In the AAS Constitution the following description is given for the Secretary:
It shall be the duty of the Secretary to keep an accurate record of the proceedings of all scientific and business meetings of the Association with the assistance of the Executive Director. The Secretary shall prepare, with the President, the agenda of the Executive Council meetings and attend to such other business as the Executive Council and the President may direct. The Secretary shall oversee the correspondence of the Association and be reimbursed for such expenses as may be encountered in the proper execution of the duties of the office. The Secretary shall be a member of the Nominating Committee and awards/fellowship committees.
Other specific functions of the Secretary are listed below:
- The Secretary keeps a file of the Constitution and By-Laws, and serves as a reference for all issues that involve interpreting the constitution and bylaws.
- The Secretary oversees the process of amending the constitution and changing the bylaws, including drafting the changes and presenting them to the Executive Council and Membership (at the Annual Business Meeting) for approval.
- The Secretary works with the Chair of the Committee on Technology and Communications to run the AAS blog, the “Academic Surgeon”; this role includes soliciting articles, from officers, committee chairs, representatives, and other AAS members and non-members; and editing and approving the content prior to posting on the blog.
- The Secretary reviews records of all proceedings of the Council and committee meetings and ensures that ongoing action items are followed to completion.
- The Secretary sends notices of all meetings of the Executive Council to members of the Council.
- The Secretary obtains the reports of each of the Standing and Ad Hoc Committees prior to all meetings of the executive council.
- The Secretary and Executive Director keep an accurate list of all members with their dates of admission and places of residence.
- The Secretary notifies members of any reprimand, suspension, or expulsion ordered by the Executive Council.
The Secretary must attend the Executive Council meetings. The EC meets three times a year, at the Annual Meeting in February, at a summer retreat (usually held at a mutually agreed time in June or July), and at the American College of Surgeons meeting in October. Attendance is mandatory.