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Written by Chris Meall
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Tuesday, 14 August 2007 |
SECRETARY TREASURER
Position Title: Secretary/Treasurer
Indicative Time Commitment: 20-25hrs per week
Reports To: Board of Management
Length of Office: 1st November to 31st October
Position Overview: As prescribed by the Rules of Association, the Secretary/Treasurer is duly elected by the students of the Monash University Gippsland Campus and in conjunction with the Administration Officer is charged with the broad responsibility of coordinating, organising and being custodian of Student Union records and ensuring those records are properly maintained. The Secretary/Treasurer in conjunction with the Finance Officer shall also have the broad responsibility of custodian of the Student Union budget. The Secretary/ Treasurer shall Chair the Finance Committee, the Policy Working Party and be a member of the Staffing Committee. The President is the official spokesperson on behalf of the Student Union.
It is recognised that this position is a voluntary position. However, incumbents are obliged to fulfill their roles and responsibilities in line with the expectations of the Board.
Position Duties and Responsibilities:
The Secretary Treasurer is accountable to the Union Board and to the membership of MUGSU. He/she will act in the best interests of MUGSU and in accordance with this responsibility will perform the following functions.
- To interact informally with Union constituents
- To be available to discuss with students their enquiries and problems
- To attend Union development and training events as required
- To uphold and promote the mission and vision statements of the Student Union to constituents, the University and the community
- Represent and promote the Student Union to its constituents, the University and the community
- To take direction from the Board
- Be aware of and to implement Board policy, procedure and guidelines
- To be aware of the fiduciary responsibility
- To be aware of delegated responsibility
- To be aware of responsibilities prescribed by the Rules of Association or under the law
- To declare any conflict of interest
- To be active in the development and monitoring of MUGSU governance structures
- Ensure that the incoming Secretary/Treasurer is fully briefed and that all records including the policy folder are kept current to facilitate a smooth transition
Essential Duties
- To convene all Finance Committee, Policy Working Party and Staffing Committee meetings
- To attend Union Board of Management and Executive Committee meetings
- To liaise with the appropriate staff on matters related to the official records of the Student Union and the Student Union budget
- To be involved in the preparation and dissemination of media releases, articles, correspondence and reports for submission to publications as and when required
- In conjunction with the Finance Officer research and remain aware of issues relevant to the financial obligations of the Union state and national levels
- To ensure that agendas, minutes, reports etc are circulated in a timely manner of 5 days prior to meetings of the Union Board, Executive Committee, Finance Committee, Policy Working Party and Staffing Committee
- To liaise with the Executive Officer on the provision of financial reports to the Union Board of Management
- To be available as a signatory to MUGSU on accounts and documents
- In conjunction with the Finance Committee draft the annual budget and make recommendations to the Union Board of Management
- Collect copies of all correspondence, and hold on file in the Secretary/Treasurer’s Officer
- Assist in preparing all Union Board of Management and Executive Committee agendas
- Liaise with other student representatives and endure that official records of committee meetings and finance matters are kept
- To ensure portfolio holders fulfill the duties specified within policy guidelines and to report any breaches
- In conjunction with the relevant staff member maintain Action Sheets for Union Board, Executive, Finance, Policy Working Party and Staffing Committees
- In conjunction with the relevant staff member be responsible for the custody, dissemination and maintenance of the records of the Student Union in an electronic format for all meetings of Student Union committees, collectives and working parties
- To ensure that a monthly report detailing the activities of the Secretary/Treasurer is received by the Board of Management
Preferred Duties
- To attend all other meetings as required
- Liaise with the Executive Officer and the President on matters to be raised in a public forum
- To liaise with the Finance Officer in relation to Student Union finances including budgets and trading activities
- To liaise with the Minutes Secretary for the Union Board and Executive Committee
- To act as a sounding board for Board members offering advice and support in the fulfillment of their duties
- To participate in the annual review of the Student Union strategic plan and the implementation of the strategic plan
- To assist when required and available in the day-to-day operations of the Union office
- To maintain contact with organisations and institutions with similar backgrounds
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*Expressions of inte...