1. S ECRETARIAT JOB DESCRIPTION of the DIVISION EXECUTIVE SECRETARY General Agenda Presenter 3 Rosa Taylor-Banks Associate Secretary General Conference of Seventh-day Adventists

2. S ECRETARIAT He is one of the three division officers. Division Administration is composed of: – President – also Vice President of the General Conference. – Secretary – Treasurer Division Secretary serves as vice-chair of the division Executive Committee. Administrative Responsibilities of the Division Executive Secretary

3. S ECRETARIAT Division Secretary GC Bylaws: Article V, Section 2 “Each division secretary shall work according to plans and programs voted by the General Conference in session and according to plans and policies agreed upon by the division executive committee.” “The secretary shall serve as vice-chair of the executive committee, and shall report to the executive committee after consultation with the president.”

4. S ECRETARIAT Division Secretary, cont. “It shall be the duty of the secretary to keep the minutes of the division executive committee meetings, to collect information and make such reports as may be required, and to do such other work as usually pertains to this office.” Article V, Section 2, General Conference Bylaws.

5. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat Incumbent: N. NSupervisor: Div President _____________________________________________________ POSITION SUMMARY: The Executive Secretary is associated with the President, serving as the second officer, and representing the President in his absence as agreed with him. The Executive Secretary serves as vice chairman of the Division Executive Committee and reports to the Executive Committee after consultation with the President… Sample Job Description

6. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat _____________________________________________________ POSITION SUMMARY: … It is the duty of the Executive Secretary to carry forward the work according to the plans and programs voted by the General Conference Session and according to the plans and policies agreed by the Division Executive Committee. It is the special duty of the Executive Secretary to keep minutes of the Division Executive Committee meetings, to collect information and to make reports as may be required, and to do such other work as usually pertains to this office. Sample Job Description cont.

7. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat ____________________________________________________ AUTHORITY AND ACCOUNTABILITY: Authority as delegated by the General Conference Session, usually defined by policy, by the Division Executive Committee and by the Division President. The Executive Secretary is responsible for directing the administrative activities of associates and assistant secretaries, the Personnel Manager and the office secretary assigned to him in accordance with policy and voted objectives. He is accountable to the Division Executive Committee in consultation with the president.. Sample Job Description cont.

8. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat Incumbent: N. NSupervisor: Div President ____________________________________________________ TASKS AND RESPONSIBILITIES: 1. ASSISTING LEADERSHIP. Assist the President in his leadership and oversight over the Division, for example, by visits to the unions and attached fields. Sample Job Description cont.

9. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat Incumbent: N. NSupervisor: Div President _____________________________________________________ TASKS AND RESPONSIBILITIES: 2. COMMITTEE MEETINGS: Prepare the agenda (with backing material) and prepare, distirbute and keep the minutes of the Divisingo Executive Committee, ADCOM, Admin, Officers’ Meeting, and such other meetings as assigned. Keep signed Conflict of Interest Statements as required by policy. Sample Job Description cont.

10. S ECRETARIAT JOB TITLE: Executive SecretaryDepartment: Secretariat ______________________________________________________ TASKS AND RESPONSIBILITIES: 3. REPORTS. Providing such information and periodical statistical reports as required by the General Conference Secretariat, the Division Executive Committee and the Division President. 4. PROCESS INTERNATIONAL PERSONNEL MATTERS. Process matters relating to intra andinter division employees,including recruitment, Mission Institute, furloughs, leaves, permanent returns and service requests. Sample Job Description cont.

11. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat _______________________________________________________ TASKS AND RESPONSIBILITIES: 5.DIVISION WORKINGPOLICY. Keep an updated version of the division working policy and develop an expertise on church policy matters. 6.YEARBOOK. Provide updated information for inclusion in the Seventh-day Adventist Yearbook and distribute printed copies within the Division. 7.ARCHIVES AND RECORDS. Preserve and safeguard records and files according to the document retention scheme developed by the GC Officce of Archives and Statistics. Sample Job Description cont.

12. S ECRETARIAT _________________ DIVISION of Seventh-day Adventists JOB TITLE: Executive SecretaryDepartment: Secretariat _______________________________________________________ TASKS AND RESPONSIBILITIES: 8.OFFICE PERSONNEL MANAGEMENT. Responsible for personnel management within the division office, including an updated staff handbook and recruitment of support staff. (A special personnel manager besides the executive officers cares for tasks defined in the division’s grievance procedure.) 9.CONTACTS. Manage contacts with members, employees, and organizations in the world church, particularly within the Division, and with the general public, as needed. 10.COUNCILS, CONFERENCES COMMITTEES, BOARDS. Function defined by committee action. Sample Job Description cont.

13. S ECRETARIAT G ENERAL A DMINISTRATION 1. The Secretary prepares agendas and minutes for: – Officers’ Meetings – ADCOM – Midyear and Yearend meetings – Other committees as assigned.

14. S ECRETARIAT G ENERAL A DMINISTRATION 2. The associate/assistant secretary: – Maintains and keeps files up-to-date. – Maintains and keep service records up-to- date, at least annually.

15. S ECRETARIAT Administrative Duties Committee minutes – Division Executive Committee Meetings Year end meetings Mid-year meetings ADCOM Officers meetings Other minutes

16. S ECRETARIAT Administrative Duties Indexes – Made available for committee members Schedule committee meetings Research service Keep track of IDE candidates Maintain lists of interdivision employees – Statistics – Track leaves and permanent returns – Mainatin contact with IDEs.

17. S ECRETARIAT Secretarial Duties Executive Committee Serve as secretary Agenda Backing materials Recommendations Minutes for approval, subsequent distribution. Correspond with employees, members and public.

18. S ECRETARIAT Other Committees such as: Committees for departments and ministries Communication Committee Conference Status Survey Commissions Convention Committee General Conference Session Committee Officers/Deparmental Council (Vice Chair)

19. S ECRETARIAT Other Committees such as: Personnel Committee Spiritual Affairs Committees Or other committees as suggested in the Secretariat manual.

20. S ECRETARIAT Secretariat Evaluations 1. Conducts evaluations of union/attached mission secretaries. Work out scheduling with the union/attached mission secretaries during pre-meeting,sessions at Division Annual Council (Year-end Meetings).

21. S ECRETARIAT Secretarial Training Seminars/training of secretaries – Unions – Attached mission – Local Conference – Local Mission Prepares and compiles – Materials – Handouts – Supplies

22. S ECRETARIAT DIVISION SECRETARIAT JOB DESCRIPTION PREVIOUS PRESENTATIONS Administrative Responsibilities – An Officer – Relationship Among Administrators Key Administrative Issue: Unity GC Bylaws Describes Work of Division Secretary General Administration – Officers Council – ADCOM – Chair of Committees – Member of Committees – Union/Local Field Evaluation/Seminars Annual/Midyear Committee And Now, My Turn!

23. S ECRETARIAT CREDENTIALS & LICENSES THE DIVISION SECRETARY: 1.Prepares names for credentials and licenses to be approved by the Executive Committee.

24. S ECRETARIAT Credentials and Licenses Types MINISTERIAL Ministerial Credential Ministerial License Commissioned Minister Credential Commissioned Minister License

25. S ECRETARIAT Credentials and Licenses Types NON-MINISTERIAL 1. Missionary Credential 2. Missionary License 3. Commissioned Ministry of Teaching Credential 4. Commissioned Ministry of Teaching License 5. Ministry of Teaching License 6. Literature Evangelist Credential 7. Honorary Emeritus Credential

26. S ECRETARIAT NamesCredential Type Recommendation 1. James Alexander ColburnLicensed Minister 2. Martin BankfordCredentialed Commissioned Minister 3. Gloria PenniecookCredentialed Commissioned Minister 4. Mauri BinghamHonorary Emeritus 5. Joseph AmorimLicensed Minister 6. Cameron NormanCredentialed Commissioned Minister 7. Catastrophe JonesLiterature Evangelist Credential 8. Gabriel SamoriaCommissioned Teacher 9. Jonathan SmithLicensed Minister PREPARES NAMES FOR EXECUTIVE COMMITTEE APPROVAL

27. S ECRETARIAT 2. Updates list of credentials and licenses upon expirations. (During quinquennial session.)

28. S ECRETARIAT CREDENTIALS & LICENSES CommissionedMinisterCredentials This is to certify that Rosa T Banks Is a Credentialed Commissioned Minister In regular standing in the Seventh-day Adventist Church and is authorized to perform the duties of said office for the period ending December 31, 2015. By the order of the General Conference of Seventh-day Adventists. ______________________________________________ PresidentSecretary Effective: December 1, 2010

29. S ECRETARIAT 3.Issues credential cards after approval.

30. S ECRETARIAT 4. Advises unions and/or conferences in granting and withdrawing credentials and licenses as outlined in the GC Working Policy. (See the L Section of the Working Policy which relates to The Ministry and Ministerial Training)

31. S ECRETARIAT DIVISION DIRECTORY The Division Secretary issues a Division Directory with regular updates.

32. S ECRETARIAT

33. Issues a division directory twice a year. Suggestions: April and October

34. S ECRETARIAT M AINTAINS D IRECTORY OF IDE S

35. S ECRETARIAT T HE D IVISION S ECRETARY AND T REASURER Should maintain a directory of all interdivision employees which is sent to the General Conference associate secretary liaison IDE DIRECTORY

36. S ECRETARIAT Whenever an interdivision employee’s position or location is changed, notice of such change should be forwarded immediately to the General Conference associate secretary liaison.

37. S ECRETARIAT NORTH- CENTRAL AFRICA DIVISION Position Number Maximum Assign ment Filled Points Unfilled Points PointsLocationBase Div 40-1-001110Under- Treasurer 31,629 Division Office SSD 40-1-002 (.50)90Office Secretary 5,052 5,051Division Office SSD 40-1-003110Dept Director31,635 31,065Division Office Dec. 10 40-1-00493Administrative Office Sec 10,446 Division Office Dec 10 40-1-005(Deleted IDEBOC 12- 15-05 to AUA) *Actual Names Omitted

38. S ECRETARIAT WORKING POLICY

39. S ECRETARIAT The Division Secretary updates, revises, prints and distributes the Division Working Policy. He/She makes the Working Policy available to all employees within the division and to the GC Associate Secretary liaison.

40. S ECRETARIAT YEARBOOK T HE D IVISION S ECRETARY : 1. Sends out SDA Yearbook run- outs for the coming year’s edition to the unions/attached mission secretaries 2. Processes and updates Yearbook run-outs and submits to the GC Yearbook Editor.

41. S ECRETARIAT PREPARATION OF ITINERARIES The Division Secretary is responsible for preparing the itineraries for all officers and associates, directors and associates and compiling them for Year-end and Committee review (and approval.)

42. S ECRETARIAT

44. PREPARATION OF AUTHORIZED MEETINGS The Division Secretary is responsible for preparing the schedule of authorized meetings for all officers and associates, directors and associates and compiling them for Year-end and Committee review (and approval.)

45. S ECRETARIAT

47. Itineraries & Authorized Meetings (continued) Monthly Itineraries: Itineraries (current and next month) are compiled and distributed to all Division traveling staff.

48. S ECRETARIAT Annual Itineraries The following year’s itineraries for all officers & associates, directors and associates are compiled for Annual Council agenda and voted at Annual Council.

49. S ECRETARIAT The itineraries list is first discussed at an in-house Executive Committee before included on the Annual Council agenda.)

50. S ECRETARIAT TRAVEL AUTHORIZATION T HE D IVISION S ECRETARY Processes travel outside the division territory by division personnel. Presents travel requests outside the Division to AdCom for approval.

51. S ECRETARIAT

52. Prepares correspondence informing concerned personnel of ADCOM approval.

53. S ECRETARIAT

54. WEEKLY SCHEDULE 1.Coordinates schedules for in-house committee meetings each week. 2.Prepares schedule for approval at ADCOM. 3.Distributes upcoming week schedule.

55. S ECRETARIAT SERVICE REQUESTS The division secretary will frequently receive requests for the services of denominational employees. This will include requests for weeks of prayer, special speaking appointments, attendance at constituency meetings or institutes, etc.

56. S ECRETARIAT The individuals requested should be contacted and, if appropriate, the requests should be voted by the division executive committee and the appropriate letters should be sent to the parties involved.

57. S ECRETARIAT REQUEST FOR PASTOR

58. S ECRETARIAT REQUEST FOR INSTITUTIONAL EMPLOYEE

59. S ECRETARIAT REQUEST FOR DIVISION EMPLOYEE

60. S ECRETARIAT APPLICATION FOR DIVISION STATUS/INDEPENDENT TRANSFER

61. S ECRETARIAT

62. ROUTING REQUESTS TO THE GENERAL CONFERENCE 1.Upgrading colleges and universities: Division committee actions recommending the upgrading of a college or university should be communicated by the division secretary to the director of the General Conference Department of Education.

63. S ECRETARIAT

64. Requests for upgrading of colleges/universitites: Colleges & Universities Division Secretary General Conference Department of Education

65. S ECRETARIAT Routing Requests…. Inter-division Travel La Ligniere Clinic, Switzerland Moscow, Russia East Central Africa Division office

66. S ECRETARIAT 2.Interdivision Travel―Requests for General Conference personnel and other denominational employees to visit the division territory are communicated by the division secretary to the individual requested. Southern Asia Division office

67. S ECRETARIAT

68. Routing Requests….. Requests for GC Personnel & other denomt’l employees Division Secretary Individual GC and/or other denominational employee

69. S ECRETARIAT Routing Requests… 3.Interdivision calls―Interdivision calls are communicated by the division secretary to the General Conference associate secretary liaison.

70. S ECRETARIAT Routing Requests…. Request for IDEs Division Secretary GC Associate Secretary Liaison

71. S ECRETARIAT

72. C REATING A M EETING A GENDA Purpose: – The meeting agenda is a roadmap for the meeting. It lets participants know where they’re headed so they don’t get off track. – Most importantly, the meeting agenda gives a sense of purpose, direction and transparency to the meeting.

73. S ECRETARIAT Agenda Preparation All items for the agenda are routed through the Secretary’s office. The Secretary serves as Agenda Coordinator. – Responsible for gathering the information that is to be placed on the division agenda. – Responsible for the preparation and distribution of the agenda.

74. S ECRETARIAT Agenda Content All agenda should list the following: Meeting name Meeting date and time Meeting location Heading for each action Initisal of presenter beside each topic May indicate the suggested action and time allocated for each topic.

75. S ECRETARIAT Agenda Review It is the usual plan for the division officers to review the proposed agenda and agree which items are to be listed for the next meeting. As a rule, items should not be listed on the agenda until after the three officers have come to some kind of a consensus that would offer an expected outcome of the proposed agenda item.

76. S ECRETARIAT Agenda Preparation Before each meeting the secretary will contact each individual who has items to present on the agenda to make sure that he/she will be present to care for the assigned item.

77. S ECRETARIAT Agenda Sequence Ensure any urgent issues are placed near the top of the agenda. Non-urgent items to be placed down the agenda. If you are going to miss any you can more easily afford to miss these.

78. S ECRETARIAT Agenda Sequence Try to achieve a varied mix through the agenda order. If possible avoid putting heavy or controversial items together. Vary the agenda to create changes in pace and intensity.

79. S ECRETARIAT Agenda Sequence Put some less important issues near the top of the agenda. If you put them all on the bottom, you may never get to them because you’ll tend to spend all the time on the big issues.

80. S ECRETARIAT Agenda Sequence People are more sensitive at the beginning of meetings, especially if there are attendees who are keen to stamp their presence on proceedings. Schedule a particularly controversial issue later in the sequence, which gives people a chance to settle down and relax first, and maybe get some of the sparring out of their systems over less significant items.

81. S ECRETARIAT Agenda Sequence Be mindful of the lull that generally affects people after lunch, so try to avoid scheduling the most boring item of the agenda at this time. Instead, after lunch, get people participating and involved, whether speaking, presenting, debating or doing other active things.

82. S ECRETARIAT Support Material for Agenda Items Individuals having recommendations on the agenda must prepare the support material. The item title is listed on the agenda, but the details are listed on a separate sheet. Support material for distribution should be given to the secretary’s office at least one day before the committee meets.

83. S ECRETARIAT Deadline for Agenda Submissions The deadline for listing agenda items is to be decided by the three officers.

84. S ECRETARIAT M EETING M INUTES Meeting Minutes are the compilation of the points discussed at a meeting. They provide a historical record of decisions for individuals not present. Minutes keep track of the progress of the actions approved so one can refer back to the minutes to take stock of the current status.

85. S ECRETARIAT Meeting Minutes Record what was DONE at the meeting, and NOT what was SAID. Minutes should be as concise as possible. Include only dialogue necessary to understand the action taken. Discussions memorialized by the minutes can become a tool against the organization in litigation.

86. S ECRETARIAT Meeting Minutes Make sure that all the essential elements are noted, such as type of meeting, name of the organization, date and time, name of the chair or facilitator, and the actions voted. For formal and corporate meetings, include the approval of previous minutes, and all resolutions.

87. S ECRETARIAT Meeting Minutes Use whatever device is comfortable for you, a notepad, a laptop computer, a digital recorder, etc. For many meetings, use of a recording secretary is appropriate.

88. S ECRETARIAT Meeting Minutes Some people routinely record important meetings as a backup to their notes. Note that there can be legal implications if you preserve the audio recording.

89. S ECRETARIAT Meeting Minutes Include the names of the chairperson, secretary and recording secretary. Don’t wait too long to type the minutes, and be sure to have them approved by the chair or facilitator before distributing them to the attendees.

90. S ECRETARIAT Meeting Minutes Distribution Minutes should be prepared and distributed as soon as possible after the committee meeting. Minutes of Mid-year committee/Yearend Committee should be distributed as soon as the meetings are adjourned so union officers can take the minutes with them when they leave after the meetings. The distribution of minutes may be done both electronically and in hard copies.

91. S ECRETARIAT Meeting Minutes Distribution Copies of the Division Executive Committee minutes are furnished to the division as follows: – A complete set of minutes to the Archives. – One copy to the division president, secretary and treasurer – Copies distributed to members and others as authorized.

92. S ECRETARIAT Implementation of Actions A normal procedure would be for the three officers to meet briefly after the committee meeting to assign responsibility for implementation of actions.

93. S ECRETARIAT Meeting Minutes Summary Meeting minutes are important. They capture the essential information of a meeting – decisions and assigned actions. They keep the attendees on track by reminding them of their responsibilities and clearly define what happened at the meeting.