PT Board Administrator

Board Administrator

Position Summary:

Administrative support for the Honest Weight Food Co-op Board of Directors. This role interfaces with management, Member Services, governance groups, as well as staff and Member-Owners to facilitate effective communication and the gathering and dissemination of information at the Board's direction, which is needed to complete board work and board initiated activities. Time-management, organization and confidentiality are essential and the position is required to sign and adhere to a confidentiality agreement.

Status:
Hourly, part-time; evenings required; 20-25 hours per week; $24 - $26 hourly rate

Responsibilities:

• Board of Directors Meeting Coordination - scheduling, preparing and posting agendas, creating report/materials packets, disseminating information, meeting attendance, virtual meeting hosting, ensuring preparation of accurate minutes including tracking of voting, notes, action-item lists and decisions documents, posting and archiving according to organizational guidelines
• Board Work Session Coordination - scheduling, preparing and sharing agendas, sharing materials related to agenda topics, meeting attendance, virtual meeting hosting, ensuring preparation of accurate notes and action-item lists
• Document and Information Management - save, file and archive documents as needed, in digital and/or hard-copy depending on organizational guidelines; updating and revising board and governance content on HWFC website
• Compliance and Governance - Drawing on knowledge of the HWFC Bylaws, Member-Owner Manual, Food and Product Manual, Employee Manual, Board Manual and standard operating procedures, provide information and feedback related to meeting process and board initiatives
• Board Communication - act as a communication coordinator for the Board with the Management Team, Member Services and Governance groups as needed or requested; communicate with the designated legal support team for timely completion of requirements related to the NYS Liquor Authority and the HWFC liquor license
• Membership Meeting Coordination - work with Member Services and committees as needed to coordinate and plan for Board activities related to four regular Membership Meetings annually and special Membership Meetings as needed
• Develop and maintain meeting and report calendars related to Board and governance activities
• Prepare correspondence, reports, letters and other material in final narrative from rough drafts, notes or oral instructions; draft and coordinate with board to finalize board "Inside Scoop" communications to membership, sending and posting communications as scheduled or requested
• Track Board activity and task status, providing information, reminders and support for efficient completion of board work
• Coordinate with the Board Secretary and/or Board President to complete tasks and support board activities as needed and requested
• Support director onboarding and offboarding as needed
• Other projects or tasks as assigned

Position Requirements:

• Extreme attention to detail and ability to capture and document essential information
• Excellent written communication skills
• Technical skills related to website administration, document development, sharing and storage (Microsoft Outlook, Google Drive) and virtual meeting platforms (Zoom, Outlook Teams)
• Excellent organizational skills
• Working knowledge of HWFC Bylaws and other governance manuals, or willingness to develop a knowledge base from these materials
• Inclusivity and ability to embrace diversity in people and ideas
• Discretion and ability to understand and adhere to confidentiality requirements
• Ability to work independently with minimal supervision
• Ability to recognize priorities in real time

Desired

Qualifications:

• Experience or interest in grocery and/or member-owned cooperatives
• Previous administrative support experience

This position is currently accepting applications.