Administrative Assistant to the Board of Governors
The Administrative Assistant to the Board of Governors, (hereinafter, “AA”), provides complex and confidential administrative support to the University’s fiduciary governing board known as the “Board of Governors” (hereinafter “Board”). This administrative support is provided to the Board in concert with, and under the direction of the Chancellor, and the Executive Assistant to the Chancellor, to whom the AA officially reports. However, the AA has direct contact with the Board Chair. At the direction of the Board Chair and the Chancellor, the AA will also directly support the work of the Board Committees through their Chairs.
The position of AA is a senior administrative position that is regularly privy to confidential and sensitive information. Therefore the ability of the AA to maintain strict confidentiality and discretion within Board the Executive Team is imperative. The AA is responsible for and contributes to high-level and frequently confidential facilitation and coordination of formal and informal communication and activities among and between the Board, the Chancellor’s Office and the Executive Team. The AA is responsible for oversight and management of communications with the Board of Governors, including communication that goes to the Board from the Board Chair, Vice Chair or Chancellor, and communication from the Board to the Chancellor, Executive team or the University community.
The AA earns trust and confidence with constituents and stakeholders. Using sound judgment, discretion, and respect, the AA has a commitment to foster an effective working relationship between the Chancellor and the Board. The AA fosters this trust by responding to inquiries and distributing information in a timely fashion, ensuring that confidential information is secure, and through enhancing and facilitating interactions among key individuals and groups. A strong work ethic is essential, as are excellent attendance, personal and professional integrity, strong interpersonal communication skills, strong writing and editing skills, tact, discretion, diplomacy, and the ability to take the initiative and work independently. The AA should possess mentoring skills, and have a demonstrated track record of guiding others in accomplishing organizational goals and facilitating change. The position requires proven excellent interpersonal and strong written and oral communication skills, including listening skills.
While there is some work that could generally be regarded as routine, the vast majority of the work of this position is transactional and widely varied. Working independently, the AA has direct contact with members of the Board, University leadership and support staff. The AA maintains flexibility, recognizing that special circumstances, on a case-by-case basis, may require a shift in the way work is accomplished. In addition, this position often involves work beyond the normal business day, including some evenings and weekends, and will require some travel, including travel to the meetings of the Board of Governors at least quarterly.
The position also provides staff assistance to the Chancellor in the absence of the Executive Assistant or when it’s otherwise necessary for the Chancellor to delegate certain tasks.
Board Meeting Planning and Support. The AA maintains primary responsibility for all details around Board meeting planning (see board meeting planning manual). The AA is responsible for overseeing all planning details for the Board’s three in-person board meetings each year, and for anticipating materials needed for these and the special meetings that are held by telephone conference. The AA is involved in the meeting agenda based on the Board Chair and Chancellor’s decisions on proposed goals and outcomes of the meeting. For the in-person meetings, the AA chooses lodging and negotiates group rates, arranges for transportation between the hotel and the campus where meetings are held, selects the venues for dinners and plans the menu. The AA attends all meetings, and ensures that board members have access to pertinent meeting materials ahead of time, exercising good judgment in communications with the Board so they have the information they need, while avoiding excessive detail. Working with the host campus Provost’s office, the AA oversees meeting room set-up, including A/V needs and catering for the breakfasts and lunches.
Committee Meeting Support. The AA supports the operations of the Board, including its committees, providing staff assistance to the committee chairs, including ad hoc committees (sometimes referred to as a “task forces”), with the agenda, support materials, and minutes.
The AA works with the Committee Chairs of various committees (currently, there are seven committees including the Executive Committee, not counting ad hoc committees), to schedule meetings using polling software to determine the best date/time among participants, and then staffs those meetings which includes maintaining communication with the participants, taking minutes, and following up on action items. Other staff provide direct support to the committees not directly supported by the AA (including, Development, Finance, and certain ad hoc committees such as the Real Estate Task Force)
Resolutions/Amendments to By-Laws. The AA works with the Chancellor, University Counsel, or General Counsel (depending on the nature of the resolution) in the drafting of resolutions and amendments to by-laws, maintaining an index of all resolutions and all amendments to by-laws.
Meeting Minutes/Board Meeting Follow-Up. The AA ensures that minutes of the Board meetings and Committee meetings, and other records are accurate, concise, and well written. The AA creates and retains permanent records of all Board activities and serves as custodian of institutional policies and standards adopted by the Board and Chancellor. Further, the AA must maintain a system to index these records properly and archive them while ensuring they are readily available when questions arise regarding Board actions. Once approved by the Board Chair, the meeting minutes are distributed to the Board. In addition to minutes, the AA distributes approved resolutions to other constituents as appropriate.
Ensures compliance with legal requirements. Working with legal counsel, the AA makes sure the details of board support are carried out in compliance with legal requirements. These requirements include election of board officers, ensuring that members receive agendas and meeting support materials in a timely fashion, and are notified of proposed amendments to by-laws within the time-frame required.
Develops Board Member Handbook. The AA maintains a board member handbook which includes documents that guide and support the work of the Board. These handbooks are used in board orientation. The handbook (and orientation) are divided into three main sections:
- Board –related information: policies and procedural guidelines, a list of standing and ad hoc committees, current membership roster with contact information, and bios of the board members (the AA creates and maintains bios on all members; updates web-site Governance page)
- Information related to board responsibilities
- University-related information: policies, structure and governance, etc.
Orientation of New Board Members. The AA works with the Chair of the Governance Committee to arrange a formal orientation session which normally takes place the day before a regularly scheduled Board meeting. Orientation also includes members of the University’s senior administration, namely the VC/CFO and VCAA, and others as needed. The AA is in communication with the new board member(s) to answer questions they might have about the board or the orientation session. The AA attends the orientation session and should be thoroughly knowledgeable about the institution in order to respond to the inevitable unexpected question(s).
Contributes to On-going Board Member Development. Working with the Governance Committee Chair and/or the Chancellor, the AA provides board members with information on higher education issues and alerts them to relevant meetings/workshops conducted by higher education associations (e.g., AGB).
Facilitates Communication. The AA serves a pivotal role in keeping lines of communication open among board members (who often see each other only at the 3 meetings per year), between individual board members and the Chancellor or other senior administrators and, when appropriate, between the board members and other campus constituents. In carrying out this responsibility, the AA must use good judgment and tact in determining what information should and shouldn’t be shared.
Commencement. The AA serves as liaison between the Campus Provost and board members who are invited to attend commencement to bring “greetings” to the graduates from the Board.
Engaging Former Board Members. Working with the chair of the Governance Committee and with consideration of Board activities and communications, the AA suggests opportunities for engaging former board members, including sharing newsletters, inviting them to dinners or other board events, et cetera.
- Maintains an on-going list of board meeting dates and locations which is conveyed to the board members no less than one year in advance.
- Sets up individual meetings between board members and others (e.g., a new board candidate).
- Monitors pending or tabled action items and adds to meeting agenda drafts.
- Maintains and updates biographical summaries on each board member including a record of their board service.
- Maintains/updates the Board Committee Roster (changes typically occur after the June meeting)
- Update the AGB’s member roster with new presidents, staff, and board members (annually)
- Drafts policies, resolutions, letters and memoranda, etc.
- Reviews communications and other documents (e.g., commencement programs, newsletters) for editing/proofing purposes before they’re distributed.
- Facilitates the process for Board member attendance at campus commencements.
- Assists the Board Chair regarding committee assignments by gathering preferences from board members.
- Manages changes to the Board web-page(s) on www.antioch.edu.
- Assists with the process of honorary degree awards.
- Monitors the Board budget (line items against which board expenses are charged).
- Travel is required to board meetings usually held on a rotating basis at the University campuses. Additional travel is infrequently required to attend Board retreats. Special meetings, or meetings and retreats of the Executive team.
- All other duties as assigned.
Qualifications. (Knowledge, skills and abilities)
- BA or BS degree.
- No less than five years’ experience providing complex administrative and clerical support to an executive.
- Exceptional proficiency with relevant software applications (especially MS Word, Excel, PowerPoint, SmartDraw), as well as familiarity with Google platforms for email, calendars and other office applications).
- Exceptional verbal and written communications skills, including proof-reading and editing the work of others, and the ability to write articles, letters, speeches/remarks, and other correspondence.
- Exceptional interpersonal skills including an understanding of protocol, possessing good diplomacy and listening skills, and using reason to solve problems.
- At least five years’ senior-level experience in a complex organization, preferably in an institution of higher education.
- High degree of proven organizational and analytical skills are required in order to manage multiple projects simultaneously.
- Significant experience that demonstrates the ability to work effectively with high-level executives in educational organizations, and in a collaborative environment with colleagues in a variety of disciplines/areas/departments.
- Ability to prioritize requests, exercise good judgment, and delegate responsibility.
- Ability to maintain confidentiality and handle sensitive data with discretion.
- Ability to work effectively within a politicized internal and external organizational environment.
- A good sense of humor.
- Demonstrated commitment to the mission of the University for social justice.
- Advanced degree or graduate-level coursework in administration or business or other relevant field is preferred.
- Legal or board level administrative experience with some knowledge of Roberts Rules of Order (meeting procedures).
- Knowledge and experience within higher education.
- Proven linkages with a variety of stakeholders in the community.
- Experience with financial processes and budget oversight.
- Sound, relationship-building abilities and mentoring skills.
Physical and Mental Requirements:
Among the more important requirements of this job are the ability to hear, see, speak, ambulate, think, concentrate, verbally communicate, learn and to recall information; the ability to
engage in prolonged sitting and standing; light lifting of up to 25 lbs.; transcontinental travel coach by commercial airlines; ability to drive an automobile; efficient daily use of computers and keyboards for large volumes of daily emails, document preparation and internet searches; ability to communicate by telephone; and the ability to handle stress and to interact well with others.
Reasonable accommodations from these physical and mental requirements may be made to enable individuals with disabilities to perform the essential functions of their job. Requests for reasonable accommodation should be made in writing to the Director of HR.
Hours and Place of Employment:
This is a full-time position. A work schedule will be established in consultation with the supervisor. The position is situated in the Office of the Chancellor, currently in Yellow Springs, Ohio.
Antioch University reserves the right to change the duties of the job description at any time. This position requires a background check.
Antioch University provides equal opportunity for all qualified applicants and does not discriminate on the basis of race, color, national origin, religion, sex, sexual orientation, gender identify, age, disability, veteran status, or any other protected classification.
Qualified applicants are required to submit a letter of interest, resume and the names and contact information of three references to the address below.
Randy Davis, Human Resources
To apply for this job email your details to firstname.lastname@example.org