Booster Club Secretary Duties & Responsibilities

by Jim Connelly, founder of BoosterSpark

A booster club secretary plays a vital role in supporting the operations of a booster club, which is typically an organization that provides support and resources to a specific school, sports team, or other extracurricular activities. The duties of a booster club secretary can vary somewhat depending on the club's specific needs and structure, but generally, they include the following:

1. Record Keeping: Maintain accurate and organized records of the booster club's meetings, activities, and financial transactions. This may include minutes of meetings, attendance records, and financial statements.
2. Meeting Preparation: Assist in preparing for booster club meetings by creating an agenda, distributing it to members in advance, and ensuring that meeting materials (e.g., reports, documents) are available to members.
3. Attendance and Minutes: Attend booster club meetings and record minutes or notes to document discussions, decisions, and action items. Distribute meeting minutes to members after each meeting.
4. Communication: Act as a central point of contact for club communications. Share important information, updates, and announcements with members through email, newsletters, or other communication channels.
5. Membership Management: Maintain an up-to-date membership list, including contact information, and assist with membership recruitment and renewal processes.
6. Correspondence: Handle incoming and outgoing club-related correspondence, such as letters, emails, and phone calls. Respond to inquiries and requests as needed.
7. Financial Records: Assist the treasurer in maintaining financial records, tracking income and expenses, and reconciling accounts. Ensure that financial records are accurate, transparent, and in compliance with any legal or regulatory requirements.
8. Reporting: Help prepare financial reports and summaries for club members, board members, and any relevant authorities or organizations. Provide updates on the club's financial status and activities as requested.
9. Bylaws and Policies: Assist in maintaining and updating the booster club's bylaws and policies. Ensure that club operations adhere to these governing documents.
10. Event Planning: Collaborate with other club members to plan and organize fundraising events, activities, and projects. Help with logistics, scheduling, and communication related to these events.
11. Archiving: Maintain an organized archive of club documents, including meeting minutes, financial records, and historical information. Ensure that important records are safely stored and accessible to authorized individuals.
12. Compliance: Stay informed about local laws, regulations, and school district policies that may affect the booster club's operations. Ensure that the club complies with all relevant rules and regulations.
13. Transition: Assist in the transition of responsibilities when a new secretary is appointed. Provide guidance and training to ensure a smooth transition of duties.

Overall, the booster club secretary plays a crucial role in ensuring the club's effective and transparent operation by handling administrative tasks, maintaining records, and facilitating communication among club members and leadership. Their work contributes to the success of the booster club's mission and activities.