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Board Secretary

Board Secretary 

About Us

H.Y.P.E. to Empower, Inc. aims to transform the lives of children, youth, young adults, families, and communities living with HIV. 


H.Y.P.E. is an HIV services and youth advocacy organization charged with building and growing programs that empower youth to succeed individually and to become leaders in order to transform the lives of children, youth, young adults, families, and communities living with HIV.


 H.Y.P.E. envisions empowered youth who live sustainable lifestyles accomplished through the mentoring and cultivating of individuals to better manage personal health, finances, and social responsibilities. H.Y.P.E. will equip individuals who enter it’s programs with the educational and personal capacities to be leaders in their communities and to advocate for themselves and for others living with HIV.


The H.Y.P.E. team is currently made up of Founder and Executive Director, LaMar Yarborough a young, gay, black male, who was diagnosed with HIV on his 19th birthday now 26, and cancer later that year in December of that same year. H.Y.P.E.’s team is made of a working Board of Directors, and skills-based volunteers. Together they are building a suite of programs to serve young people living with HIV in the Atlanta and Metro area.

Work Description

The board's secretary provides members with required meeting notices, prepares agendas and provides guidance on proper meeting procedures. The secretary takes minutes at board meetings, or designates a person for the task, and reviews and distributes the approved minutes. The secretary prepares and maintains board records, such as minutes and committee reports, and ensures the accuracy and security of the records. The secretary also will be responsible for filing the annual government reports to maintain the active status of the H.Y.P.E. to Empower, Inc. The secretary is prepared to assume the leadership role when the president and vice president are unavailable.

This Volunteer Board Secretary position hours can vary depending on the activities of the board and the organization. As mentioned above the Secretary is a member of the Board of Directors. 

 

Information Related to The Job Description:

  • The position is unpaid. 

  • Volunteer positions allows flexible work schedules and the opportunity to work remotely, if available.

  • If seeking credit or practicum hours, additional documents will be required.

 

Information Related to The Job Description:


1. Meetings

  • Sourcing agenda items from the Chair and board members

    • Create a final agenda with Chair and/or Executive Director 

  • Circulating agendas and reports

  • Circulating approved minutes


2. Records and administration

  • Keeping up-to-date contact details (i.e. names, addresses and telephone numbers) for the Board and (where relevant) ordinary members of the organization.

  • Filing minutes and reports

  • Compiling a database of names and addresses that are useful to the organization

  • Keeping a record of the organization’s activities

  • Keeping a diary of future activities


3. Legal requirements

  • Looking after the organization’s constitution and other company documents

  • Monitoring company law requirements and the organization complies with them

4. Communication and correspondence

  • Responding to, and filing, all board correspondence

  • Keeping an archive of all the organization’s publications (e.g. Leaflets or newsletters)

  • Keeping stakeholders informed of the activities and future programs of the organization, including members, sponsors, the press and the public

Minimum Preferred Qualifications 

  • Ability to work independently

  • Detailed oriented

  • Well-developed communication skills 

    • Written and verbal 

  • Interest in HIV/AIDS and LGBTQ matters

Additional Preferred Qualifications and skills:

  • Microsoft Office including:

    • Excel

    • Publisher

    • Word

  • Have an understanding of how to use with G-suits 

    • Google products 

  • Be willing to experiment, comfortable trying new things, and not afraid to fail

  • Attention to detail

  • Confidentiality

  • Planning and organizing

  • Time management

  • Interpersonal skills

  • Customer-service orientation

  • Initiative

  • Reliability

  • Stress tolerance