Secretary to the Board of Trustees

About the role

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.

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.
• Availability to work hours beyond the traditional M–F 8 a.m. to 5 p.m. to meet the needs of the Board of Trustees.
• 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.

Required Qualifications

• Associate degree from an accredited institution.
• Four (4) years of related advanced administrative office experience.

Preferred Qualifications

• Bachelor’s degree from an accredited institution.

Knowledge, Skills and Abilities

• 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.
• Ability to work hours beyond the traditional M–F, 8 a.m. to 5 p.m. to meet the needs of the Board of Trustees.

Physical Demands, Working Conditions and Physical Effort

Light Work – Exerting up to 20 pounds of force occasionally, up to 10 pounds of force frequently, and/or a negligible amount of force constantly having to move objects. If the use of arm and/or leg controls requires exertion of forces greater than that for the Sedentary Work category and the worker sits most of the time, the job is rated Light Work. Positions in this class typically include talking, hearing, seeing, grasping, standing, walking and repetitive motions, plus stooping, kneeling, crouching, and reaching. Relatively free from unpleasant environmental conditions or hazards. Office environment. Little physical effort required.

This position is Security Sensitive, therefore, candidates will be subject to a criminal background check.