Governance and Administrative Coordinator

Governance and Administrative Coordinator

Company:
Liberty University

Job Location:
Lynchburg, 24502

Category:
Legal Affairs

Type:
Full-Time

Job Number: R0010745

The Governance and Administrative Coordinator is responsible for supporting Board of Trustees governance framework, efficient execution of projects involving the Board of Trustees, and assisting with implementing Board directives, as well as providing comprehensive administrative support to the General Counsel and Corporate Secretary, together with the balance of the attorneys in the Office of Legal Affairs. The ideal candidate with have demonstrated professionalism, strong organizational skills, attention to detail, meticulous planning, and the ability to work independently, exercise sound judgment with good discretion, and communicate smoothly with trustees, executives, fellow team members and other stakeholders.

ESSENTIAL FUNCTIONS AND RESPONSIBILITIES

• Maintain lists of Board of Trustee data and forward required information to various departments as necessary and in accordance with the Board calendar.
• Respond to requests and other communications from trustees.
• Prepare and maintain the Board of Trustees minutes, committee minutes and official record books.
• Assist with preparation and delivery of materials for each Board of Trustees meeting and Executive Committee meeting.
• Assist with preparing Board of Trustees Board and committee minutes and excerpts.
• Prepare correspondence to trustees as directed by the Secretary and General Counsel.
• Assist with implementation of Board polices, including distribution, collection and maintenance of annual conflict of interest questionnaires.
• Set up Executive Committee meetings and special meetings of the Board of Trustees, including preparation and sending of notices of all meetings.
• Facilitate transition of new trustees, including welcome communications, collection of data, website edits, information packets and orientation.
• Maintain trustee and employee confidentiality pledges/agreements.
• Project management of Board of Trustees matters as assigned by the Secretary and General Counsel.
• Handle telephone calls, emails, mail and other communications from trustees, University personnel and outside parties.
• Coordinate and assist with routing of telephone calls, email, mail and other deliveries to Office of Legal Affairs.
• Attend various regularly scheduled team and unit meetings connected with areas of responsibility.
• Calendar meetings, appointments and deadlines and remind counsel of those that are time sensitive.
• Create and maintain filing systems (paper, electronic and Molly) for Office of Legal Affairs.
• Coordinate, format and forward approved legal services invoices to accounts payable.
• Track legal spending for cases covered by insurance through deductible/retention limits.
• Perform minor factual research.
• Do filing, administrative and general office tasks for legal staff.
• Draft correspondence with minor direction for attorneys.
• Create, format and revise documents, charts and spreadsheets for attorneys.
• Develop PowerPoint presentations for attorneys.
• Maintain Westlaw and legal publications, subscriptions and distribute subscription materials.
• Process expense report monthly for Governance and Administrative Coordinator's business expenses.
• Maintain contact cards for attorneys.
• Maintain email groups for sending batch emails.
• Transcribe dictation occasionally for attorneys.
• Back-up Director of Administrative Operations for budgetary, human resources, student worker supervisory, payment and travel tasks.
• Remain abreast of existing and emerging technologies, processes, products, services and leading industry performance benchmarks.
• Work effectively as a team member, embracing and fostering LU's mission.

SUPERVISORY RESPONSIBILITIES

This position is responsible to back up the Director of Administrative Operations in supervision of non-legal staff.

QUALIFICATIONS AND CREDENTIALS

Education and Experience

Required:

• At least three years of combined relevant experience as an office administrator, as a corporate executive assistant and/or working with a board of directors of a major organization.
• Excellent relationship management skills with proven ability to work with stakeholders at all levels of an organization.
• Proficient with Windows, Microsoft Word, PowerPoint, Microsoft Teams, Excel, keyboard touch typing, and video-conference technologies.

Preferred:

• Bachelor's Degree.
• Experience with board management software and electronic board portal for communication, meeting material and collaboration (e.g., Boardvantage).
• Work experience in a sophisticated in-house legal department or mid-sized or large firm.
• Project management experience.
• Familiarity with nonprofit corporate law and governance.

Personal

Required:

• Agree with the Christian values and mission of the University.
• Self-motivated with a strong work ethic.
• Honest, organized, and loyal.
• Demonstrated business professionalism, respect for confidentiality, and appropriate handling of sensitive information.
• Ability to multitask on several assignments with strong time management and organization skills.
• Able to work both independently and collaboratively in a team environment.
• Able to work with minimal direction and to respond effectively to issues and unexpected situations that arise using initiative, confidence, independent judgment and tact.
• Excellent interpersonal and communication skills, both written and oral, and a positive personality.
• Willingness to learn.
• Successful completion of an acceptable background check.

ABILITIES AND COMPETENCIES ESSENTIAL TO THE FUNCTION OF THE JOB

Communication and Comprehension

• A professional demeanor.
• Ability to effectively communicate both verbally and in writing to convey clear, well articulated information.
• Ability to understand, speak, and write English in order to convey messages and correspond in an articulate and professional manner.
• Strong organizational skills with the ability to prioritize and thrive in a fast-paced environment.
• Demonstrated ability to work well collaboratively with team of attorneys and other office staff.
• Discretion and the ability to maintain confidences.
• Public communication skills that allow professional representation of Liberty University to a variety of stakeholders and the general community.

Problem Solving

• Intuitively able to reason, analyze information and events, and apply judgment in order to solve problems of both a routine and complex nature.
• Excellent attention to detail.
• Proactive initiative taker.
• Solutions-oriented.

Physical and Sensory Abilities

• Occasionally required to travel to local and campus locations.
• Frequently required to sit for extended periods to perform deskwork or type on a keyboard.
• Regularly required to hear and speak in order to effectively communicate orally.
• Occasionally required to stand, walk, and climb stairs to move about the building.
• Handle materials, reach overhead, kneel or stoop in order to conduct business.
• Regularly lift 10 or fewer pounds.
• Willingness and ability to accurately follow directions.

WORKING CONDITIONS

Work Environment

The working environment in which one will typically perform the essential functions of this position is a climate-controlled office setting. It is well lighted, and the noise level is moderate.

Driving Requirements

Use of one's personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver's license, an acceptable DMV record, and liability insurance is required.

Time Type
Full time

Location
Onsite

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