Board Services Administrator

Board Of Directors Administrative Assistant

As a community, the University of Rochester is defined by a deep commitment to Meliora - Ever Better. Embedded in that ideal are the values we share: equity, leadership, integrity, openness, respect, and accountability. Together, we will set the highest standards for how we treat each other to ensure our community is welcoming to all and is a place where all can thrive.

Job Location: 220 Hutchison Rd, Rochester, New York, United States of America, 14627

Opening: Regular

Time Type: Full time

Scheduled Weekly Hours: 40

Department: 100005 Ofc Exec VP Admin & Finance

Work Shift: UR - Day (United States of America)

Range: UR URG 111

Compensation Range: $63,815.00 - $95,723.00

Responsibilities:

Provides high-level administrative and logistical support to the Board of Directors and the Secretary to the Board. Ensures the effective execution of board activities, compliance with governance protocols, and coordination of board-related tasks. Ensures that Trustees and University attendees are informed of committee operations and that minutes capture an accurate account of committee matters for official University records. Plays a vital role in enhancing the efficiency and effectiveness of board operations.

Essential Functions:

• Schedules and organizes board meetings, including room setup, catering, and audio-visual equipment. Prepares and distributes meeting agendas, board packets, and other relevant materials. Records and prepares detailed minutes of board meetings, ensuring accuracy and timely distribution.
• Assists in ensuring compliance with legal and regulatory requirements. Assists in maintaining and updating corporate governance documents, including bylaws, committee charters, policies, and procedures. Supports the preparation and filing of necessary legal documents and regulatory filings.
• Maintains organized and up-to-date records of board documents, including minutes, resolutions, and correspondence. Maintains and archives approved committee material. Manages the distribution and storage of committee results, including resolutions and action items. Ensures secure storage and accessibility of board records for members and authorized personnel. Assists in the preparation and distribution of board communications and reports.
• Acts as a point of contact for board members, facilitating communication and follow-up on board decisions. Handles correspondence, phone calls, and emails directed to the board, ensuring timely and professional responses. Coordinates communication between the board, executive team, and other stakeholders as needed.
• Manages calendars and schedules for board members, including travel arrangements and accommodations. Manages Board Office operations, events, staff, and budget to uphold the traditions and practices of the University and the Medical Center. Prepares and processes expense reports and reimbursements for board members. Assists with special projects and research as requested by the board or executive team.
• Assists in organizing board-related events, including annual general meetings, retreats, and special gatherings. Coordinates logistics and manages event details to ensure successful execution. May provide back-up coverage when other administrative support staff are out of the office to ensure the office functions smoothly.
• Other duties as assigned.

Minimum Education & Experience:

• Bachelor's degree in a related administrative field and 3 years of administrative experience, with at least 2 of those years supporting senior executives or board members required.
• Master's degree preferred.
• Experience in an executive-level or higher education administrative office setting, or paralegal certification or experience required.
• Experience in corporate governance or legal compliance preferred.
• 5 years in a board administration, executive, or senior executive level administrative support capacity preferred.
• Or equivalent combination of education and experience.

Knowledge, Skills & Abilities:

• Strong organizational and time management skills, with the ability to handle multiple tasks and deadlines required.
• Excellent written and verbal communication skills required.
• Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook), Zoom, and Adobe Acrobat. Willingness to learn and become proficient in other applications as needed, such as Monday.com and BoardEffect required.
• Ability to handle confidential information with discretion and integrity required.
• Professional interpersonal skills required.
• Ability to interact with a broad range of internal and external constituencies, including senior executives and Trustees required.
• Flexibility to work outside of regular business hours as needed for board meetings and events required.
• Ability to work both independently and as part of a team required.
• Strong attention to detail and accuracy required.

The University of Rochester is committed to fostering, cultivating, and preserving an inclusive and welcoming culture to advance the University's Mission to Learn, Discover, Heal, Create – and Make the World Ever Better. In support of our values and those of our society, the University is committed to not discriminating on the basis of age, color, disability, ethnicity, gender identity or expression, genetic information, marital status, military/veteran status, national origin, race, religion, creed, sex, sexual orientation, citizenship status, or any other characteristic protected by federal, state, or local law (Protected Characteristics). This commitment extends to non-discrimination in the administration of our policies, admissions, employment, access, and recruitment of candidates, for all persons consistent with our values and based on applicable law.