Administrative Assistant to the Board of Regents

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Working Title Administrative Assistant to the Board of Regents Department President's Office Compensation Title Position Number 30025177 Position Status Regular Work Schedule
8:15 am – 4:30 pm; Monday – Friday Hours per Week 20 Months per Year 12 Commitment to Inclusive Excellence

Northern Kentucky University is an Equal Opportunity/Equal Access/Affirmative Action institution. We embrace inclusiveness, equity, and global awareness in all dimensions of our work and seek excellence through diversity among our students, administrators, faculty, and staff. Application by members of diverse groups is encouraged.

Purpose of Position
Responsible for providing administrative, organizational and project management support to Strategic Planning and Implementation division and Project Teams working on University wide strategic priorities and related projects.

Serves as a lead project coordinator and liaison for projects and strategic initiatives, including projects and programs originating from the office of the Strategic Planning and Implementation.

Responsible for providing timely communications, collaborating with Marketing and Communications for communications related to Success by Design ( SBD ), assisting with institution wide projects, organizing and facilitating meetings with key campus stakeholders for SBD, providing qualitative data collections and stakeholder engagement/feedback sessions. Primary Responsibilities

• Maintains the official records of the Board of Regents.
  
  
• Prepares the annual master schedule for Board, working closely with internal and external constituencies.
  
  
• Prepares Board meeting agendas, advance materials, and scripts for Board Chair and other Regents. Handles logistics for meetings including scheduling of room(s), audio/ computer media setup, security detail, and other special arrangements.
  
  
• Coordinate and attend all committee and board meetings, recording all board actions and taking notes for preparation of official meeting records. Ensure flow and procedures of meetings and facilitate logistical support to the Regents before, during, and after meetings. Assist the Chair during public comment and official board action. Provide support to Vice President and Chief Strategy officer, on-site staff and senior leadership.
  
  
• Records and transcribes all closed/executive session minutes for review.
  
  
• Responds to inquiries and provides information to Regents on state and local requirements affecting Board members (e.g. ethics training, filing of annual economic interest statements, etc.).
  
  
• Works with the Office of Information Technology to coordinate the provision of computer and technical support and resources to Board members.
  
  
• Prepare official meeting records, manage public notices and agenda postings to be in compliance with the Kentucky Open Meetings Laws, and maintain and organize board reports and records archived on official Board of Regents website for public access.
  
  
• Collaborate with NKU departments, president, and senior leadership to produce board reports and accompanying materials to prepare bimonthly board packet. Coordinate monthly board meeting cycle, including the scheduling of dry runs of presentations, and setting and managing board office deadlines.
  
  
• Maintains Board Office resource library with relevant governance materials including but not limited to copies of state statutes and regulations, Board of Regents Policies and Procedures and Bylaws, NKU’s Academic Policy and Procedures Manual, and the Student Policy Manual.
  
  
• Maintains standards of excellence in maintaining official Board of Regents documents, historical records, meeting minutes, and other official documents.
  
  
• Coordinates the submission of registration documents for Regents to attend conferences, institutes, and seminars, and makes hotel and travel arrangements.
  
  
• Assists Vice President and Chief Strategy officer in the onboarding of student board member each year, as well as the orientation and onboarding of newly appointed Regents.

Qualifications
A Bachelor’s degree from an accredited college or university or four years of work experience as an Executive Assistant or a comparable role, reporting to a high-level executive within an organization

• Experience working with a Board in an executive assistant role highly desirable

• Prior work experience in the public sector or a non-profit or college environment desirable
• Must be highly computer proficient with knowledge of a variety of software programs, including Microsoft Office (Excel, Word, PowerPoint) and SharePoint
• Knowledge of English grammar, punctuation, spelling and style
• Exceptional writing, proofreading and editing skills
• Excellent interpersonal and verbal communication skills
• Highly organized with excellent scheduling skills
• Project management skills desirable
• Strong customer service skills
• Ability to work within a culturally diverse environment
• Exercise tact and diplomacy in handling sensitive situations
• Work with a high degree of professionalism

Minimum Education Acceptable Equivalency Preferred Education Bachelor's Degree Minimum Experience 3 years Salary Pay Grade S68
Requisition Number 2021S1432 Job Open Date 08/11/2021 Job Close Date Open Until Filled Yes Quick Link https://jobs.nku.edu/postings/10688 Is this an internal only posting? Supplemental Questions

Required fields are indicated with an asterisk (*).

Documents Needed to Apply
Required Documents

1. Resume
2. Cover Letter/Letter of Application
3. Names and contact information of 3 professional references

Optional Documents