Director of Board Operations - 500173

SUMMARY:

This position manages operations of the Board of Trustees and related groups, working independently to execute responsibilities established by the VP and Secretary. The position plans and executes substantive aspects of Board meetings: establishing the calendar for Board meeting materials, coordinating the creation of materials and managing the flow of submissions by the offices of Vice Presidents and other administrators; managing the scheduling and logistics of all Board meeting elements and related scheduling with Trustees and their offices; overseeing certain Board-related communications and correspondence; preparing meeting minutes; maintaining official Board files; and undertaking Board-related research. The position also provides administrative support as needed to the Rector. The position works in close coordination with the President's Office staff. The position may also be responsible for certain special projects, with significant logistical components.

RESPONSIBILITIES:

Relationship Management/Communication

• Provide stewardship of and staffing to Trustees and Trustees Emeriti in relation to their service to the institution; serve as a primary contact for them, helping to resolve problems, questions, and concerns
• Plan and execute events involving Trustees and other VIPs

Board of Trustees Operations

• Plan and execute substantive aspects of Board/Committee meetings, including:
  • Establishing the calendar for Board meeting materials
  • Coordinating the creation and distribution of materials and managing the flow of submissions by the offices of Vice Presidents and other administrators
  • Managing the scheduling and logistics of all Board meeting elements and related scheduling with Trustees and their offices
  • Preparing meeting minutes
  • Maintaining official Board files
  • Assisting in supporting certain Board committees chaired by the Rector and managed by the Secretary.
• Conduct Board-related research and assessment and maintain extensive, current knowledge of relevant non-profit governance and higher education benchmarks, best practices, policies, and metrics
• Execute Board-related communications. Support Trustee engagement with faculty, staff, students, and alumni
• Assist the execution of certain high-level and confidential projects and activities
• Serve as Assistant to the Rector and other Trustees in support of their service to the institution, including preparing briefing documents, etc.
• Assist in implementation of the priorities and goals of the Rector and Trustees and, with Secretary, follow through on implementation of decisions made by the Rector, Board, and President
• Manage, prioritize, and address incoming communications/inquiries/requests from and directed to Trustees/Emeriti
• Serve as a key liaison between the President/Trustees and other University offices
• Oversee the Board/Secretary's office budget(s)
• Maintain and manage files relating to the work of the Board, its committees, events, and individual members
• Oversee design, development, schedule, and distribution of Trustee publications; develop and manage content and design of Board of Trustees website/portal; select, secure, implement, and manage various technologies to facilitate the Board's work.
• Recruit, supervise, train, and mentor student assistants to support the work of the Board

Secretary's Office Operations

• Oversee all administrative and/or operational matters for the Office of the VP & Secretary
• Act as primary point of contact for both internal and external constituencies on all matters pertaining to the office
• Direct handling of all day-to-day operational matters, often related to complex and confidential issues
• Provide administrative support to the VP & Secretary and administrative/logistical support to special projects managed by Secretary
• Communicate routinely with University leadership to ensure appropriate integration on key issues and keep VP & Secretary apprised of situations requiring attention
• Oversee the Office's compliance/comportment with all aspects of business with University policies and procedures
• Maintain all formal records and archives for the office

Support of the President

• Support the President in his/her interactions with Trustees, Emeriti, and VIPs
• Prepare correspondence and other communications related to the President's interactions with Trustees, prospective Trustees, and Emeriti, ensuring the highest degree of quality, accuracy, and institutional strategic value in communications
• Assist in implementation of President's goals as they pertain to the Board of Trustees

SUPERVISION EXERCISED:

• Project Coordinator

QUALIFICATIONS:

• Exceptional organizational skills and ability to balance a variety of tasks with a high degree of competency, accuracy, confidentiality, and timeliness.
• Exceptional relationship management skills.
• Demonstrated ability to provide administrative support to high-level executives.
• Extensive experience planning and executing all aspects of high-level events and meetings.
• Ability to assess and adroitly navigate politically complex situations.
• Ability to work in a dynamic, demanding, and fast-paced environment.
• Ability to work with minimal supervision and successfully prioritize multiple tasks with good judgment.
• Ability to adapt to changing priorities, anticipate needs, and solve complex problems.
• Detail orientation with demonstrated skills in effectively anticipating and organizing work priorities to meet and manage multiple pending deadlines and work priorities; strong sense of accountability and responsibility and commitment to following through to bring all tasks to timely completion.
• Strong written and verbal communication skills; ability to create, compose, and edit written materials and develop publications.
• Ability to handle multiple priorities and assignments efficiently and effectively while maintaining professional composure.
• Ability to investigate and analyze information and draw appropriate conclusions.
• Ability to reconcile inconsistent or conflicting information or factors and develop appropriate plan of action.
• Knowledge of governance principles, governing documents (e.g., Articles/Bylaws/Charters/policies), and Roberts Rules of Order.
• Thorough understanding of higher education.
• Robust research, quantitative, and analytical skills.
• Ability to monitor and manage expenditures within budget; knowledge of accounts payable processes.
• Ability to work independently and exercise independent judgment, consulting others as needed.
• Knowledge of and commitment to institutional, Board, and President's Office protocols. Ability to communicate in a courteous, professional, and timely manner to enhance and maintain the image and level of excellence appropriate to the President's Office.
• Significant facility with technology and willingness to learn new systems as needed. Proficiency in Microsoft products, including Word, Excel, PowerPoint, and Outlook. Ability to manage web page content management system and Board portal.
• Complete integrity, discretion, and ability to maintain confidentiality.
• Strong interpersonal and communication skills and ability work effectively with a diverse range of constituencies at all levels of the organization, as well as external constituents.
• Excellent personal and professional judgment.
• Unfailing professional decorum and ability to maintain composure in any situation.
• Ability to meet new and unexpected challenges with an open mind and an optimistic outlook.

EDUCATION & EXPERIENCE:

• Bachelor's degree required; master's degree or above in relevant field preferred (e.g., higher education administration, policy).
• 4-7 years' experience providing administrative support in an academic environment or executive office setting preferred.
• VIP/complex events planning experience preferred.
• Experience supporting a governing board preferred.
• Donor cultivation and stewardship experience preferred.

WORK HOURS:

• Full-time, exempt position
• Monday - Friday, 8:30 a.m. - 5:00 p.m.; 7.75 hrs./day; 38.75 hrs./week
• Weekend and evening work required

SALARY STRUCTURE:
Pay Grade 7 (Hiring Range $54,413.00 to $89,794.00 annually)

ABOUT UR:

At the University of Richmond, we're creative, inclusive, and determined. We're Spiders, and our mission is to create positive change in the UR community and beyond. Located minutes from downtown Richmond, Virginia, the University of Richmond (www.richmond.edu) blends the intimacy of a small college with exceptional academic, research, and cultural opportunities usually found only at large institutions. There's only one place like Richmond.

UR is committed to developing a diverse faculty, staff and student body, and to modeling an inclusive campus community which values the expression of differences in ways that promote excellence in teaching, learning, personal development and institutional success. In keeping with this commitment, our academic community welcomes candidates from diverse backgrounds and candidates who support diversity. EOE