Administrative Specialist, Board Office

PRIMARY PURPOSE/GENERAL DESCRIPTION:   

Reporting to the Vice President/Secretary of the Board of Trustees, the Administrative Specialist, Board Office provides highly-skilled administrative support to the Board of Trustees and College leadership. The Administrative Specialist must be able to work independently and autonomously and represent the College in a professional manner. This position is ideal for someone pursuing a career in non-profit governance. Guidance and training regarding board relations will be provided. This position has been approved for hybrid work.

 

DESCRIPTION OF DUTIES AND RESPONSIBILITIES:

 

ESSENTIAL FUNCTIONS:

This information is intended to be a description of the key responsibilities of the position.  The list of essential functions below does not identify all duties performed by any single incumbent in this position.  Perform other duties as assigned.

 

Board of Trustees Responsibilities

• Maintains close liaison and communication with the Secretary of the Board. Liaison to staff, faculty, students, and other constituents as related to the work of the Board Office.
• Provides administrative support to the Board including project coordination, scheduling meetings, preparing agendas, posting meeting materials, assembling and circulating pre-read documents, identifying and tracking action items, and handling other matters as needed or requested.
• Serves as primary point person for the timely collection and production of all Board and committee meeting materials, including identifying responsible staff for each document, reviewing and editing all documents, coordinating revisions, and ensuring all materials are formatted, accurate, and are produced and posted to the electronic portal prior to distribution deadlines.
• Drafts and/or edits correspondence such as letters, memorandums, routine emails, and other materials relating to the Board, Executive Committee, and other committee meetings as requested.  Processes post-meeting documents.
• Assists in preparing minutes for quarterly Board meetings, Executive, and other committees as requested. 
• Ensures Board manual is kept up to date, as well as rosters, schedules, catalogs, online portals, and email address groups.  
• Conducts research as needed and upon request.
• Maintains updated knowledge of parliamentary procedures.
• Assists in the on-boarding and orientation of new Board members and faculty and student committee members.
• Attends on and off-site meetings of the Board, its committees, and Board related events.
• Maintains Board files including Bylaws, Committee Charters, Board books, minutes of Board meetings, trustee data, compilation of Board-passed resolutions, and other key documents.

 

Assistant to Secretary of the Board Responsibilities

• Assists Secretary of the Board with Board working groups and other meeting preparation and with preparation of reports, proposals, briefings, and presentations, as needed.  

 

Other Duties

• Participates in special projects and performs other related duties as assigned.
• Active support for the College’s Principles of Community and Principles of Diversity in the performance of job duties.
• In order for the College to be able to respond to emergencies and support our community, it is the expectation of the College that in your role you will be prepared to pivot to support students and College operations as needed. The College reserves the right to ask you to perform duties outside your traditional roles to support the College as it responds to student and operational needs.  Scripps is a small liberal arts College and, therefore, all employees are prepared to support wherever needed. 

 

REQUIRED KNOWLEDGE, SKILLS, and ABILITIES: 

Individuals must possess knowledge, skills and abilities to successfully perform the essential functions of the position or be able to explain or demonstrate how the essential functions will be performed, with or without reasonable accommodation, using some other combination of skills and abilities.

 

• Ability to independently perform complex tasks and to prioritize multiple projects.
• Exceptional verbal and written communication skills including editorial and proofreading skills, strong command of the English language (grammar and spelling).
• Ability to represent both the Office of the President and the Office of the Board of Trustees with confidence, conviction, and professionalism.  
• Strong analytical and organizational skills with attention to detail.
• Ability to foster a collaborative and cooperative work environment.
• Ability to effectively manage multiple high-priority tasks on deadline.
• Exceptional interpersonal skills and the ability to interact effectively with a wide range of constituents, many of whom are community members of influence, including senior leadership, faculty, staff, trustees and donor constituencies.
• Ability to set a calm and professional tone.
• Willingness to be pro-active and take initiative when appropriate.
• Ability to work with highly confidential information.
• Exercises discretion and good judgment at all times.
• Willingness to see tasks to completion, sometimes necessitating working longer than normal hours or on weekends.
• Experience in, or willingness to learn, accounting and budgetary procedures.
• Excellent computer skills with proficiency/expertise in the Microsoft Office suite, including applications of Word, Excel, Access, PowerPoint, e-mail, and internet research.  
• Willingness to learn various learning management systems (e.g., Canvas, Sakai, BoardEffect).
• Professional appearance.  

 

QUALIFICATION STANDARDS:

EDUCATION & EXPERIENCE:

Bachelor's degree or any combination of education, training or experience that provides the required knowledge, skills, and ability.

 

Previous experience as an administrative assistant or specialist/coordinator is preferred.  Experience in higher education administration is preferred.

 

While the College values in-person instruction and interaction as one of its hallmarks of a residential liberal arts education, Scripps College recognizes that certain positions may be able to complete some work remotely. This position has been identified as one that can complete some duties remotely. A telecommuting schedule is provided at the discretion of the divisional Vice President and will be determined at the time of hire. The College reserves the right to modify the telecommuting policy at any time and adjust an employee’s telecommuting schedule based on the needs of the College and/or employee performance.

 

LICENSES / CERTIFICATES:  

Must have the ability to safely drive as needed; the candidate’s DMV record must meet the College’s automobile liability insurance company's requirements.

 

OTHER:

HOURS & CLASSIFICATION AND STATUS:

This is a regular, full-time, benefits-eligible, exempt position.

The regular hours for this full-time position are 8:00 a.m. to 5:00 p.m., Monday-Friday.

Hours may vary and include nights and weekends based on the needs of the College or Department.  Must be able to attend all Board and committee meetings.

         

SUPERVISORY RESPONSIBILITY:  

May supervise student employees.

Work Environment

The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of the job.  Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.  The noise level in the work environment is quiet to moderate.  

 

Physical and Mental Requirements

Ability to maintain a good concentration level while dealing with interruptions; attention to details with emphasis on accuracy; capable of giving, receiving, and analyzing information, formulating work plans, and articulating goals and action plans.  

 

Sitting in a normal seated position for extended periods of time.  Reaching and extending hand(s) or arm(s) in any direction.  Finger dexterity required to manipulate objects with fingers rather than the whole hand(s), or arm(s), for example, using a keyboard.  Communication skills using the spoken word. Ability to see within normal parameters.  Ability to hear within normal parameters.  Ability to bend and stoop, for example, to file.  Ability to move about.  Ability to lift and carry short distances up to 20 lbs., for example to lift or move office supplies, files, books, and packages.

 

At-Will Employment

Regular employment at the College is for no specified period of time; conditions and status of employment (hours, pay, title, duties, etc.) are subject to change at any time.  Scripps College is an At-Will employer.  Employees, and likewise the College, are free to end the employment relationship at any time, for any reason, with or without notice or cause, unless otherwise prohibited by law.

 

With the goal of providing the safest campus possible for our community, the College is requiring faculty and staff to have their COVID-19 vaccines up to date within two weeks of hire date or within two weeks of when employee becomes eligible to receive a booster, whichever is later. The College considers a vaccine to be up to date if (i) the individual has previously received two doses of the Pfizer or Moderna vaccine and receives either a third dose of one of those vaccines or one dose of the Johnson & Johnson vaccine or (ii) the individual has previously received one dose the Johnson & Johnson vaccine and receives either a second dose of the Johnson & Johnson vaccine or one dose of the Pfizer or Moderna vaccine. Exemptions for documented medical reasons or a sincerely held religious belief may be requested.