Board and Council Coordinator

The Board and Council Coordinator is a key administrative and operational partner supporting the Foundation's Board of Directors, National Advisory Council, President & CEO, and Chief of Staff. This highly organized professional coordinates board and committee meetings, executive schedules, governance records, budgets, events, and communications while ensuring exceptional service, confidentiality, and attention to detail. The ideal candidate has experience providing executive or board-level support, managing multiple priorities, and building strong relationships with volunteers, donors, and organizational leaders.

This role is an excellent opportunity for a collaborative, detail-oriented professional who is committed to advancing the Foundation's mission through integrity, excellence, collaboration, and service.

With a team of more than 50 dedicated individuals working to support fundraising and donor and alumni relationships, the WSUFAE is proud to champion the continued growth of Wichita State University. With nearly $400 million in managed assets and thousands of alumni spread around the world, it is an exciting time to be a part of advancing Shocker Nation.

• Board and National Advisory Council (NAC) Administration
• Coordinate and administer all activities of the Board of Directors, National Advisory Council (NAC), and assigned committees.
• Coordinate with the Chief of Staff to execute Board and NAC meetings, receptions, retreats, breakfasts, luncheons, and other engagement events.
• Coordinate meeting logistics, including scheduling, agendas, presentations, speakers, travel, parking, registration, hospitality, and meeting materials.
• Support Board and committee meetings by preparing agendas, recording accurate minutes, distributing materials, coordinating room setup and teardown, and maintaining official governance records.
• Manage the Foundation's board management platform (Board Effect), including user access, committee memberships, meeting materials, and governance records.
• Coordinate communications, meeting schedules, and follow-up with Board officers, committee chairs, and volunteer leadership.
• Track board and committee action items and assist with annual governance activities, including Board elections, appointments, and annual governance processes.
• Ensure timely distribution of Board notices, meeting materials, and governance communications.
• Maintain accurate Board and NAC contact information and distribution lists.
• Track Board and NAC member engagement, including restricted and unrestricted giving.
• Coordinate collection of member profiles, surveys, questionnaires, and other governance-related information.
• Executive Support:
• Provide high-level administrative support to the President & CEO and Chief of Staff.
• Prepare donor meeting materials, gift acknowledgement letters, scholarship correspondence, reports, and other communication as assigned.
• Provide support to the Chief of Staff when coordinating the President and CEO’s calendar.
• Partner with the Chief of Staff to coordinate events hosted by the President & CEO, including invitations, logistics, and event execution.
• Oversee the executive office suite, including conference room scheduling, appearance, and office supplies.
• Budget and Financial Administration:
• Develop, monitor, and reconcile the annual NAC budget.
• Track revenues and expenditures related to NAC, Board, executive, and governance activities.
• Prepare requisitions, process invoices, and coordinate payments in accordance with Foundation policies.
• Monitor event budgets and maintain accurate financial records and supporting documentation.
• Process mileage reimbursement and other executive-related expenses.
• Data Management and Reporting:
• Maintain accurate Board, NAC, and executive records.
• Compile reports and supporting documentation related to Foundation initiatives, governance, and strategic priorities.
• Ensure confidentiality, accuracy, and integrity of governance and executive records.
• Administrative Support
• Serve as a professional first point of contact by answering phones and welcoming visitors to the executive offices.
• Maintain confidential files and records in accordance with Foundation policies.
• Provide backup administrative support for Foundation staff as needed.
• Run errands and assist with day-to-day operational needs.
• Assist with special projects and perform other duties as assigned.

• High School Diploma or higher
• Three (3) or more years of progressively responsible administrative, executive support, board governance, or nonprofit operations experience
• Experience supporting senior executive, boards of directors, or volunteer leadership, including coordinating meetings, events, and executive schedules
• Experience managing confidential information with discretion and professionalism
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms
• Valid driver's license and ability to travel locally for meetings and events, as…