Board
Secretary
Position Type: Volunteer, Unpaid
Board Term: 2 years
Commitment: 8 -10 hours per month
Position Summary
The Board Secretary plays a pivotal role in ensuring the smooth operation of The STE(M)² Hub’s Board of Directors by managing its documentation, governance, and communication needs. As a key member of the board, the Board Secretary ensures legal compliance, transparency, and organizational efficiency by maintaining accurate records of board activities and supporting effective governance processes.
This is a volunteer, unpaid role that provides a meaningful opportunity to contribute to a growing organization and make a lasting impact on STEM² education and equity.
Key Responsibilities
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Governance and Record-Keeping: Maintain accurate and comprehensive records of all board activities, including meeting agendas, minutes, and attendance logs. Record and distribute meeting minutes promptly, ensuring they reflect key discussions, decisions, and action items. Safeguard organizational documents, including bylaws, policies, and board resolutions, ensuring they are updated, organized, and accessible.
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Board Meetings and Communication: Collaborate with the Board Chairperson to prepare and distribute agendas and materials for board meetings. Serve as a liaison between board members to ensure clear and timely communication. Notify board members of meeting dates, deadlines, and key decisions that require their attention.
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Compliance and Legal Support: Ensure adherence to governance standards, bylaws, and legal requirements for board operations. Support the organization’s compliance with nonprofit regulations by maintaining proper documentation for audits and legal reviews. Assist in filing necessary documentation (e.g., annual reports) with regulatory bodies, if applicable.
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Administrative Support: Maintain a calendar of board activities, including meetings, deadlines, and events. Track board member participation and terms, ensuring compliance with governance requirements. Distribute reports and other materials to the board as needed.
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Organizational Contribution: Support the Board Chairperson and Executive Director in facilitating a collaborative and effective board environment. Actively participate in board discussions, providing insights and suggestions based on organizational needs and governance best practices.
Qualifications
The ideal candidate will demonstrate the following:
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A commitment to advancing diversity, equity, and inclusion in STEM and Medicine.
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Strong organizational and time management skills with the ability to manage multiple tasks and deadlines effectively.
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Exceptional written and verbal communication skills to document, share, and present information clearly.
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Attention to detail and accuracy in record-keeping and documentation.
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Previous experience as a board secretary or in an administrative/leadership role.
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Proficiency with technology, including tools like Microsoft Office, Google Workspace, and/or board management platforms.
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Understanding of nonprofit compliance regulations and legal requirements (preferred but not required).
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Familiarity with governance practices and nonprofit operations (experience as a board member or volunteer is a plus).
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Technology Skills: Proficiency with financial software, spreadsheets (e.g., Excel), and accounting tools.
Time Commitment
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Attend monthly board meetings (virtually or in person).
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Complete annual board member training (virtually or in person).
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Flexibility to address time-sensitive matters as needed.
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8–10 hours per month, including meeting preparation, documentation, and communication efforts.
Benefits
While this is an unpaid, volunteer position, the Board Secretary will benefit in the following ways:
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Contribute to a meaningful mission dedicated to expanding opportunities in STE(M)² education.
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Gain valuable leadership and governance experience in a nonprofit setting.
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Build your professional network through collaboration with passionate and skilled individuals.
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Be part of a dynamic team that is shaping the future of STE(M)² fields for underrepresented communities.
How to Apply
If you are passionate about advancing equity in STEM and Medicine and have the skills and experience to support our mission, we encourage you to apply! Please complete the Board Member Application. You will be asked to provide the following information:
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Personal & Work Information
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A brief explanation outlining your interest in the role and alignment with The STE(M)² Hub’s mission.
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A copy of your resume or CV.
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Any relevant volunteer experience
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2-3 professional references
Equal Opportunity
The STE(M)² Hub values diversity in leadership and is committed to fostering an inclusive board environment. We encourage individuals of all backgrounds, experiences, and perspectives to apply.
By joining as the Board Secretary, you will play a critical role in advancing The STE(M)² Hub’s mission and ensuring equity and innovation in STEM and Medicine. Join us in shaping the future!