Assistant Director of Board Relations

Job Details and Requirement

BASIC FUNCTION :

The Assistant Director reports directly to the Secretary of the College (SOC) working collaboratively to manage and organize the complex systems of the Board of Trustees.

This position requires strategic and strong organizational skills to serve as a key partner in both offices. The position provides professional and technical support at an advanced high-level with the ability to prioritize requests and projects independently.

Comprehensive knowledge of college policies and procedures and ability to exhibit discretion and confidentiality in handling matters of sensitivity are essential.

DESCRIPTION OF DUTIES AND RESPONSIBILITIES :

ESSENTIAL FUNCTIONS :

The Assistant Director works both independently and collaboratively to perform the following essential duties and responsibilities :

Assistant Director serves as the main point of contact in the Office of the Board of Trustees for all trustees and campus partners and will provide efficient management of day-to-day workflow of a wide range of priority projects.

Manages high-level programming for Board on and off campus meetings and events from conception through to completion. Uses independent judgement to resolve problems or issues at site.

Responsible for venue management and site visits.

For all events responsible for the planning, design, and oversight including developing schedules, tracking attendance reports, negotiating with vendors, accommodations, catering, budgeting, menu creation, printed materials, promotional materials, event follow-up, and general operations.

Initiates and composes complex correspondence, presentations, and reports for the Board including budget reports and surveys in Qualtrics.

In collaboration with SOC prepares and distributes meeting communications, meeting materials, and plenary materials for the Board of Trustees meetings and the Executive and Board Affairs Committees.

Maintains up-to-date trustee documentation in Board portal (Diligent) and file management system (Box) for college business and archival purposes.

Creates and manages the editing, designing, and publication of the annual Board of Trustees Booklet and Internal Contact List.

Develops protocols and oversees the process and management for Trustee engagement at Commencement including regalia inventory and assignment, arrangements for conferral of Honorary Degrees including citations, diplomas, and hoods, and plans and executes special trustee luncheon for students and families.

Maintains updated knowledge of common event practices and procedures.

Assists in on-boarding and orientation of new Board members, committee staff, and faculty and student committee representatives.

Attends all on and off-site meetings of the Board, its committees, and Board related events.

Maintains Board files including resolutions, attendance reports, and other key documents.

Collects timely updates of key contact information of the Board.

Assists SOC with working group meetings and preparation of presentations as needed.

Responsible for processing timely invoice payments to vendors and oversight of budget tracking.

Builds and maintains close working relationships with trustees, off-site vendors, and campus partners.

Maintains a close working relationship with the Office of the President and President's Executive Cabinet.

Participates in special projects assigned to the Board of Trustees Office and performs other related duties as assigned.

Regular attendance is considered an essential job function; the inability to meet attendance requirements may preclude the employee from retaining employment.

The successful candidate will also be able to perform the following essential functions :

Take and follow directions.

Work cooperatively with others.

Receive and respond appropriately to constructive criticism.

Display a positive attitude.

Balance multiple tasks and priorities.

Performs other essential duties and tasks specific to the position.

QUALIFICATION STANDARDS :

EDUCATION :

Bachelor’s degree is required or a related field or equivalent combination of education and experience is required.

EXPERIENCE : A minimum of five years of applicable experience in providing high level administrative and operational support.

Experience should include the ability to work with a broad range of project management and complex systems. Experience working within a higher education setting is highly desired.

LICENSES :

A valid driver’s license or equivalent means of reliable transportation to off-site meetings and events is required. A valid driver’s license is required to drive College-owned vehicles and the ability to be insured under the College’s authorized driver’s policy.

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES : Individual must possess knowledge, skills, and ability to be able to successfully perform the essential functions of the position, or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of knowledge skills and abilities.

• Project management experience and demonstrated ability to lead and progress groups and projects toward stated goals.
• Must be able to handle sensitive and confidential correspondence with good judgment and discretion. Ability to make independent decisions and recommendations when appropriate.
• Excellent word processing skills. Ability to use state-of-the-art office equipment, such as computers, scanners, calculators, copiers, fax machines, and postal machine.
• Demonstrated knowledge of Microsoft Office products including Outlook, Word, Excel, Access, and PowerPoint, as well as general personal computer and Mac functionalities.

Experience merging Word documents with multiple-field databases desirable.

Excellent oral and written communication skills. Must read and write legibly, follow oral and written instructions in English, spell accurately, and possess knowledge of business writing procedures.

Inspirational and energetic leader with keen sense of internal and external relationship building. Ability to build consensus, agreement, and collaboration.

• Superior organizational skills. Ability to organize and prioritize work to meet deadlines. Reliability in handling report materials and ability to handle multiple tasks in changing work environment.
• Possesses a keen attention to detail.
• Must be able to coordinate and manage multiple responsibilities in a timely and effective manner.
• Must possess excellent interpersonal skills and can function well as a member of a support team with maturity and professionalism.

Possesses a high degree of emotional intelligence, diplomacy, and self-awareness.

• Must have the ability to work in a team environment, but also independently without continuous supervision.
• Ability to direct work of part-time or other staff, including student workers, performing clerical or secretarial assignments.
• Professional appearance, demeanor, maturity, and poise in responding to the public, including trustees, alumni, parents, administration, staff, faculty, and students.
• Ability to work well with interruptions. Enjoy working with students, parents, alumni, faculty, and staff. Enjoy working with international constituents.

Be knowledgeable and charismatic representative of the Office of the Board of Trustees.

REQUIRED HOURS : The regular hours for this full-time position are 8 : 00 a.m. to 5 : 00 p.m., Monday Friday. Holiday, weekend and evening work hours may be required.

Travel will be required. Regular hours may vary and exceed 40 hours per week due to needs of the College or division. A successful candidate must be willing to work a flexible schedule.

This is a 12-month, year-round position.

CLASSIFICATION AND STATUS :

This is a full-time, exempt, benefits-eligible position.

SALARY RANGE :

The anticipated salary range is $70,000 to $80,000 per year. Salary will be commensurate with qualifications and experience.

$70,000 - $80,000 PER YEAR

PHYSICAL REQUIREMENTS : Moderate (up to 30 lbs.)

GROOMING AND APPEARANCE : The Claremont Colleges seek to maintain a neat and professional image at all times.

BACKGROUND CHECK : The successful candidate will be required to undergo a full consumer background check. Certain positions will require the successful completion of a post-offer physical agility test.

Employment is contingent on the satisfactory results of the aforementioned, in addition to compliance with requirements cited in this job description.