Board Operations Specialist (Board of Trustees Office)

Specific Duties & Responsibilities

A. Governance (30%)

• Provide administrative and organizational support to Assistant Secretary and SVP and Secretary with regard to Joint Ventures (JVs), including working in coordination with JHHS legal and JHU OGC and F&A, maintaining updated JV rosters, and monitoring deadlines for filling vacancy needs related to JHU designees (requests to fill staff vacancies, etc.).
• Liaise with JV Board staff/ secretaries and JHHS legal to maintain updated calendar of JV Board meetings and repository of JV by-laws/corporate governance docs, meeting agendas, materials and minutes.
• Assist in the JHU appointment process, including maintain JHU appointment process, including internal actions calendar, and update as needed; prepare materials ahead of periodic JHU leadership and Trustee annual review of JHU-designees (annual slate document, nominee bios, etc.); and coordinate and track follow-up items after annual (or ad hoc) roster approvals.

• Coordinate all details related to new Trustees: orientation (Parts I, II, III) and paperwork.
• Coordinate details related to outgoing Trustees.
• Assist Chair onboarding process.

B. Board Office Management: (30%)

• Assist Assistant Secretary with managing requests for Trustee information to support grants, as well as for Medicare/Medicaid enrollment and revalidation applications for all states.

• Assist with memorial files and help with editing memorial memos and resolutions (work with printer on final product and delivery).
• Update website and work with Secretary and Assistant Secretary on meeting summaries for website.
• Assist with setting up community messages and toppers for Board memos as needed.
• Oversee development and updates of annual Handbook and Directory.

• Assist in Board special requests, such as, agenda planning and off-site events, tours and speakers: special visitor tours, etc.

C. Board Meeting Logistics (30%)

• Coordinate logistics for Board and Committee meetings, dinners, retreats and other events with Events Lead.
• Manage communication with Trustees on hotel needs, coordinating all Board-related ground transportation and managing communication with Trustees on individual transport needs.
• Set up meeting notices and confirmations for Board meetings; creating response forms for quarterly meetings.
• Manage meeting guests and coordination for Full Board and Executive Committee meetings.
• Work with committee secretaries and presenters on audiovisuals and room layout needs and liaison with Leadership Events Lead.
• Oversee Sr. Admin. Coordinator in tracking meeting attendance and updating sheets.
• Assist in scheduling ad hoc Trustee meetings with Sr. Coordinator.
• As needed, coordinate and plan internal meetings, including the annual Committee Secretaries' Summer meeting (development of templates and due dates calendar) and bi-weekly meetings with the teams supporting institutional Boards (JHM, JHHS, APL).
• Meet on a regular cadence with Leadership Programs and Development and Alumni Relations Advisory Board leads for awareness of volunteer leadership engagement.
• Aid (overseen by Assistant Secretary and Secretary) with setting up Diligent books, and tracking, as well as gathering materials.

D. Other (10%)

• Edit and track Leadership Briefings for timeline delivery and accuracy.
• Handle Inaugurations when JHU representative is needed.
• Manage Professorship Dedications when Trustees are needed to accept.
• Assist with Consent Agenda follow-up letters to faculty from President's Office.

• Bachelor's Degree
• Five years' experience in support of academic, business, research and/or development activities and operations, providing high level administrative oversight, coordination, and advice
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

Classified Title: Board Operations Specialist
Role/Level/Range: ATP/04/PD
Starting Salary Range: $62,900 - $110,000 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: M-F 8:30 am - 5:00 pm
FLSA Status:Exempt
Location: Homewood Campus
Department name: Sec to the Board of Trustees Off of
Personnel area: University Administration