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Board Affairs Associate

col-narrow-left   

Job ID:

633

Employment Type:

Full time, Part time, Contractor, Intern, Seasonal

Category:

Facilities, General Business
col-narrow-right   

Location:

Claremont, CA 

Job Views:

229

Posted:

10.21.2016
col-wide   

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:  
Responsible for managing and coordinating the permanent records of the Board of Trustees; the assembly and distribution of Board materials; the planning and execution of all Board and Board Committee meetings; assisting the Secretary of the Board with Board-related communications, meeting materials, scheduling, travel and other duties; and providing other support as may be needed from time to time in the administration and operations of the Board Office.  Coordinate and prepare final materials for Board meetings, including electronic Board books, and setting up Board and committee meetings.  This person must be able to work independently and autonomously. This position is ideal for someone pursuing a career in non-profit governance.
 
 
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
 
ESSENTIAL FUNCTIONS:
 
This information is intended to be a description of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

Board of Trustees Responsibilities
  • Maintains close liaison and communication with the Secretary of the Board. Liaison to the Board Chair, the President of the College, trustees, staff, faculty, students, and other constituents as related to the work of the Board Office.
  • Provides administrative support to the Board including project coordination, scheduling meetings, preparing agendas, assembling and circulating pre-read documents, recording and transcribing minutes, identifying and tracking action items, and handling other matters as needed or requested. 
  • Serves as primary point person for the timely collection and production of all Board and committee meeting materials, including identifying responsible staff for each document, reviewing and editing all documents, coordinating revisions, and ensuring all materials are formatted, accurate, and are produced prior to distribution deadlines.
  • Plans and coordinates all logistics related to the annual Board Retreat, in collaboration with the Secretary of the Board and the Office Manager. Serves as the primary liaison to the retreat venue.
  • Assists in preparing agendas, correspondence, and other materials relating to Board, Executive Committee, and other committee meetings as requested.  Processes post-meeting documents.
  • Serves as recording secretary and prepares minutes for quarterly Board meetings, Executive, and other committees as requested.
  • Ensures Board manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups. 
  • Conducts research as needed and upon request.
  • Maintains updated knowledge of parliamentary procedures.
  • Assists in the on-boarding and orientation of new Board members and student committee members.
  • Maintains Board files (electronic and hard copy) including Bylaws, Committee Charters, Board books, minutes of Board meetings, trustee data, compilation of Board-passed resolutions, and other key documents.
 
Assistant to Secretary of the Board Responsibilities
  • Assists Secretary of the Board with Board working groups and other meeting preparation and with preparation of reports, proposals, briefings, and presentations, as needed. 
Other Duties:
  • Participates in special projects and performs other related duties as assigned. 
  • Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.  
  •  

Job Requirements:

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position.
 
  • Ability to independently perform complex tasks and to prioritize multiple projects.
  • Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
  • Ability to represent both the Office of the President and the Office of the Board of Trustees with confidence, conviction, and professionalism. 
  • Strong analytical and organizational skills with attention to detail.
  • Ability to foster a collaborative and cooperative work environment.
  • Ability to effectively manage multiple high-priority tasks on deadline.
  • Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of influence, including senior leadership, faculty, staff, trustees and donor constituencies.
  • Ability to set a calm and professional tone.
  • Willingness to be pro-active and take initiative when appropriate.
  • Ability to work with highly confidential information.
  • Exercises discretion and good judgment at all times.
  • Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends.
  • Knowledge of and experience in accounting and budgetary procedures.
  • Excellent computer skills with proficiency/expertise in the Microsoft Office suite, including applications of Word, Excel, Access, PowerPoint, e-mail, and internet research.  Substantial knowledge of learning management systems (e.g., Sakai, BoardEffect).
  • Professional appearance. 
 
 
OTHER:
 
HOURS:  
The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday.
Hours may vary and include nights and weekends based on the needs of the College or
Department.  Must be able to attend all Board and committee meetings, and the annual Board retreat.
 
CLASSIFICATION AND STATUS:   
This is a regular, full-time, benefits-eligible, exempt position.
           
SUPERVISORY RESPONSIBILITY
Supervise student employees.
 
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 
 
Physical and Mental Requirements
Ability to maintain a good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 
 
Sitting in a normal seated position for extended periods of time.  Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books, and packages.
 
 
At-Will Employment
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.

Job Requirements:

QUALIFICATION STANDARDS:
 
EDUCATION:   Bachelor's degree. 
 
EXPERIENCE: 
Minimum 2-3 years of relevant administrative experience.  Prior experience in composing minutes preferred.  Experience in higher education administration preferred.  Prior experience as a copy editor, book editor, paralegal, or similar profession a plus. 
 
LICENSES / CERTIFICATES
Must have the ability to safely drive as needed; the candidate’s DMV record must meet the College’s automobile liability insurance company's requirements.

Company Info
Scripps College
1030 Columbia Ave.
Claremont, CA, United States

Phone: 9096077908
Web Site: http://www.scrippscollege

Company Profile

Company Info


Scripps College
1030 Columbia Ave.
Claremont, CA, United States
Phone: 9096077908
Web Site: http://www.scrippscollege

Board Affairs Associate

col-narrow-left   

Job ID:

633

Employment Type:

Full time, Part time, Contractor, Intern, Seasonal

Category:

Facilities, General Business
col-narrow-right   

Location:

Claremont, CA 

Job Views:

229

Posted:

10.21.2016
col-wide   

Job Description:

PRIMARY PURPOSE/GENERAL DESCRIPTION:  
Responsible for managing and coordinating the permanent records of the Board of Trustees; the assembly and distribution of Board materials; the planning and execution of all Board and Board Committee meetings; assisting the Secretary of the Board with Board-related communications, meeting materials, scheduling, travel and other duties; and providing other support as may be needed from time to time in the administration and operations of the Board Office.  Coordinate and prepare final materials for Board meetings, including electronic Board books, and setting up Board and committee meetings.  This person must be able to work independently and autonomously. This position is ideal for someone pursuing a career in non-profit governance.
 
 
DESCRIPTION OF DUTIES AND RESPONSIBILITIES:
 
ESSENTIAL FUNCTIONS:
 
This information is intended to be a description of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

Board of Trustees Responsibilities
  • Maintains close liaison and communication with the Secretary of the Board. Liaison to the Board Chair, the President of the College, trustees, staff, faculty, students, and other constituents as related to the work of the Board Office.
  • Provides administrative support to the Board including project coordination, scheduling meetings, preparing agendas, assembling and circulating pre-read documents, recording and transcribing minutes, identifying and tracking action items, and handling other matters as needed or requested. 
  • Serves as primary point person for the timely collection and production of all Board and committee meeting materials, including identifying responsible staff for each document, reviewing and editing all documents, coordinating revisions, and ensuring all materials are formatted, accurate, and are produced prior to distribution deadlines.
  • Plans and coordinates all logistics related to the annual Board Retreat, in collaboration with the Secretary of the Board and the Office Manager. Serves as the primary liaison to the retreat venue.
  • Assists in preparing agendas, correspondence, and other materials relating to Board, Executive Committee, and other committee meetings as requested.  Processes post-meeting documents.
  • Serves as recording secretary and prepares minutes for quarterly Board meetings, Executive, and other committees as requested.
  • Ensures Board manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups. 
  • Conducts research as needed and upon request.
  • Maintains updated knowledge of parliamentary procedures.
  • Assists in the on-boarding and orientation of new Board members and student committee members.
  • Maintains Board files (electronic and hard copy) including Bylaws, Committee Charters, Board books, minutes of Board meetings, trustee data, compilation of Board-passed resolutions, and other key documents.
 
Assistant to Secretary of the Board Responsibilities
  • Assists Secretary of the Board with Board working groups and other meeting preparation and with preparation of reports, proposals, briefings, and presentations, as needed. 
Other Duties:
  • Participates in special projects and performs other related duties as assigned. 
  • Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.  
  •  

Job Requirements:

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES:
Individual must possess knowledge, skills and ability to be able to successfully perform the essential functions of the position.
 
  • Ability to independently perform complex tasks and to prioritize multiple projects.
  • Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
  • Ability to represent both the Office of the President and the Office of the Board of Trustees with confidence, conviction, and professionalism. 
  • Strong analytical and organizational skills with attention to detail.
  • Ability to foster a collaborative and cooperative work environment.
  • Ability to effectively manage multiple high-priority tasks on deadline.
  • Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of influence, including senior leadership, faculty, staff, trustees and donor constituencies.
  • Ability to set a calm and professional tone.
  • Willingness to be pro-active and take initiative when appropriate.
  • Ability to work with highly confidential information.
  • Exercises discretion and good judgment at all times.
  • Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends.
  • Knowledge of and experience in accounting and budgetary procedures.
  • Excellent computer skills with proficiency/expertise in the Microsoft Office suite, including applications of Word, Excel, Access, PowerPoint, e-mail, and internet research.  Substantial knowledge of learning management systems (e.g., Sakai, BoardEffect).
  • Professional appearance. 
 
 
OTHER:
 
HOURS:  
The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday.
Hours may vary and include nights and weekends based on the needs of the College or
Department.  Must be able to attend all Board and committee meetings, and the annual Board retreat.
 
CLASSIFICATION AND STATUS:   
This is a regular, full-time, benefits-eligible, exempt position.
           
SUPERVISORY RESPONSIBILITY
Supervise student employees.
 
Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate. 
 
Physical and Mental Requirements
Ability to maintain a good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans. 
 
Sitting in a normal seated position for extended periods of time.  Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books, and packages.
 
 
At-Will Employment
Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

Scripps College is an Equal Opportunity Employer and does not discriminate on the basis of race, color, creed, gender, religion, marital status, registered domestic partner status, age, national origin or ancestry, sexual orientation, gender identity, physical or mental disability, medical condition including genetic characteristics, or any other consideration made unlawful by federal, state, or local law.

Job Requirements:

QUALIFICATION STANDARDS:
 
EDUCATION:   Bachelor's degree. 
 
EXPERIENCE: 
Minimum 2-3 years of relevant administrative experience.  Prior experience in composing minutes preferred.  Experience in higher education administration preferred.  Prior experience as a copy editor, book editor, paralegal, or similar profession a plus. 
 
LICENSES / CERTIFICATES
Must have the ability to safely drive as needed; the candidate’s DMV record must meet the College’s automobile liability insurance company's requirements.
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