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Government Secretary

San Diego State University
San Diego

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Job Details

Government Secretary

Under the direction of the A.S. Government Affairs Assistant Director, this position prepares the agenda packets and takes and transcribes the minutes at the bi-weekly meetings of the A.S. Board of Directors (ASBOD), the University Council (ASUC) and the Campus Life Council (ASCLC). Prepares the agenda packet and transcribes the minutes for the weekly Judicial Affairs Council (ASJAC), and other A.S. boards and committees, as needed.


Primary Functions
  • Responsible for the creation and distribution of the A.S. agenda packets for the ASBOD, ASUC, ASCLC, and ASJAC.
  • Responsible for transcribing the meeting minutes for the ASBOD, ASUC, ASCLC, ASJAC and other A.S. board and committees, as assigned.
  • Prepares the meeting room for the ASBOD, ASUC, and ASCLC meetings.
  • Updates rosters for all four Councils and prepares the ASBOD binders for all their members.
  • Ensures the completion and filing of members' documents, including the ASBOD Director's Agreements.
  • Responsible for updating the attendance record for all student leaders.
  • Attends the ASBOD, ASCLC and ASUC meetings.
  • Expected to prepare the agenda packets for distribution for all four Council meetings at least 24 hours prior to the meeting and transcribe the minutes of each meeting within 48 hours of each meeting.
  • Ensures that all the minutes and attachments are archived properly.
  • Communicates with the secretaries of all A.S. boards, committees, commissions, and college councils to ensure accurate and proper minutes are submitted in a timely manner.
  • Responsible for organizing the council composite.
  • Responsible for other government administrative work, as assigned.

Customer Service and Collaboration
  • Establishes and maintains working relationships with various A.S. and University departments, especially with the A.S. student leaders.

  • Ensures all operations are conducted with safety of staff and customers as first priority, and in accordance with the Injury and Illness Prevention Plan and other safety policies
  • Adheres to Associated Students' Code of Safe Practices.
Minimum Requirements
Minimum & Preferred Requirements

  • Must be currently enrolled at San Diego State University, taking a minimum of 6 units

  • Extensive typing experience. Proficiency in Microsoft Word required. Previous secretarial experience is highly desirable. Experience in transcribing minutes and knowledge of Robert's Rules of Order (Parliamentary Procedures) helpful.

  • Must be able to exercise tact and exhibit sound professional judgment
  • Strong organizational skills required. Must be able to follow oral and written directions and follow projects through to completion.

  • Excellent interpersonal skills; ability to relate and communicate effectively with a diverse population of students, staff, faculty, colleagues and guests
  • Must have strong English language skills and the ability to read, write and verbally communicate at a level appropriate to the duties of the position
  • Ability to operate a computer, proficiency with Microsoft Office Suite (i.e. Word, Excel, PowerPoint) and ability to learn and utilize new software programs
  • Well organized, ability to effectively multi-task, ability to prioritize work, problem solve, make decisions and meet scheduled deadlines under pressure in a fast paced work environment
  • Ability to maintain a level of confidentiality
  • Knowledge of the Associated Students and San Diego State University
  • Ability to work well with minimal supervision


This is a part-time (15-20 hours/week), expected to work during Council meetings on Mondays and Wednesdays from 3:30 p.m. to 6:30 p.m. during the academic year, and three meetings during the summer. With hours also to be worked during normal business hours Monday through Friday, 8 a.m. to 4:30 p.m.

WORK ENVIRONMENT The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Work is generally sedentary in nature, but may require standing and walking around campus. The working environment is generally favorable. Lighting and temperature are adequate, and there are no hazardous or unpleasant conditions caused by noise, dust, etc. Work is generally performed within an office environment, with standard office equipment available.

PHYSICAL DEMANDS The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

This position requires the individual to spend long hours sitting and using office equipment and computers. This person will also spend time filing and have to do some lifting of supplies and materials from time to time, including lifting banker boxes and files.

EMPLOYMENT CATEGORY: Part-Time, Range I - $15.00/hour

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Since it was founded in 1897, San Diego State University has grown to offer bachelor's degrees in 89 areas, master's degrees in 78 areas and doctorates in 21 areas. SDSU's approximately 32,000 students participate in an academic curriculum distinguished by direct contact with faculty and an increasing international emphasis that prepares them for a global future.

SDSU's annual economic impact to the state of California is $6.5 billion, according to an impact report done by the California State University in 2010.

Of SDSU's 280,000-plus alumni, approximately 60 percent live in San Diego. They comprise more than half the region's engineers, teachers, entrepreneurs and the local workforce for a host of other industries.

Learn More About:

Research: Since 2000, SDSU faculty and staff have attracted more than $1.7 billion in grants and contracts for research and programs ranging from cardiovascular disease to marine biology.

Diversity: SDSU ranks No. 19 in the nation for racial diversity and among the top universities for economic diversity. SDSU was ranked No. 11 in the nation and No. 4 in California for bachelor's degrees awarded to Hispanics by Hispanic Outlook for Higher Education

International Study: SDSU offers 350 international education programs in 50 countries. Nearly 12,000 students have studied abroad in the past 12 years.

Community Service: SDSU is a recognized leader in innovative efforts to improve urban K-12 education. The City Heights Educational Collaborative and Compact for Success both positively impact the academic achievement of elementary, middle and high school students in the local area.

Sustainability: Sustainability is an every-day part of the university culture at San Diego State University. Students, faculty and staff all participate in a myriad of ways, from festivals, to research to academic programs. In spring 2014, SDSU opens its first LEED Platinum Certified building — the 206,000 square-foot Aztec Student Union.

Find Us
5500 Campanile Drive
San Diego
United States
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