Description

Position Summary

The Senior Administrative Coordinator for Board Relations provides high-level administrative and organizational support to the Director of Board Relations in managing the activities of the Board of Trustees and other advisory boards at the university.

Position Specific Responsibilities

Provide Administrative Support to the Office of Board Relations (35%)

Serve as the primary administrative support, managing communications efficiently and professionally.

Draft communications, prepare executive presentations, reports, and meeting materials, including agendas and minutes.

Maintain accurate board records and membership information.

Liaise with senior university administrators’ offices to support board activity.

Ensure confidentiality when handling sensitive documents, reports, and correspondence.

Perform complex administrative tasks independently, managing multiple priorities efficiently.

Plan and Coordinate Board Meetings and Events (30%)

Assist in scheduling and planning board meetings, social events, retreats, and committee meetings.

Handle invitations, RSVPs, and follow-up communications, ensuring accurate attendance records.

Prepare and distribute meeting materials, including agendas and supporting documents.

Collaborate with Special Events to coordinate catering, meeting spaces, room setup, seating, and staffing.

Work with IT services to provide technical support for in-person and hybrid meetings.

Attend meetings and events to welcome board members and guests, providing assistance as needed.

Review and facilitate the approval of meeting minutes, maintaining and updating committee rosters.

Board Platform Content Management (15%)

Manage the board management platform, ensuring it remains accurate and user-friendly.

Write, edit, and refine content to align with strategic objectives.

Offer training and technical support to committee support staff and facilitate content collection.

Stay informed on platform updates, utilizing new functionalities to improve user experience.

Board of Trustees Budget Administration (5%)

Manage budgets, ensuring precision in handling invoices, requisition forms, and P-Card transactions.

Maintain a budget tracking spreadsheet to monitor expenditures and forecast future expenses.

Reconcile budgets regularly, identifying discrepancies and implementing corrective measures.

Manage inventory of supplies and equipment, ensuring timely procurement.

Work Study Student Management (10%)

Recruit qualified work-study candidates through a structured interview process.

Develop and deliver training programs to equip students with necessary skills.

Provide oversight, guidance, and mentorship to ensure students meet performance expectations.

Design workflows, assign tasks, and monitor progress to integrate work-study support into operations.

Conduct regular check-ins and evaluations, providing feedback and addressing challenge

Requirements

• Proven experience in Administrative Assistance, preferably in an educational setting

• Knowledge of Student Affairs, including policies, procedures, and regulations

• Proficiency in Microsoft Office Suite, including Word, Excel, and PowerPoint

• Exceptional organizational skills with attention to detail

• Strong written and verbal communication skills

• Ability to manage multiple tasks and meet deadlines

• Demonstrated ability to work effectively in a team environment

• Ability to handle sensitive information with discretion and integrity

• Understanding of educational administration systems and procedures

• Relevant Bachelor's degree or equivalent experience in a related field

• Demonstrated experience in managing projects and coordinating with various departments

• Ability to interpret and implement policies and procedures

• Experience handling student records and confidential data

• Strong problem-solving skills and ability to think critically

• Willingness to learn and adapt to new technologies and tools related to administrative tasks

• Commitment to providing high-quality customer service.Requisite Qualifications

Education and Experience

· Typically, a Bachelor’s Degree or equivalent. The incumbent is expected to continually enhance their knowledge, skills, and abilities to stay current with changes in regulations and policies.

· Minimum of 4 years of administrative support experience in progressively responsible roles, preferably in fundraising, governance, or higher education environments.

Technical Proficiency

· Advanced proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, and Outlook), Keynote, and Adobe applications.

· Familiarity with platforms such as WorkDay, Smartsheet, Advance, and virtual meeting tools (Zoom and Teams).

· Ability to learn new systems and stay updated on emerging technologies and features.

Interpersonal Skills and Relationship Management

· Strong interpersonal skills to build and maintain professional relationships with board members, executive leadership, and campus partners.

Event Planning Expertise

· Expertise in planning and executing events and capability to anticipate and address event-related needs to deliver a polished and professional experience.

Modern Office Administration

· Knowledge of modern office practices and professional communications etiquette

Attention to Detail and Organization

· Exceptional attention to detail, accuracy, and follow-through.

· Highly organized with the ability to manage multiple projects with strict deadlines

Communication Skills

· Exemplary written and verbal communication skills, including correct grammar, spelling, and diction.

· Proven ability to independently draft professional correspondence, minutes, and other materials.

Confidentiality and Discretion

· Ability to handle sensitive information with discretion and uphold the highest standards of confidentiality and discretion.

TalentMatch®

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