Director of Board Operations, Board of Trustees Office - UT System Administration

University of Tennessee • Knoxville, TN

10d • Onsite

About The Position

The Director of Board Operations provides senior-level leadership and strategic coordination for all operational, administrative, and logistical functions that support the University of Tennessee Board of Trustees. Reporting to the Board Secretary and Special Counsel, the Director ensures the seamless execution of board and committee meetings, retreats, and special events, and upholds the highest standards of governance, transparency, and service. This role requires exceptional judgment, diplomacy, discretion, and the ability to operate effectively in a fast-paced, high-profile environment with trustees, senior executives, and external stakeholders. This is a full-time, exempt position based in Knoxville, Tennessee. Requires occasional evening, weekend, and overnight travel for Board meetings and related events across UT campuses.

Requirements

• Bachelor’s degree required; Master’s degree or Juris Doctor (JD) preferred in Public Administration, Higher Education, Law, or a related field.
• At least 5–10 years of progressively responsible experience in board administration, executive operations, or governance support in higher education, government, or a complex organization.
• Demonstrated success leading cross-functional coordination and managing high-profile meetings and events.
• Experience working directly with governing boards or executive leadership teams.
• Strategic Leadership: Demonstrates ability to anticipate needs, manage complex initiatives, and ensure that board operations support the University’s mission and strategic direction.
• Governance Expertise: Deep understanding of governance principles, public accountability, and the role of trustees in higher education.
• Operational Excellence: Strong project management and organizational skills with meticulous attention to detail, accuracy, and timeliness.
• Diplomacy and Discretion: Exercises sound judgment, professionalism, and confidentiality in all interactions.
• Communication and Collaboration: Exceptional interpersonal and communication skills; builds trusted relationships with trustees, executives, and staff at all levels.
• Service Orientation: Commitment to excellence, responsiveness, and integrity in support of the Board’s fiduciary and strategic responsibilities.
• Innovation and Technology Fluency: Demonstrates ability to leverage technology to streamline operations and improve user experience.
• Results Focus: Follows through on commitments, drives accountability, and ensures continuous improvement in board processes.
• Knowledge of open meetings and public records requirements.
• Proficiency in Microsoft Office Suite, Adobe, and board management platforms (e.g., BoardEffect, Diligent).
• Ability to manage multiple priorities, anticipate needs, and maintain composure in fast-paced environments.
• Excellent written and oral communication skills.

Nice To Haves

• Master’s degree or Juris Doctor (JD) preferred in Public Administration, Higher Education, Law, or a related field.

Responsibilities

• Strategic Governance and Board Administration Partner with the Board Secretary to develop annual meeting schedules, agendas, and long-range governance calendars aligned with statutory and strategic priorities.
• Lead and oversee the planning, coordination, and execution of all meetings of the Board of Trustees and its standing committees.
• Ensure the accuracy, completeness, and timely distribution of all board materials and meeting documentation in accordance with statutory and other requirements.
• Manage official actions, follow-up assignments, and commitments arising from Board and committee meetings, ensuring accountability and timely resolution.
• Support the Board Secretary in maintaining bylaws, charters, and governance policies.
• Conduct research and benchmarking on governance best practices in higher education, corporate, and public-sector boards to inform continuous improvement in UT Board operations.
• Maintain institutional memory by reviewing and referencing prior board actions, resolutions, and policy decisions to ensure historical consistency and informed recommendations.
• Prepare comparative analyses of board governance structures and practices across peer institutions to support periodic Board effectiveness reviews.
• Trustee Engagement and Support Serve as a central point of contact for trustees, managing general inquiries, routine communications, travel coordination, and meeting participation.
• Assist with trustee onboarding, orientation, and continuing education programs.
• Maintain trustee records, appointment documentation, conflict-of-interest disclosures, and biographies.
• Facilitate trustee access to university information and ensure effective communication with senior administration.
• Develop and facilitate board member questionnaires, surveys, and other assessment and reporting tools.
• Systemwide Coordination Build and sustain effective relationships with the UT System President’s Office, senior leadership team, and campus and institute leaders to coordinate materials and ensure alignment with systemwide priorities.
• Collaborate across functional areas—including communications, government relations, and legal —to ensure accurate, timely, and high-quality submissions to the Board.
• Develop planning guides and other documents to assist committee liaisons, board support team members, and others regarding meeting planning, protocols, and other expectations.
• Special Events and Meeting Logistics Oversee planning and execution of all Board-related events, including retreats and special sessions, ensuring alignment with institutional image, event protocols, and hospitality standards.
• Direct logistical coordination for in-person, hybrid, and virtual meetings, including partnering with communications, special events, and public safety teams at both system and campus level.
• Lead AV and IT coordination for Board meetings and events, ensuring high-quality livestreaming, recordings, and other technical support.
• Manage vendor relationships related to event execution, audiovisual technology, and transcription or recording services.
• Records Management and Archives Oversee official recordkeeping, digital filing, and archival processes for Board materials in compliance with state and institutional retention policies.
• Coordinate with the University Archives to preserve and catalog official Board records, minutes, resolutions, and historic materials.
• Lead modernization initiatives for digital records management and document accessibility.
• Compliance and Policy Oversight Ensure adherence to the Tennessee Open Meetings Act, public records statutes, and other relevant governance laws.
• Support the Board Secretary and Special Counsel in preparing and maintaining official governance documentation, certifications, and compliance reports.
• Develop and implement standard operating procedures for all board-related functions.
• Technology and Process Improvement Manage and optimize the Board’s digital platforms (e.g., Diligent, BoardEffect) to improve user experience, document control, and recordkeeping.
• Drive process innovation in meeting preparation, recordkeeping, and communication to enhance transparency and efficiency.
• Evaluate and implement emerging best practices in higher education governance operations to enhance the day-to-day management of the office.

Benefits

• The University offers a comprehensive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits and much more.
• Additionally, Tennessee residents do not pay a state income tax.

What This Job Offers

• Job Type: Full-time
• Career Level: Director