Secretary to the Board of Trustees

Collin College•McKinney, TX

10d•$65,420 - $79,781•Onsite

About The Position

Serve as the secretary to the Board of Trustees. Provide advanced administrative support to the Board of Trustees including daily coordination of scheduling appointments, meetings, conferences (on and off campus), and travel arrangements. Prepare and distribute agendas, schedules, notices, minutes, and resolutions of the Board of Trustees’ meetings, in compliance with the Texas Open Meetings Act. Afford comprehensive support services to the Board of Trustees that ensures a professional, responsive, and effective experience with the college.

Requirements

Knowledge of Microsoft Office Suite, including Outlook
Knowledge of the College's purchasing and finance systems
Knowledge of college policies practices and procedures, as well as policies and procedures of outside agencies with whom the department/division interacts
Knowledge of Robert's Rules and basic principles of democratic meetings and parliamentary procedure
Demonstrated proficiency in grammar, editing, and proofreading
Excellent interpersonal skills
Travel, event planning, and social planning skills
Record keeping skills
Organizational skills
Must be assertive, creative, collaborative, and able to anticipate and resolve challenges and business needs
Ability to communicate effectively both orally and in writing
Ability to effectively manage relationships with all College constituents, Board of Trustees, government officials, and others within the higher education community
Ability to make appropriate decisions using law, policies, facts, and judgment
Ability to work with little or no supervision
Ability to defuse situations with angry employees, students, and community members
Maintain strict confidentiality and demonstrate discretion in communications with others
Ability to develop board agenda and materials
Ability to supervise employees
Ability to research, purchase, or otherwise obtain equipment and supplies
Ability to develop and manage budgets
Ability to develop and communicate office guidelines
Ability to manage and schedule college related and social activities for board members
Associate degree from an accredited institution and four (4) years of related advanced administrative office experience.
This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.

Nice To Haves

Bachelor’s degree from an accredited institution.

Responsibilities

Manage, prioritize, and address correspondence, incoming calls, phone messages, emails, and mail with professionalism and poise.
Review incoming correspondence, including email, interoffice, and postal service mail.
Post notices of meetings in accordance with the Texas Open Meetings Act.
Coordinate Regular and Special Called meetings of the Board of Trustees, Committee meetings, Trustee Orientation programs, and Trustee Retreats.
Prepare the agenda and materials for meetings of the Board of Trustees. Serve as administrator for the BoardBook software tool. Attend board meetings and record, prepare, and maintain permanent written minutes of open sessions of the Board of Trustees. Ensure timely distribution of materials to the Board of Trustees. Ensure the Board is informed of upcoming events.
Maintain budget records, adjust and change orders, as needed, and ensure all expenditures are authorized. Initiate purchases required for the efficient operation of the District President's Office, including expenditures for promotional items and for special events and activities.
Make and facilitate travel arrangements for the Board of Trustees and prepare budget documents as needed for travel expenditures.
Plan, organize, and execute meetings, special events, and activities for the Board of Trustees. Coordinate meeting rooms, catering arrangements, and related correspondence, as well as invitations, mailing pieces and program materials. Coordinate the maintenance of RSVP lists for events and activities as needed.
Manage and oversee the production of consistent, accurate, and visually appealing informational materials, both electronic and printed, such as Board of Trustees meeting packets and other materials as necessary for effective Board and Committee meeting operations.
Coordinate the archiving of all Board files.
Perform other duties as assigned.
Perform all duties and maintain all standards in accordance with college policies, procedures and Core Values.