VMPC Position Description – Board of Directors
Position:
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SECRETARY
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Position Summary:
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The Secretary provides administrative support to the Board and oversees the board’s correspondence. They are responsible for recording votes, minutes and motions at all Association proceedings and are a member of the Executive Committee.
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Term of Office:
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One (1) year term; no more than three (3) consecutive years
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Responsibilities:
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Request monthly electronic reports from Board members two (2) weeks prior to each meeting
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Prepare notices and/or agendas for all Board related meetings and distributes them one (1) week prior to each meeting
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Record all votes, minutes and motions of all proceedings and distribute prior to the next meeting
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Produces the Association’s Annual Report
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Maintains Affiliate Associations’ contact list with assistance with President
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Ensure a record of names and addresses of all members of the Association is kept
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Maintains and keeps all permanent documents of the Association on the Website and on the Google Shared Drive
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Assures good standing with Industry Canada by filing annual returns, changes in the directors of the Corporation, amendments in the By-Laws, and other incorporating documents according to government regulations
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Attend all Executive, Board, General, and Strategic Planning Meetings
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Complete monthly board reports and track volunteer hours in the database
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Produce an annual report to the Secretary at the end of the fiscal year
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Complete a portfolio transition report before leaving the role
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Transfer responsibility and all pertinent documents at the end of term
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Carries other duties as assigned by the Board
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Skills, Abilities & Requirements:
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An active member of the Association in good standing
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Excellent written and verbal communication skills
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Strong organizational skills and attention to detail
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Experience in records management
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Ability to work collaboratively in a remote environment
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Excellent computer skills and knowledgeable of Microsoft Office programs
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Experience using technology tools such as Zoom and GoogleWorkSpace
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A self-starter who is able to take initiative, set direction, and achieve deliverables
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Effective time management skills and a high level of personal accountability
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CVA Certified or working towards Certification is an asset
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Being bilingual (English/ French) is an asset
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Benefits:
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Chance to make a positive impact on the volunteer management profession
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Opportunity to work with individuals of diverse backgrounds in the volunteer sector across Canada
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Increased understanding and knowledge of national governance models
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Raise your professional profile through involvement with the VMPC board
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Time Commitment:
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Approximately 10-12 hours monthly plus additional time for in-person meetings once a year.
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Revisions:
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April 2011, May 2012, April 2014, October 2016, December 2020, April 2021, February 2023
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