Board Operations Specialist (Board of Trustees Office)

Johns Hopkins University•Baltimore, MD

6d•$64,470 - $112,850•Onsite

About The Position

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.

Requirements

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.

Responsibilities

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.
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.
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.
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.