Governance Administrator

Job Description

Salary:

Position Summary

This position plays a critical role in supporting the effectiveness of the Governance Team by supporting the development and delivery of work for the Board of Directors (BOD), Board committees, and other governance groups. This position supports the work of the BOD, executive leadership, and internal and external stakeholders to ensure the highest standards of board governance.

Essential Duties and Responsibilities

The essential functions include, but are not limited to, the following:

Collaborates, coordinates, schedules, and actively participates in governance-related meetings, including the President Call (PC), Stakeholder Advisory Group (SAG), Governance Committee (GC), working groups, and other internal and external board-related meetings. Prepares agenda materials, documents, and presentations; assists in drafting agenda books and the distribution of materials; attends meetings and transcribes meeting minutes and summaries as needed. Tracks action items for these meetings and ensures timely follow-up.

Ensures board governance volunteer records are accurate and complete and develops electronic workflows. Tracks formal governance documents, volunteer appointments, and Board service terms in Governance systems. Supports the nomination processes and supports applications and communications for ABEM-related appointments, subspecialties, exam committees, and taskforces by preparing materials, scheduling meetings, and tracking the completion of tasks.

Develops and writes discussion documents for the PC, SAG, and GC, correspondence, reports, surveys, analyses, procedures, and other documents as needed for all assigned projects. Conducts research in support of document

Supports cross-organizational projects and initiatives through preparing materials, scheduling meetings, and completing follow-up to help advance organizational strategic goals and objectives.

Support the onboarding and offboarding of Board and committee members, including the provision of orientation and training materials.

Provides comprehensive administrative support to the Board President, including managing meeting requests, coordinating liaison activities, maintaining the travel database, preparing materials for national meetings, and sharing logistics.

Participates in the development, implementation, and support of special projects as assigned by the Associate Executive Director, Organizational Services.

Manages gifts and recognition programs for BOD and its subboards including, but not limited to, incoming and outgoing member recognition, as well as BOD holiday gifts.

Manages annual Board documentation (e.g., Conflict of Interest, Confidentiality, Ethics) and Governance calendar and inbox, responds to inquiries, and follows up on messages.

Reconciles a high volume of credit card transactions for the Organizational

Utilizes project management software and database tools to track project development plans and progress and ensures goals are Communicates and tracks follow-up items from meetings and calls.

Staffs the certification examination administrations and additional meetings as

Performs other duties as required or assigned.

Minimum Qualifications (Knowledge, Skills, and Abilities)

Bachelors degree or the equivalent in experience and education

Three to five years of experience in office administration or governance support.

Knowledge and/or experience working with associations, non-profits, and/or board

Advanced level of proficiency in Microsoft Office Suite applications, project management software, video conferencing software, as well as Adobe Acrobat.

Strong interpersonal skills and the ability to communicate, collaborate, and build effective relationships at all levels within the organization as well as with diverse individuals and outside

Strong oral and written communication skills.

Strong problem-solving, analytical, and critical thinking skills and the ability to exercise sound judgment and make decisions based on accurate and timely analysis.

Must maintain a high level of professionalism and confidentiality about sensitive matters and all organizational information.

Self-directed, organized, and the ability to manage multiple priorities with a strong attention to

Knowledge of organizational policies and practices that ensure accountability and transparency in an organizations relationship with its stakeholders.

Ability to travel up to 5 percent of the time (three weeks or less per year).

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to perform the essential functions of this position successfully. Reasonable accommodation may be made to enable individuals with disabilities to perform these functions.

While performing the duties of this position, the employee is regularly required to talk or listen. The employee is frequently required to use hands or fingers, handle or feel objects, tools, or controls. The employee is occasionally required to stand, walk, sit, and reach with hands and arms. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is typically low to moderate.

*This document does not create an employment contract, implied or otherwise, other than an at-will relationship.

Full-time