Board and Executive Assistant

General Job Description

The Board Administrative Assistant, under the supervision of the President, makes sure that all the BSC members have access to Board, Cabinet and committee minutes and agendas so that the governance decisions of Cabinet, Board and Board committees are recorded accurately and are readily accessible, enabling members to hold Board members and executives accountable to the membership of the BSC.

Specific Job Duties

1. Oversee the Board committee Administrative Assistants in creating minutes for Board committees

a. Run an AA Training at the start of each semester and facilitate make-up trainings

b. Monitor and support the committee AAs taking of minutes, maintenance of committee websites, and submission of minutes for committee sites and Board Packets

2. Record decisions at Cabinet Meetings and Board Meetings

a. Take detailed minutes in verbatim and summary format as designated and approved by the President

b. Edit minutes and upload them to the appropriate Google site

c. Prepare and send out Board Meeting Summaries with approval from the President

3. Compile packets for Board and Cabinet Meetings in a timely manner in advance of meetings

a. Collect minutes and documents from VPs, AAs, and the President for the Board Packet

b. With direction from the President, print and oversee delivery of Board Packets to Units

c. E-mail the Board Packet out to appropriate listservs

4. Maintain the Cabinet and Board Websites

a. Update the Board/Cabinet Rosters, Policy Wiki, and other components of the Cabinet and Board Websites at the direction of the President

b. Upload Cabinet/Board Minutes and Minute Summaries

5. Work on special administrative/institutional memory projects as approved by the President

Required Skills/Knowledge for Job Performance

1. Excellent oral and written communication skills

2. Ability to work on a timeline and complete assignments promptly and efficiently

3. Experience in training and supervising others

4. A high typing average

Preferred skills/Knowledge for Job Performance

1. Knowledge of the BSC organizational structure

2. Experience with Google Applications, including Google Sites, Google Docs, and Google Wiki

Entry-Level Requirements

1. Must be an eligible BSC member

2. Must commit to working on Cabinet and Board Meeting dates announced by the President, with the ability to apply to the President in advance for an excused absence

Term of job: Highly prefer a commitment of at least two consecutive academic semesters

Hours per week: Average of 13 hours/week

Basic pay rate: Workshift rate

Hired by: Hiring Commission

Immediate Supervisor: President

Terms and Conditions of Employment: BSC Personnel Code

[Board approved in 2012.]