Board Operations Specialist (Board of Trustees Office

Position: Board Operations Specialist (Board of Trustees Office)
The Board of Trustees Office, a dynamic and high-performing environment, is seeking a Board Operations Specialist to provide comprehensive governance support, from maintaining compliance documentation to managing complex logistics. The role, which collaborates closely with stakeholders across Johns Hopkins, requires a strong commitment to confidentiality in service of the University's mission, sound judgement, attention to detail, and strong communication skills.

Specific Duties & Responsibilities

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 bias, 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, 11, Ill) and paperwork.

* Coordinate details related to outgoing Trustees.

* Assist Chair onboarding process.

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.

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 Senior Administrative Coordinator in tracking meeting attendance and updating sheets.

* Assist in scheduling ad hoc Trustee meetings with Senior 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.

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 the President's Office.

Minimum Qualifications

* Bachelor's Degree.

* Five years of 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

Job Posting Title (Working Title):
Board Operations Specialist (Board of Trustees Office)

Role/Level/Range: ATP/04/PD

Starting Salary Range: $64,470 - $112,850 Annually (Commensurate w/exp.)

Employee group:
Full Time

Schedule:

Monday - Friday 8:30am - 5:00pm

FLSA Status:
Exempt

Location:

Homewood Campus

Department name:
Sec of the Board of Trustees Office

Personnel area:
University Administration