The Assistant Board Secretary provides, under the direction of the Executive Office Manager, assistance to the Board’s institutional councils (Corporate Member Council, Engineering Deans Council, Engineering Research Council, and Engineering Technology Council). Guidance and input is provided to the Assistant Board Secretary by the individual Liaisons to the individual institutional councils (e.g., Director of Business Development as Liaison to CMC, Director of Communications and Legislative Affairs as Liaison to the EDC, Director of Sponsored Programs and Compliance as Liaison to the ERC, and Director of External Affairs as Liaison to ETC).
Essential Duties / Responsibilities:
The Assistant Brd. Secretary works on a wide variety of tasks, including:
For each Institutional Council (CMC, EDC, ERC, and ETC) the incumbent:
- Manages overall business affairs for the Council
- Updates the Council and committee lists in Monolith and online
- Sends welcome letters to new member institutional representatives
- Obtains BASS account summaries for the Council
- Writes text for meeting advertisements for Capitol Shorts and Prism magazine
- Supports business and professional development meetings (e.g., EDI for EDC, ETLI for ETC, and ERC Annual Meeting) of the Council
- Sends calls for agenda items for its meetings
- Prints and assembles meeting materials for those attending
- Completes food/beverage requests for meetings
- Secures hotel block at nearby hotel for meeting attendees.
- Takes notes at meetings of Council and its major subcommittees
- Disseminates meeting notes to Council members
- Manages elections for the Council and its principal subcommittees (e.g., PPC and UEC within EDC). Send call for nominations, manage lists of nominees, set meetings for Council nomination committee, collate ballots, forward results to Council Nomination Committee, notify winners/losers.
- Support individual Institutional Council Activities at the ASEE Annual Conference
- Specific activities in support of EDC’s Public Policy Colloquium, ERC Annual Meeting, and ETC Engineering Technology Leadership Institute include
- Sending registration and housing reminders
- Create, edit, and print meeting program for online and print use
- Confirm speakers and register for the meeting
- Add speaker bios and photos to the website
- Print table tents for networking events
- Create post-conference survey’s and send to the Department of Assessment, Evaluation, & Institutional Research for distribution
- Book rooms at selected venues
- Complete food/beverage requests for various events
- Send text for signage and proof for Conference and Art & Production Departments
- Write Prism articles about the event and send to the Editorial Department for inclusion in ASEE Today section of Prism magazine.
- Draft and send thank-you notes to speakers and meeting attendees
- Specific activities in support of the ERC’s Curtis McGraw Award include soliciting nominations, supporting the award selection committee, complete necessary paperwork, act as liaison between ERC and the ASEE Accounting Department to have funds for the award winner released and check prepared, prepare disbursement request for payment of the plaque, submit winner’s travel reimbursement request to Accounting and follow-up to ensure that the reimbursement has been sent to the award winner.
Essential Education / Experience:
- Bachelor’s Degree required.
- Experience or training in policy work, such as a relevant master’s degree, professional history with a higher
- education and/or science policy organization, or similar background preferred.
Essential Skills and Competencies:
- Excellent verbal and written communication and interpersonal skills.
- Excellent computer skills including, MS Office and Internet.
- Professional self-starter, able to work collaboratively with others.
- Ability to project a professional image and strong business acumen during professional interactions.
- Must be extremely organized and have great follow-up skills.
- Excellent knowledge on how to source and network through traditional means, social media, internet and other mediums.
- Ability to take direction from multiple people.
- Ability to prioritize ever-changing priorities.
Job Type: Full-time
Salary: $60,000.00 to $65,000.00 /year
- Nonprofit: 1 year
- Administrative Assistant: 2 years
Required work authorization: