Secretary

Secretary 

The secretary is responsible for carrying out all the administrative duties that exist within the club. Some of which would include ensuring that the club abides by the rules and regulations set out by UQ and UQ Union. Most importantly, the secretary acts as a bridge between the executive members and the president. 

Key responsibilities: 

• Setting up meetings and meeting agenda before meetings (to be shared with relevant attendees). 

• Take down meeting minutes (note absentees and apologies) and send them to relevant parties within three working days. 

• Communicating with other executives regarding their tasks (and informing the Club & Societies  (C&S) office of any changes to the TOP 3 acting executives) 

• Highlight the thoughts and concerns of all members via the meeting agenda. 

• Ensuring the club is run by University and UQ Unions rules and regulations. 

• Put up a notice of the Annual General Meeting 14 days before the set date, and submit the minutes to the relative platforms (including submitting them to the C&S manager) within 14 days.

• Keep membership lists up to date (new members) and submit membership list to the union twice a year.

• Send a room booking email to Clubs and Societies 2 weeks before the beginning of the semester to lock in room for weekly gatherings and any additional upcoming events.

• Print out, laminate and send volunteer certificates at the end of their volunteer shift.