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DIR, BOARD OPERATIONS
Job Title: DIR, BOARD OPERATIONS
Job Code: 2586
FLSA: E
Job Level: 15
Revised Date: 09/01/2022
Job Family: JF 28
Occupational Summary
The director of board operations performs a variety of administrative duties in support of the operations of the Office of the Secretary and the Board of Trustees. The director of board operations oversees trusteeship activities and works closely with the Secretary to the Board of Trustees and her/his staff on the management of the Boards of Visitors of the schools at Duke. The director of board operations provides concierge type service to trustees, emeriti trustees and VIP guests ofthe university, and coordinates logistics for all board meetings and events. In addition, the director of board operations oversees the annual young trustee selection process, oversees all board technology, and assists with the daily operations of the office and special projects. The work requires the ability to effectively multi- task and work independently and as part of a team, often under circumstances requiring discretion and confidentiality. This position is highly visible in representing Duke to avariety of constituencies including senior leadership, Board of Trustees, Boards of Visitors, distinguished visitors, and alumni. The position reports to the associate secretary to the Board of Trustees.
Work Performed
Database management and maintenance. Perform research on trustee prospects and maintain database. Maintain current trustee database. Track cultivation plans of trustee prospects. Coordinate activities related to new trustee onboarding and orientation, including updates to the new trustee manual. Maintain master schedule for trustee terms and milestones, including appointments, re-appointments, and check-ins. Initiate actions, as appropriate. Prepare updates and reports for the Governance Committee, as needed.
Coordinate board of visitors member nominations and chair appointments that require presidential attention. Coordinate attendance by President, Provost and Executive Vice President at boards of visitors meetings. Plan and schedule annual meetings related to the boards of visitors initiative and perform follow-up actions from those meetings. Maintain database with information onschool advisory boards. Collect meeting materials and distribute for review, as needed. Serve as a liaison and resource to colleagues who manage boards of visitors.
Coordinate all details and logistics for full board and executive committee meetings and events. Negotiate and execute contracts with outside vendors. Coordinate staff meetings of the Board of Trustees. Prepare resolutions and certificates for signature and distribute after meetings in a timely fashion. Format minutes and appendices after each meeting and submit to archives electronically. Prepare routine and other correspondence.
Direct and oversee all aspects of the annual young trustee selection process, including the formation of the nominating committees, staff both nominating committees, and ensures the process is successful and stays on schedule.
Oversee public Board of Trustees website and secure board website. Ensure content on websites are current. Provides technology training and assistance to trustees and others, as needed.
Serve as a concierge to trustees, emeriti trustees, and VIP guests of the university handling specific requests of a diverse nature. Serve as the point person and arrange visits for special guests of the president/university, including honorary degree recipients and other VIPs. Serve as staff support for searches and reviews of officers and senior administrators, as needed. Assist the associate secretary to the Board of Trustees with coordinating the work and activities of the board's standing committees. Assist with daily operations of the office including telephone coverage and appropriate handling/referral of calls and visitors, as needed.
Perform other related duties incidental to the work described herein.
Required Qualifications at this Level
Education/Training
Work requires analytical, communications and organizational skills generally acquired through completion of a bachelor's degree program.
Experience
Knowledge acquired through a minimum of five years of administrative experience of increasing variety and/or complexity. Also, experience in planning and executing special events is a must. Experience with boards is a plus.
Skills
The intent of this job description is to provide a representative and level of the types of duties and responsibilities that will be required of positions given this title and shall not be construed as a declaration of the total of the specific duties and responsibilities of any particular position. Employees may be directed to perform job-related tasks other than those specifically presented in this description.
Duke University is an Affirmative Action/Equal Opportunity Employer committed to providing employment opportunity without regard to an individual's age, color, disability, gender, gender expression, gender identity, genetic information, national origin, race, religion, sex, sexual orientation, or veteran status.
Duke aspires to create a community built on collaboration, innovation, creativity, and belonging. Our collective success depends on the robust exchange of ideas-an exchange that is best when the rich diversity of our perspectives, backgrounds, and experiences flourishes. To achieve this exchange, it is essential that all members of the community feel secure and welcome, that the contributions of all individuals are respected, and that all voices are heard. All members of our community have a responsibility to uphold these values.
Essential Physical Job Functions
Certain jobs at Duke University and Duke University Health System may include essential job functions that require specific physical and/or mental abilities. Additional information and provision for requests for reasonable accommodation will be provided by each hiring department.
