Director of Board Operations

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Job Description Summary

This position has a leading role in the production of meetings, activities and events of governing boards of the University, primarily the Wake Forest University Board of Trustees, Wake Forest University Health Sciences, and certain affiliates.

Manages implementation of the logistical, operational and strategic objectives and goals of the boards. Exercises discretion, decision-making and independent judgment.

Directs planning, preparation and work of the board support team. Collaborates with others to support the duties of the University's governing boards, leadership and administration.

This position reports directly to the Secretary of the Board of Trustees.

Job Description

Essential Functions :

Responsible for day-to-day operations of the University's governing boards.

Assists Board Secretary and Assistant Secretary with strategic long-range and ongoing planning; contributes ideas and viewpoints to board planning process and logistics.

Under supervision of the Secretary of the Board, directs coordination and preparation for in-person and hybrid board and committee meetings, briefings, orientations and special and ad hoc committee meetings, and board-related events other than meetings.

Coordinates the scheduling of meetings in conjunction with committee liaisons and staff, the administration, and others on behalf of the board, and maintains the central calendar for all board meetings and events.

Responsible for maintaining the [email protected] email account; prepares drafts and sends communications to board members, administrators, other internal and external constituencies (including communications during non-business hours).

Manages logistics and technology for board and committee meetings, including coordination with audio-visual and IT support teams, events staff, security personnel, administrative, technical and other staff.

Develops relationships, anticipates needs and proactively addresses board member questions or concerns in a timely fashion.

Ensures that the President has briefing documents, meeting guides, detailed materials and information needed for board and committee meetings, events;

works closely with the President's Chief of Staff to coordinate materials and trustee information for the President.

Provides partnership and administrative support for the Board Chair and Vice Chairs by scheduling meetings, coordinating activities, providing meeting guides, materials, etc..

Manages online electronic board portal (e.g., Diligent Boards) for multiple boards and committees; provides training and support for administrator and director users, troubleshoots, resolves issues, maintains content and resource updates.

Working with the Assistant Secretary, responsible for preparing, managing and maintaining recordings and the archiving of final board materials and records for boards and board-related entities and matters.

Manages database of documents, reports, and personal / contact information regarding Trustees, Directors, Administrators and other board-related personnel.

Manages event management software (CVENT); coordinates with technical consultants, events team and administrators. Provides data framework for registration, manages logistics, troubleshoots, and provides support / assistance for attendees and staff for board and committee meetings and events.

Responsible for the preparation, assembly, and distribution of electronic and printed materials to boards' members and administrators.

Manages requests for information from internal and external constituencies such as agencies, foundations, government entities and others;

this includes research, compilation of data, statistical analysis, and presentation of information.

Working with the Assistant Secretary, coordinates review of contracts and agreements for various logistical elements of board meetings and events, including lodging, meeting space, catering, audio-visual, equipment, and other needs.

Working with the Secretary, coordinates board expenses; reviews board-related reimbursement requests, invoices and other expenses;

coordinates with University Events staff, tracks meeting and board-related expenses; reports on expense status in connection with overall department budget.

Responsible for annual trustee informational requests, supervises annual and ongoing updates to Trustees' and Directors' online and printed directories, biographies, photos, portal and other informational materials for posting or publication.

Coordinates, with campus partners, University-wide events involving board members, such as Convocations; Commencement; Presidential, Athletics, Stewardship and other events.

Coordinates with development staff, outside vendors, facilities personnel, and others, as needed.

Required Education, Knowledge, Skills, Abilities :

Bachelor's degree from a state or nationally accredited four-year institution of higher education; paralegal degree or certification;

plus a minimum of three years related experience, or an equivalent combination of education and experience in higher education, organizational governance, legal or corporate environment preferred.

Strong interpersonal and communication skills and the ability to work effectively and develop relationships with a wide range of constituencies in a diverse community.

Ability to understand complex information, and maintain strict confidentiality of information.

Excellent verbal and written communication (superior grammar, composition, editing and proofreading) skills; strong interpersonal skills;

professional demeanor and presence..

Ability to work independently and with minimal instruction, and to exercise appropriate judgment and discretion.

High degree of self-motivation and ability to thrive in a complex and dynamic environment. Ability to anticipate board member and office needs, plan ahead, and proactively meet needs in a timely and thoughtful manner.

Ability to exercise tact and diplomacy in handling sensitive information and situations.

Strong organizational skills; demonstrated ability to organize and track workflow, prioritize, coordinate, and manage multiple activities, schedules, and projects (own, teams' and supervisors') in a timely manner, and follow up on projects and tasks through successful completion.

Exceptional attention to detail and able to complete tasks on a timely basis.

Able to work in a fast-paced environment and keep up with multiple deadlines.

Technologically oriented and proficient in Microsoft Word, Outlook, Excel, and PowerPoint; Google Suite, Adobe Acrobat, Windows, the Internet, Zoom, Webex and other relevant software;

knowledge of Diligent Boards, CVENT and Workday software preferred. Ability to adjust to new and changing computer systems and to operate standard office equipment and to update skills on a continual basis.

Ability and willingness to work evenings and weekends as required; expected to monitor contact from administrators and board leadership during non-working hours.

Work requires contact with University staff, faculty, governing board members and others. Ability to interact independently and effectively with a variety of professionals, both internally and externally on time-sensitive and confidential matters.

Excellent computer skills with accuracy; general knowledge of office procedures and techniques.

Ability to travel as required; possess valid driver's license with good driving record; must be insurable.

Preferred Education, Knowledge, Skills, Abilities :

Master's degree; Paralegal degree or certification.

Experience in higher education, organizational governance, in-house counsel or legal.

Accountabilities :

Responsible for own work and the work of Associate Director of Board Support.

Disclaimer :

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform.

Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee's supervisor.

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Wake Forest University is committed to providing access and reasonable accommodation in employment for individuals with disabilities.

Additional Job Description

Time Type Requirement

Full time

Note to Applicant :

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform.

Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his / her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wa keForest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate.

In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.