Board and Council Coordinator

Wichita State University Foundation•Wichita, KS

4d•Onsite

About The Position

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.

Requirements

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 needed
Commitment to the WSUFAE core values of Integrity, Service, Excellence and Collaboration
Ability to work collaboratively as part of a team while exercising initiative and working independently
Demonstrated ability to maintain confidentiality and exercise sound judgement when handling sensitive information
Strong organizational and project management skills with the ability to coordinate multiple priorities simultaneously
Excellent written and verbal communication skills
Strong meeting, event, and project coordination skills
Proficiency in Microsoft Office Suite and other office technologies
Ability to build effective working relationships with board members, volunteers, donors, university leadership, and Foundation staff
High attention to detail with strong proofreading, recordkeeping, and follow-up skills

Nice To Haves

Bachelor's degree in business administration, communications, nonprofit management, public administration, or a related field; or an equivalent combination of education and experience
Experience in higher education, nonprofit, healthcare, or foundation environments
Experience supporting fundraising activities, donor relations, or volunteer engagement
Experience with CRM/database systems such as Blackbaud Raiser's Edge NXT or similar donor management software
Experience managing budgets, invoices, and financial reconciliations
Experience working with board management software (such as BoardEffect) or similar governance systems

Responsibilities

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 (BoardEffect), 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.
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.
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.
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.
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.