Location
Atlanta, GA | United States
Job description
Position Summary
Serves as Clerk of the Board and budget manager to provide executive level project management and administrative support to the Board Operations Director and Board of Trustees. Reporting to the Board Operations Director, this position is responsible for the efficient and effective execution of all Board meetings, Board of Trustees functions, Presidential assignments, and other college committees as assigned.
Maintains a high level of confidentiality regarding sensitive issues and documents and acts with discretion in all matters pertaining generally to the business of the College and specifically to the offices of the Board of Trustees and President.
Essential Duties and Responsibilities
- Oversees travel and other arrangements for the meetings of the Board of Trustees and other activities designated by the Board Operations Director; tracks and monitors the expenses and other items related to these functions.
- Performs functions necessary to facilitate effective and efficient meetings, including working closely with the Board Operations Director, Chief of Staff, President, Senior Team and their assistants, Board Chair and Trustee Committee Chairs, as well as the trustees’ assistants to oversee the planning and preparation of agendas, meeting materials, and any associated events in advance of each meeting of the Spelman Board or involving Trustees.
- Maintain the records and documents associated with the meetings of the Board with minimal supervision. Attend the Board Affairs Committee and the full Board meetings for purposes of recording, writing, and distributing minutes in a timely fashion. Supports the various committee liaisons as needed. Maintains records associated with other College meetings and committees.
- Collects, maintains, and analyzes statistical data and produces reports pertaining to the Office of the Board of Trustees (e.g., trustee participation and renewal, demographics, conflicts of interest, annual assessments); Assist with the dissemination, collection, and maintenance of records pertaining to awards and honors (e.g., National Community Service and Honorary Degree Awards). Works closely with departments and divisions of the College to ensure the efficient management of the process to identify and select award recipients.
- Responsible for on-going communications with the Board, in conjunction with the Board Operations Director, President, Chief of Staff and other officials of the College. Prepare correspondence, including memoranda and reports as assigned, manage incoming and outgoing correspondence, and ensure prompt and proper flow of materials to Trustees and Senior Staff. Provide College-related and Board-related documents to College officials as needed.
- Works closely with the Board Operations Director, President’s Office, Board Chair and other College Divisions (e.g. Business and Financial Affairs, College Relations, Office of Special Events, etc.) to provide logistical support for current or prospective Board members and special guests of the Board of Trustees, in addition to any regularly scheduled activities (e.g., Founders Day, Commencement, Christmas Carol Concert, Homecoming).
- Oversees monitoring, tracking, and reconciliation of budgets assigned to the Office of the Board of Trustees. Makes standard budgetary decisions and maintains all financial/accounting records for the office to ensure accurate purchasing, billing, and financial records; reporting methods; and compliance with the College’s budget guidelines. Produce regular budget reports for assigned budgets, using the current operating and technical systems utilized by the College.
- Provides ongoing project management support, to include executive administrative and clerical support for the Board Operations Director, including presidential assignments, calendaring and travel arrangements.
- Assists with inventory of office supplies, prepares requisitions and check requests for supplies, equipment and consultants.
- Provides high level administrative support for planning and executing all events hosted by the Office of the Board of Trustees, including the biannual retreat which involves, for example: coordinating site visits and collaborating with other constituencies (e.g., conference organizers, Facilities Management Services, caterers) to ensure appropriate arrangements are made to accommodate the needs of attendees and high-profile guests.
- Conducts ongoing assessment of and recommends changes to office policies, procedures and operations. Identify problems or concerns and address any workflow procedural areas, recommend solution, and upon approval update impacted documents as needed.
- Assists with compilation of materials needed for various auditors and accreditation teams to ensure records are maintained and disseminated according to policies and procedures (e.g., COI and SACS). Maintain records and documentation on Board Resolutions and matters related to accreditation;
- Manages internal and external web presence of the Office of the Board of Trustees. Serve as liaison to the Webmaster. Route Board information to the Webmaster for posting on the College’s website; Create Adobe PDF files from Microsoft documents, uploading those files to electronic board portal in a timely manner, disseminating updated information to the College Community via web and email blast.
- Provides supplemental office support as needed in the President’s Office.
- Serves as the primary point of contact on any matter directed to the Office of the Board of Trustees by College and community constituencies, triages incoming issues and determines appropriate course of action, referral and/or response. Assists constituents and staff in finding and retrieving items of the Office of the Board of Trustees for research and/or open records requests. Serves as “trouble shooter” to provide solutions as needed by all constituencies.
- Supervises student worker.
- Oversee travel and other arrangements for the meetings of the Board of Trustees and other activities designated by the Senior Vice President/Secretary of the College or President; keep an account of the expenses and other items related to these functions.
- Perform functions necessary to facilitate effective and efficient meetings, including working closely with the Vice President & Secretary of the College and Board Chair to oversee the planning and preparation of agendas, meeting materials, and any associated events in advance of each meeting of the Spelman Board or involving Trustees,
- Maintain the records and documents associated with the meetings of the Board with minimal supervision. Attend the Board Affairs Committee and the full Board meetings for purposes of recording, writing, and distributing minutes in a timely fashion. Support the various committee liaisons with the format and items of note in minutes as needed. Maintain records associated with other College meetings and committees, as assigned by the Senior Vice President/Secretary or the President;
- Collect, maintain, and analyze statistical data and produce reports pertaining to the Office of the Board of Trustees (e.g., trustee participation and renewal, demographics, conflicts of interest, annual assessments); Assist with the dissemination, collection, and maintenance of records pertaining to awards and honors (e.g., National Community Service and Honorary Degree Awards). Work closely with departments and divisions of the College to ensure the efficient management of the process to identify and select award recipients;
- Responsible for on-going communications with the Board, in conjunction with the Senior Vice President/Secretary of the College and other officials of the College. Prepare correspondence, including memoranda and reports as assigned, manage incoming and outgoing correspondence, and ensure prompt and proper flow of materials to Trustees and Senior Staff. Provide College-related and Board-related documents to College officials as needed.
- Work closely with the Senior Vice/President/Secretary of the College, President’s Office, Board Chair and other College Divisions (e.g. Business and Financial Affairs, College Relations, Office of Special Events, etc.) to provide logistical support for current or prospective Board members and special guests of the Board of Trustees, in addition to any regularly scheduled activities (e.g., Founders Day, Commencement, Christmas Carol Concert, Homecoming);
- Oversee monitoring, tracking, and reconciliation of budgets assigned to the Office of the Board of Trustees. Make standard budgetary decisions and maintain all financial/accounting records for the office to ensure accurate purchasing, billing and financial records; reporting methods; and compliance with the College’s budget guidelines. Produce regular budget reports for assigned budgets, using the current operating and technical systems utilized by the College;
- Provide ongoing project management support, to include executive administrative and clerical support for the Senior Vice President/Secretary of the College including presidential assignments, calendaring and travel arrangements;
- Assist with inventory of office supplies, prepares requisitions and check requests for supplies, equipment and consultants;
- Provide high level administrative support for planning and executing all events hosted by the Office of the Board of Trustees, including the biannual retreat which involves, for example: coordinating site visits and collaborating with other constituencies (e.g., conference organizers, Facilities Management Services, caterers) to ensure appropriate arrangements are made to accommodate the needs of attendees and high profile guests;
- Conduct ongoing assessment of and recommend changes to office policies, procedures and operations. Identify problems or concerns and address any workflow procedural areas, recommend solution, and upon approval update impacted documents as needed;
- Assist with compilation of materials needed for various auditors and accreditation teams to ensure records are maintained and disseminated according to policies and procedures (e.g., COI and SACS). Maintain records and documentation on Board Resolutions and matters related to accreditation;
- Manage internal and external web presence of the Office of the Board of Trustees. Serve as liaison to the Webmaster. Route Board information to the Webmaster for posting on the College’s website; Create Adobe PDF files from Microsoft documents, uploading those files to electronic board portal in a timely manner, disseminating updated information to the College Community via web and email blast.
- Provide supplemental office support as needed in the President’s office;
- Serve as the primary point of initial contact on any matter directed to the Office of the Board of Trustees by College and community constituencies, research and prioritize incoming issues and determine appropriate course of action, referral and/or response. Assist constituents and staff in finding and retrieving items of the Office of the Board of Trustees for research and/or open records requests. Serve as “trouble shooter” to provide solutions as needed by all constituencies
- Supervise student worker
Required Qualifications
Bachelor’s degree preferred. High school diploma and seven years of directly related work experience, preferably reporting to senior management or an equivalent combination of education and experience are required. Must have experience working in a fast-paced environment is required. Prior administrative work experience in a higher education setting is preferred.
This position requires overtime, an individual who is very flexible, possess excellent organizational skills, and follows up on pending matters with limited direction. Good proofreading skills are essential.
Must be able to interact well with a diverse group of people, adjust to changing situations, exercise tact, discretion, and diplomacy in carrying out responsibilities, and able to handle multiple tasks. Must be able to prioritize and manage a variety of responsibilities with minimal supervision.
Excellent written and oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret general governance publications and documents related to activities of the Board of Trustees, Presidential Ceremonies, and Campus-wide committees. Preference for experience in legal or compliance related work environment.
To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat. Experience with Outlook, Banner, online web conference systems, and electronic board books such as Diligent or BoardVantage is highly desired. The ability to create flyers/brochures, databases, presentations, graphs, forms, and merge spreadsheets with formulas is essential.
Bachelor’s degree preferred. High school diploma and seven years of directly related work experience, preferably reporting to senior management or an equivalent combination of education and experience are required. Must have experience working in a fast-paced environment is required. Prior administrative work experience in a higher education setting is preferred.
This position requires overtime, an individual who is very flexible, possess excellent organizational skills, and follows up on pending matters with limited direction. Good proofreading skills are essential.
Must have the ability to interact well with a diverse group of people; ability to adjust to changing situations; ability to exercise tact, discretion, and diplomacy in carrying out responsibilities; and able to handle multiple tasks. Must be able to prioritize and manage a variety of responsibilities with minimal supervision.
Excellent written and oral communication skills are required when presenting information and responding to questions from internal and external customers in one-on-one or group situations. Incumbent must be able to write business correspondence and procedure manuals plus compose memos, letters, and e-mails. Also, must be able to read, analyze, and interpret general governance publications and documents related to activities of the Board of Trustees, Presidential Ceremonies, and Campus-wide committees. Preference for experience in legal or compliance related work environment.
To perform this job successfully, an individual must have advanced skills using Microsoft Office Suite (Word, Excel, and PowerPoint) and Adobe Acrobat. Experience with Lotus Notes, Banner, online web conference systems, and electronic board books such as Diligent or BoardVantage is highly desired. The ability to create flyers/brochures, databases, presentations, graphs, forms, and merge spreadsheets with formulas is essential.
Preferred Qualifications
Bachelor’s degree preferred. Prior administrative work experience in a higher education setting is preferred.
Prior administrative work experience in a higher education setting is preferred.
Certifications, Licenses, Restrictions
NONE
Physical Demands
While performing the duties of this job, the employee is regularly required to: sit, use hands and fingers to operate computer and office equipment, talk, and hear. The employee is frequently required to: stand, walk, and reach with arms and hands. The employee is occasionally required to: climb or balance, stoop, or crouch, taste and smell, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include ability to adjust focus.
While performing the duties of this job, the employee is regularly required to: sit, use hands and fingers to operate computer and office equipment, talk, and hear. The employee is frequently required to: stand, walk, and reach with arms and hands. The employee is occasionally required to: climb or balance, stoop, or crouch, taste and smell, and lift and/or move up to 15 pounds. Specific vision abilities required by this job include ability to adjust focus.
Shift
Days
% Travel Required
1% - 25%
Full Time/Part Time
Full-time
Work Location/Schedule:
FLSA
Non-Exempt
Number of Vacancies
1
Anticipated Candidate Start Date
Position End Date
Posting Detail Information
Posting Number
SC0650P
Posting Open Date
02/16/2024
Posting Closing Date
Open Until Filled
No
Special Instructions to Applicants
EEO Statement
Spelman College is an EEO/Minority/Female/Disabled/Veteran/Title IX Employer and we participate in E-Verify. We are a smoke-free campus.
COVID-19 Vaccination Protocol
Due to the heightened risk of contracting COVID -19 and the spread of variants, Spelman College requires up to date COVID-19 vaccination of all faculty, staff, and students (collectively “Campus Community”) that have job duties, attend classes, or are otherwise present on campus. You will need to submit proof of up-to-date COVID -19 vaccination: full vaccination and a booster (when eligible) or a single dose of the bivalent vaccine) prior to your first day on campus or you may seek a medical or religious exemption to the vaccination requirement by providing the necessary documentation to: Yemi Brown , PharmD Manager of COVID-19 Operations, at [email protected] . Upon receiving your Spelman Technology log-in credentials, please keep your vaccination or exemptions records up-to-date using Etrieve .
Job tags
Salary
