School Board Services Coordinator

School Board Services Coordinator

The School Board Services Coordinator serves as the principal governance, administrative, policy, and operational support professional to the Providence School Board ("Board"). The Coordinator is responsible for managing the day-to-day operations of the Board and providing comprehensive support to the Board in carrying out its statutory governance, oversight, and policy making responsibilities.

The Board Coordinator shall be appointed and evaluated by the Superintendent. They shall report directly to Board Leadership for direction, and coordinate regularly with the Superintendent's Chief of Staff regarding ongoing assignments and projects or the need for information or work product from District staff.

Reports To:

Providence School Board Leadership

Board Governance & Administrative Services

• Coordinate and schedule all Board and Board Committee meetings, to include securing a quorum, timely posting in compliance with the Open Meetings Act, and organization, and distribution of all informational materials to members in advance of each meeting, preferably one week in advance as feasible.
• In consultation with the Superintendent, Board President and the Committee Chairs, prepare agendas for all Board and Committee meetings.
• Support the Board President and Committee Chairs with meeting preparation.
• Staff all Board meetings, Committee meetings, Board leadership meetings, President/Superintendent "check in" meetings, meetings with external partners, and other meetings as assigned.
• Prepare meeting notes, summaries, and follow-up documentation, and ensure transfer of documents to the Board as needed (e.g., policies from Policy Committee and contracts and budget documents from Finance Committee).
• Maintain records of all Board actions and Committee recommendations to include motions, action items, and policy readings (1st and 2nd readings).
• Ensure timely posting of Board meeting minutes.
• Maintain Board calendars, governance work plans, and annual planning schedules.
• Coordinate and schedule Board retreats, workshops, strategic planning sessions, and special meetings.
• Monitor Board directives and assignments through completion.

Board–Administration Coordination

• Serve as the primary liaison between the Board and Superintendent, with attention to assisting Board in maintaining distinction between Board governance and Superintendent operational and administrative responsibilities.
• Coordinate Board requests for information with District administration.
• Assist in communicating Board actions and directives, and monitor implementation of Board directives as assigned.

Constituent & Community Services

• Coordinate with the Chief of Staff to ensure constituent concerns involving District operations are referred through the appropriate administrative channels, while governance-related matters are addressed through the Board Office.
• Respond to governance-related inquiries from community members and stakeholders.
• Coordinate and schedule public hearings, community listening sessions, Board-sponsored events, and public engagement initiatives.
• Serve as a liaison between the Board and community organizations, elected officials, municipal departments, advocacy organizations, and the public.
• Assist with Board communications and community outreach efforts.

Events & School Visits

• Plan, coordinate, and manage Board events and official functions.
• Coordinate with the Chief of Staff and appropriate District departments to schedule Board visits to schools, District facilities, and official District events in a manner that minimizes disruption to school operations.
• Organize Board attendance at graduations, ribbon cuttings, ceremonies, community meetings, and District events.
• Coordinate recognition ceremonies, proclamations, awards, and special Board initiatives.
• Manage event logistics, scheduling, and coordination with District departments and external partners.

Research, Drafting & Overall Governance Support

• Conduct governance, legislative, and educational policy research as directed by the Board and Board Committees.
• Conduct research on "national best practices" and prepare summary reports reflecting findings.
• Maintain communication with national organizations and nonprofit entities supporting school committees and boards, and as needed, access relevant and topical summary reports and guidance documents for Board consideration and review to ensure that the Board remains aware of recent trends and best practices.
• Draft and amend Board policies at the direction of the Policy Committee, and track/monitor the progress of policy development and adoption in accordance with the process set forth in Board Policy.
• In consultation with legal counsel and District leadership, monitor Board policies for compliance with federal and state law and adherence to Board Goals and Guardrails and Core Beliefs.

Compliance & Records Management

• Maintain official Board records.
• Maintain the Board Policy Manual.
• Ensure adopted policies are…