed of:– President – also Vice President of the

General Conference.– Secretary– Treasurer

• Division Secretary serves as vice-chair of the division Executive Committee.

Administrative Responsibilities of the

Division Executive Secretary

SECRETARIAT

Division Secretary• GC Bylaws: Article V, Section 2• “Each division secretary shall work

according to plans and programs voted by the General Conference in session and according to plans and policies agreed upon by the division executive committee.”

• “The secretary shall serve as vice-chair of the executive committee, and shall report to the executive committee after consultation with the president.”

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Division Secretary, cont.

• “It shall be the duty of the secretary to keep the minutes of the division executive committee meetings, to collect information and make such reports as may be required, and to do such other work as usually pertains to this office.” Article V, Section 2, General Conference Bylaws.

SECRETARIAT

_________________ DIVISION of Seventh-day Adventists

JOB TITLE: Executive Secretary Department: SecretariatIncumbent: N. N Supervisor: Div President_____________________________________________________

POSITION SUMMARY: The Executive Secretary is associated with the President, serving as the second officer, and representing the President in his absence as agreed with him. The Executive Secretary serves as vice chairman of the Division Executive Committee and reports to the Executive Committee after consultation with the President…

Sample Job Description

SECRETARIAT

_________________ DIVISION of Seventh-day Adventists

JOB TITLE: Executive Secretary Department: Secretariat_____________________________________________________POSITION SUMMARY: … It is the duty of the Executive Secretary to carry forward the work according to the plans and programs voted by the General Conference Session and according to the plans and policies agreed by the Division Executive Committee. It is the special duty of the Executive Secretary to keep minutes of the Division Executive Committee meetings, to collect information and to make reports as may be required, and to do such other work as usually pertains to this office.

Sample Job Description cont.

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_________________ DIVISION of Seventh-day Adventists

JOB TITLE: Executive Secretary Department: Secretariat____________________________________________________AUTHORITY AND ACCOUNTABILITY: Authority as delegated by the General Conference Session, usually defined by policy, by the Division Executive Committee and by the Division President. The Executive Secretary is responsible for directing the administrative activities of associates and assistant secretaries, the Personnel Manager and the office secretary assigned to him in accordance with policy and voted objectives. He is accountable to the Division Executive Committee in consultation with the president..

Sample Job Description cont.

SECRETARIAT

_________________ DIVISION of Seventh-day Adventists

JOB TITLE: Executive Secretary Department: SecretariatIncumbent: N. N Supervisor: Div President____________________________________________________TASKS AND RESPONSIBILITIES:

1. ASSISTING LEADERSHIP. Assist the President in his leadership and oversight over the Division, for example, by visits to the unions and attached fields.

Sample Job Description cont.

SECRETARIAT

_________________ DIVISION of Seventh-day Adventists

JOB TITLE: Executive Secretary Department: SecretariatIncumbent: N. N Supervisor: Div President_____________________________________________________TASKS AND RESPONSIBILITIES:

2. COMMITTEE MEETINGS: Prepare the agenda (with backing material) and prepare, distirbute and keep the minutes of the Divisingo Executive Committee, ADCOM, Admin, Officers’ Meeting, and such other meetings as assigned . Keep signed Conflict of Interest Statements as required by policy.

Sample Job Description cont.

SECRETARIAT

JOB TITLE: Executive Secretary Department: Secretariat______________________________________________________TASKS AND RESPONSIBILITIES:

3. REPORTS. Providing such information and periodical statistical reports as required by the General Conference Secretariat, the Division Executive Committee and the Division President.

4. PROCESS INTERNATIONAL PERSONNEL MATTERS. Process matters relating to intra andinter division employees,including recruitment, Mission Institute, furloughs, leaves, permanent returns and service requests.

Sample Job Description cont.

SECRETARIAT

_________________ DIVISION of Seventh-day AdventistsJOB TITLE: Executive Secretary Department: Secretariat_______________________________________________________TASKS AND RESPONSIBILITIES:

5.DIVISION WORKINGPOLICY. Keep an updated version of the division working policy and develop an expertise on church policy matters.

6.YEARBOOK. Provide updated information for inclusion in the Seventh-day Adventist Yearbook and distribute printed copies within the Division.

7.ARCHIVES AND RECORDS. Preserve and safeguard records and files according to the document retention scheme developed by the GC Officce of Archives and Statistics.

Sample Job Description cont.

SECRETARIAT

_________________ DIVISION of Seventh-day AdventistsJOB TITLE: Executive Secretary Department: Secretariat_______________________________________________________TASKS AND RESPONSIBILITIES:

8.OFFICE PERSONNEL MANAGEMENT. Responsible for personnel management within the division office, including an updated staff handbook and recruitment of support staff. (A special personnel manager besides the executive officers cares for tasks defined in the division’s grievance procedure.)

9.CONTACTS. Manage contacts with members, employees, and organizations in the world church, particularly within the Division, and with the general public, as needed.

10.COUNCILS, CONFERENCES COMMITTEES, BOARDS. Function defined by committee action.

Sample Job Description cont.

SECRETARIAT

GENERAL ADMINISTRATION

1. The Secretary prepares agendas and minutes for:– Officers’ Meetings– ADCOM–Midyear and Yearend meetings– Other committees as assigned.

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GENERAL ADMINISTRATION

2. The associate/assistant secretary:–Maintains and keeps files up-to-date.–Maintains and keep service records up-

to-date, at least annually.

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Administrative Duties

• Committee minutes– Division Executive Committee Meetings• Year end meetings• Mid-year meetings• ADCOM• Officers meetings• Other minutes

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Administrative Duties• Indexes–Made available for committee members

• Schedule committee meetings• Research service• Keep track of IDE candidates• Maintain lists of interdivision

employees– Statistics– Track leaves and permanent returns–Mainatin contact with IDEs.

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Secretarial DutiesExecutive Committee

• Serve as secretary• Agenda• Backing materials• Recommendations• Minutes for approval, subsequent

distribution.• Correspond with employees,

members and public.

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Other Committees such as:

• Committees for departments and ministries

• Communication Committee• Conference Status Survey

Commissions• Convention Committee• General Conference Session

Committee• Officers/Deparmental Council (Vice

Chair)

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Other Committees such as:

• Personnel Committee• Spiritual Affairs Committees• Or other committees as suggested in

the Secretariat manual.

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Secretariat Evaluations

• 1. Conducts evaluations of union/attached mission secretaries.

• Work out scheduling with the union/attached mission secretaries during pre-meeting,sessions at Division Annual Council (Year-end Meetings).

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Secretarial Training• Seminars/training of secretaries–Unions– Attached mission– Local Conference– Local Mission

• Prepares and compiles–Materials–Handouts– Supplies

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DIVISION SECRETARIAT JOB DESCRIPTION PREVIOUS

PRESENTATIONS• Administrative Responsibilities– An Officer– Relationship Among Administrators

• Key Administrative Issue: Unity• GC Bylaws Describes Work of Division Secretary

• General Administration– Officers Council– ADCOM– Chair of Committees– Member of Committees– Union/Local Field Evaluation/Seminars

• Annual/Midyear Committee

And Now, My Turn!

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CREDENTIALS & LICENSES

THE DIVISION SECRETARY:1. Prepares names for

credentials and licenses to be approved by the Executive Committee.

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Credentials and Licenses Types

MINISTERIAL• Ministerial Credential• Ministerial License• Commissioned Minister Credential• Commissioned Minister License

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Credentials and Licenses Types

NON-MINISTERIAL• 1. Missionary Credential• 2. Missionary License• 3. Commissioned Ministry of Teaching

Credential• 4. Commissioned Ministry of Teaching

License• 5. Ministry of Teaching License• 6. Literature Evangelist Credential• 7. Honorary Emeritus Credential

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Names Credential Type Recommendation

1. James Alexander Colburn Licensed Minister

2. Martin Bankford Credentialed Commissioned Minister

3. Gloria Penniecook Credentialed Commissioned Minister

4. Mauri Bingham Honorary Emeritus

5. Joseph Amorim Licensed Minister

6. Cameron Norman Credentialed Commissioned Minister

7. Catastrophe Jones Literature Evangelist Credential

8. Gabriel Samoria Commissioned Teacher

9. Jonathan Smith Licensed Minister

PREPARES NAMES FOR EXECUTIVE COMMITTEE

APPROVAL

SECRETARIAT

2. Updates list of credentials and licenses upon expirations. (During quinquennial session.)

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CREDENTIALS & LICENSESCommissionedM

inisterCredentials

This is to certify thatRosa T Banks

Is a Credentialed Commissioned MinisterIn regular standing in the Seventh-day Adventist Church and is authorized to perform the duties of said office for the period ending December 31, 2015. By the order of the General Conference of Seventh-day Adventists.

______________________ ________________________President SecretaryEffective: December 1, 2010

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3. Issues credential cards after approval.

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4. Advises unions and/or conferences in granting and withdrawing credentials and licenses as outlined in the GC Working Policy.(See the L Section of the Working Policy which relates to The Ministry and Ministerial Training)

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DIVISION DIRECTORY

The Division Secretary issues a Division Directory with regular updates.

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SECRETARIAT

• Issues a division directory twice a year.

• Suggestions: April and October

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MAINTAINS DIRECTORY OF IDES

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THE DIVISION SECRETARY AND TREASURER

• Should maintain a directory of all interdivision employees which is sent to the General Conference associate secretary liaison

IDE DIRECTORY

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• Whenever an interdivision employee’s position or location is changed, notice of such change should be forwarded immediately to the General Conference associate secretary liaison.

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NORTH- CENTRAL AFRICA DIVISION

Position Number

Maximum

Assignment

Filled Points

Unfilled Points

Points Location

Base Div

40-1-001 110 Under-Treasurer

31,629 31,629 Division Office

SSD

40-1-002 (.50)

90 Office Secretary

5,052 5,051 Division Office

SSD

40-1-003 110 Dept Director

31,635 31,065 Division Office

Dec. 10

40-1-004 93 Administrative Office Sec

10,446 10,446 Division Office

Dec 10

40-1-005 (Deleted IDEBOC 12-15-05 to AUA)

*Actual Names Omitted

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WORKING POLICY

SECRETARIAT

• The Division Secretary updates, revises, prints and distributes the Division Working Policy.

• He/She makes the Working Policy available to all employees within the division and to the GC Associate Secretary liaison.

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YEARBOOKTHE DIVISION SECRETARY:

1. Sends out SDA Yearbook run-outs for the coming year’s edition to the unions/attached mission secretaries

2. Processes and updates Yearbook run-outs and submits to the GC Yearbook Editor.

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PREPARATION OF ITINERARIES

The Division Secretary is responsible for preparing the itineraries for all officers and associates, directors and associates and compiling them for Year-end and Committee review (and approval.)

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PREPARATION OF AUTHORIZED

MEETINGS• The Division Secretary is responsible for

preparing the schedule of authorized meetings for all officers and associates, directors and associates and compiling them for Year-end and Committee review (and approval.)

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Itineraries & Authorized Meetings (continued)

Monthly Itineraries:

Itineraries (current and next month) are compiled and distributed to all Division traveling staff.

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• Annual Itineraries• The following year’s itineraries for

all officers & associates, directors and associates are compiled for Annual Council agenda and voted at Annual Council.

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• The itineraries list is first discussed at an in-house Executive Committee before included on the Annual Council agenda.)

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TRAVEL AUTHORIZATION

• THE DIVISION SECRETARY

• Processes travel outside the division territory by division personnel.

• Presents travel requests outside the Division to AdCom for approval.

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• Prepares correspondence informing concerned personnel of ADCOM approval.

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WEEKLY SCHEDULE1. Coordinates schedules for in-house

committee meetings each week.2. Prepares schedule for approval at

ADCOM.3. Distributes upcoming week

schedule.

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SERVICE REQUESTS

• The division secretary will frequently receive requests for the services of denominational employees. This will include requests for weeks of prayer, special speaking appointments, attendance at constituency meetings or institutes, etc.

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• The individuals requested should be contacted and, if appropriate, the requests should be voted by the division executive committee and the appropriate letters should be sent to the parties involved.

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REQUEST FOR PASTOR

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REQUEST FOR INSTITUTIONAL

EMPLOYEE

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REQUEST FOR DIVISION EMPLOYEE

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APPLICATION FOR DIVISION STATUS/INDEPENDENT TRANSFER

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ROUTING REQUESTS TO THE GENERAL CONFERENCE

1. Upgrading colleges and universities: Division committee actions recommending the upgrading of a college or university should be communicated by the division secretary to the director of the General Conference Department of Education.

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Requests for upgrading of colleges/universitites:

Colleges & Universities

Division Secretary

General Conference Department of Education

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Routing Requests….• Inter-division

Travel

La Ligniere Clinic, Switzerland

Moscow, Russia East Central Africa Division office

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2. Interdivision Travel―Requests for General Conference personnel and other denominational employees to visit the division territory are communicated by the division secretary to the individual requested.

Southern Asia Division office

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Routing Requests…..

Requests for GC Personnel & other denomt’l employees

Division Secretary

Individual GC and/or other denominational employee

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Routing Requests…

3. Interdivision calls―Interdivision calls are communicated by the division secretary to the General Conference associate secretary liaison.

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Routing Requests….

Request for IDEs

Division Secretary

GC Associate Secretary Liaison

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SECRETARIAT

CREATING A MEETING AGENDA

• Purpose: – The meeting agenda is a roadmap for

the meeting. It lets participants know where they’re headed so they don’t get off track.

–Most importantly, the meeting agenda gives a sense of purpose, direction and transparency to the meeting.

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Agenda Preparation

• All items for the agenda are routed through the Secretary’s office.

• The Secretary serves as Agenda Coordinator.– Responsible for gathering the

information that is to be placed on the division agenda.

– Responsible for the preparation and distribution of the agenda.

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Agenda Content

All agenda should list the following:• Meeting name• Meeting date and time• Meeting location• Heading for each action• Initisal of presenter beside each

topic• May indicate the suggested action

and time allocated for each topic.

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Agenda Review• It is the usual plan for the division

officers to review the proposed agenda and agree which items are to be listed for the next meeting.

• As a rule, items should not be listed on the agenda until after the three officers have come to some kind of a consensus that would offer an expected outcome of the proposed agenda item.

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Agenda Preparation

• Before each meeting the secretary will contact each individual who has items to present on the agenda to make sure that he/she will be present to care for the assigned item.

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Agenda Sequence

• Ensure any urgent issues are placed near the top of the agenda. Non-urgent items to be placed down the agenda. If you are going to miss any you can more easily afford to miss these.

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Agenda Sequence

• Try to achieve a varied mix through the agenda order.

• If possible avoid putting heavy or controversial items together.

• Vary the agenda to create changes in pace and intensity.

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Agenda Sequence

• Put some less important issues near the top of the agenda. If you put them all on the bottom, you may never get to them because you’ll tend to spend all the time on the big issues.

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Agenda Sequence

• People are more sensitive at the beginning of meetings, especially if there are attendees who are keen to stamp their presence on proceedings. Schedule a particularly controversial issue later in the sequence, which gives people a chance to settle down and relax first, and maybe get some of the sparring out of their systems over less significant items.

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Agenda Sequence

• Be mindful of the lull that generally affects people after lunch, so try to avoid scheduling the most boring item of the agenda at this time.

• Instead, after lunch, get people participating and involved, whether speaking, presenting, debating or doing other active things.

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Support Material for Agenda Items

• Individuals having recommendations on the agenda must prepare the support material.

• The item title is listed on the agenda, but the details are listed on a separate sheet.

• Support material for distribution should be given to the secretary’s office at least one day before the committee meets.

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Deadline for Agenda Submissions

• The deadline for listing agenda items is to be decided by the three officers.

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MEETING MINUTES

• Meeting Minutes are the compilation of the points discussed at a meeting.

• They provide a historical record of decisions for individuals not present.

• Minutes keep track of the progress of the actions approved so one can refer back to the minutes to take stock of the current status.

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Meeting Minutes

• Record what was DONE at the meeting, and NOT what was SAID.

• Minutes should be as concise as possible. Include only dialogue necessary to understand the action taken.

• Discussions memorialized by the minutes can become a tool against the organization in litigation.

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Meeting Minutes

• Make sure that all the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, and the actions voted.

• For formal and corporate meetings, include the approval of previous minutes, and all resolutions.

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Meeting Minutes

• Use whatever device is comfortable for you, a notepad, a laptop computer, a digital recorder, etc.

• For many meetings, use of a recording secretary is appropriate.

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Meeting Minutes

• Some people routinely record important meetings as a backup to their notes. Note that there can be legal implications if you preserve the audio recording.

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Meeting Minutes

• Include the names of the chairperson, secretary and recording secretary.

• Don’t wait too long to type the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees.

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Meeting Minutes Distribution

• Minutes should be prepared and distributed as soon as possible after the committee meeting.

• Minutes of Mid-year committee/Yearend Committee should be distributed as soon as the meetings are adjourned so union officers can take the minutes with them when they leave after the meetings.

• The distribution of minutes may be done both electronically and in hard copies.

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Meeting Minutes Distribution

• Copies of the Division Executive Committee minutes are furnished to the division as follows:– A complete set of minutes to the

Archives.– One copy to the division president,

secretary and treasurer– Copies distributed to members and

others as authorized.

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Implementation of Actions

• A normal procedure would be for the three officers to meet briefly after the committee meeting to assign responsibility for implementation of actions.

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Meeting Minutes Summary

• Meeting minutes are important. They capture the essential information of a meeting – decisions and assigned actions. They keep the attendees on track by reminding them of their responsibilities and clearly define what happened at the meeting.