"Board Operations Specialist"

Job Details

Johns Hopkins, founded in 1876, is America's first research university and home to nine world-class academic divisions working together as one university.

The Board of Trustees Office, a dynamic and high-performing environment, seeks 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.

Specific Duties and Responsibilities:

A. Governance (30%)

Documentation (20%)

• Provide administrative and organizational support to Assistant Secretary and SVP and Secretary with regard to governance documentation and materials, including, at times, working in coordination with stakeholders across Johns Hopkins

Trustee Transitions (10%)

• Coordinate all details related to new Trustees: orientation and paperwork
• Coordinate details related to outgoing Trustees
• Assist Chair onboarding process

B. Board Office Management (30%)

Grant and Documentation Assistance (10%)

• 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

Board and Community Communications (15%)

• 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

Board Office Special Requests (5%)

• Assist in agenda planning and off-site events, tours and speakers: special visitor tours, etc.

C. Board Meeting Logistics (30%)

Board Meetings and Events (15%)

• 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 Sr. Admin Coordinator in tracking meeting attendance and updating sheets
• Assist in scheduling ad-hoc Trustee meetings with Sr. Admin Coordinator

Internal Meetings and Events (10%)

• 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

Diligent/Materials (5%)

• Aid (overseen by Assistant Secretary and Secretary) with setting up Diligent books, and tracking, as well as gathering materials

D. Other Duties as Assigned (10%)

• 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 President’s Office

Minimum Qualifications

• 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

Classified Title: Board Operations Specialist

Role/Level/Range: ATP/04/PD

Starting Salary Range: $62,900 - $110,100 Annually (Commensurate w/exp.)

Employee group: Full Time

Schedule: Monday-Friday, 8:30am-5:00pm

FLSA Status: Exempt

Location: Homewood Campus

Department name: Sec to the Board of Trustees Off of

Personnel area: University Administration