ASP: HANDBOOK OF THE DUTIES . . . EXECUTIVE SECRETARY

The office of "Management Association for Professional Societies" (MAPS) serves as the official Secretariat of the American Society For Photobiology.

The duties of the Executive Secretary are listed as follows:

1. Maintains the legal address and telephone numbers of the Society, pays all bills and deposits all receipts to the bank accounts of the Society on a timely basis.

2. Maintains books and records of financial transactions.

3. Provides records of all financial transactions to the Treasurer on a current basis, arranges the annual financial audit by independent auditor.

4. Provides copies of the signed audit report to the Council, prepares the annual tax return.

5. Provides appropriate safeguards to insure the financial integrity of the Society.

6. Insures that affairs of the Society are carried out in conformance with applicable statutes.

7. Arranges for liability insurance for the Society and its officers.

8. Maintains the files and permanent historical records of the Society.

9. Provides liaison to legal counsel; provides mailing, reproduction and computer services for the Society.

10. Maintains the membership list as a computerized data base, prepares and mails annual dues notices to members and follows up with delinquent members.

11. Carries out correspondence pertaining to membership and other Society affairs on a timely basis.

12. Provides liaison to the Publisher in all business aspects of the Journal.

13. Provides updated mailing labels to Journal dispatch office on a monthly basis.

14. Prepares and mails, at the instructions of the nominating committee, the annual ballot.

15. Answers questions pertaining to Society affairs or refers them to Officers or members as appropriate.

16. Provides technical and clerical assistance and advice to members of the Executive Committee and Council to assist them in performance of their duties.

17. Provides clerical services at Executive Committee, Council, and Business meetings to assist the Secretary in the preparation of Minutes.

18. Arranges for sites and accommodations and assists President and Council in preparation of agendas for such meetings.

19. Provides clerical assistance and advice to Officers and Committee chairs.

20. Negotiates and executes contracts authorized by Council, provides advice to Society Officers regarding legal and other requirements and other factors affecting Society operations.

21. Assists and advises Immediate Past President and Site-Selection Committee in choosing Annual Meeting site for Council approval.

22. Negotiates with sites and prepares contracts with hotels, assists in preparation of meeting budget and insures that this budget is adhered to, publicizes the Annual Meetings of the Society.

23. Assists Program Committee with mailings to members and preparation of the program.

24. Assembles abstracts for Annual Meeting and prepares abstract issue of the Journal.

25. Handles details of registration, both pre-meeting and on-site.

26. Provides management of meeting on-site and necessary services and rooms.

27. Arranges for exhibitors.