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, is seeking 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 & Responsibilities
Governance (30%)
- Provide administrative and organizational support to Assistant Secretary and SVP and Secretary with regard to Joint Ventures (JVs), including working in coordination with JHHS legal and JHU OGC and F&A,maintaining updated JV rosters, and monitoring deadlines for filling vacancy needs related to JHU designees (requests to fill staff vacancies, etc.).
- Liaise with JV Board staff/ secretaries and JHHS legal to maintain updated calendar of JV Board meetings and repository of JV by-laws/corporate governance docs, meeting agendas, materials and minutes.
- Assist in the JHU appointment process, including maintain JHU appointment process, including internal actions calendar, and update as needed; prepare materials ahead of periodic JHU leadership and Trustee annual review of JHU-designees (annual slate document, nominee bias, etc.); and coordinate and track follow-up items after annual (or ad hoc) roster approvals.
- Coordinate all details related to new Trustees, orientation (Parts I, 11, Ill) and paperwork.
- Coordinate details related to outgoing Trustees.
- Assist Chair onboarding process.
Board Office Management (30%)
- 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.
- 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.
- Assist in Board special requests, such as, agenda planning and off-site events, tours and speakers: special visitor tours, etc.
Board Meeting Logistics (30%)
- 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 Senior Administrative Coordinator in tracking meeting attendance and updating sheets.
- Assist in scheduling ad hoc Trustee meetings with Senior Coordinator.
- 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.
- Aid (overseen by Assistant Secretary and Secretary) with setting up Diligent books, and tracking, as well as gathering materials.
Other (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 the 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
Job Posting Title (Working Title): Board Operations Specialist (Board of Trustees Office)
Role/Level/Range: ATP/04/PD
Starting Salary Range: $64,470 - $112,850 Annually (Commensurate w/exp.)
Employee group: Full Time
Schedule: Monday - Friday 8:30am - 5:00pm
FLSA Status: Exempt
Location: Homewood Campus
Department name: Sec of the Board of Trustees Office
Personnel area: University Administration
The successful candidate(s) for this position will be subject to a pre-employment background check.
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.
The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.
During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.
Equal Opportunity Employer
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Learn more: https://www1.eeoc.gov/employers/upload/eeoc_self_print_poster.pdf
Important legal information http://hrnt.jhu.edu/legal.cfm
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