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Senior Administrative Assistant II - Board Relations |
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| Working Title |
Senior
Administrative Assistant II - Board Relations |
| WHOI Position: |
Senior Administrative Assistant II |
| Date: |
06/05 |
| Position
Code: |
5605 |
| EEO
Code: |
442 |
Job Summary
Reporting to the
Director of Board Relations and working with a constituency of over 200
Trustees, Corporation Members, and Honorary Trustees and Corporation
Members, serves as a primary source of authoritative information
concerning the initiatives, policies, and activities of the Board
Relations Office . Professionally plans and manages complex projects of
a one-time or on-going nature which involve activities between the
Institution and the Board of Trustees and Corporation. Works
independently with internal and external groups at many levels to
ensure high quality and timely results. Establishes and communicates
time lines for initiatives and important on-going activities,
anticipates needs, and modifies tasks as necessary. May help to staff
various Board committees.
Major Duties
- In conjunction
with the Director of Board Relations, assists with the planning,
management, and coordination of all five annual meetings of the Board
of Trustees and the Corporation, and other related committee and
non-committee activities and meetings; ensures legal notice of meetings
as provided in the Corporation bylaws, and is responsible for assembly
and mailing of official meeting materials and business information
prior to the meetings and for distribution during the meetings.
- Initiates
correspondence with and serves as primary point of contact for
Trustees, Corporation Members, and scientific and technical staff
participants in the Science Partnership Program. Helps determine
match-ups, then independently arranges meetings, distributes
biographical information, and facilitates introductions. Monitors
pairings and suggests adjustments as necessary.
- Initiates
correspondence with and serves as primary point of contact for Trustees
and Corporation Members for periodic updates and annual reprinting of
Board and Corporation Handbook, which includes organizational
information, corporation bylaws, Board committee lists, and Trustee and
Member biographical and contact information. Works directly with
Graphics Department personnel to oversee printing design and schedule,
and is responsible for distribution to Trustees and Members.
- Solely
responsible for accuracy of information on Board and Corporation
Website, including immediate entry of updated biographical and contact
information for Trustees and Members as received throughout the year.
Works directly with the Web Communications Groups to ensure timely
posting of Board and Corporation meeting agendas and minutes.
- Prepares comprehensive and official minutes for all five annual meetings of the Board of Trustees and the Corporation.
- Serves
as co-administrator of Board and Corporation online forum for
discussion of issues under consideration by Trustees and Members.
Serves as primary point of contact for assistance in accessing the
forum and posting and responding to messages. Monitors forum for
questions, concerns, comments, and suggestions requiring action by the
Board Relations Office .
- Assists
in preparation of and regularly monitors Board and Corporation annual
budgets; independently investigates and then alerts Director of Board
Relations to anomalies and irregularities in charges and expenses.
- Processes
all correspondence with Trustees and Corporation Members, and ensures
accuracy of REWIN database information relating to Trustees and
Corporation Members; maintains list of current email addresses
(requiring frequent updates) for fast response information needs such
as last moment notice of impending print or broadcast pieces featuring
Institution personnel.
- Manages
and coordinates research on prospective Board and Corporation
candidates, and formulates background information for the Board
Nominating Committee; attends 4-6 annual meetings of the Nominating
Committee and is responsible for preparation of accurate and
comprehensive meeting minutes, including listing of action items for
Committee members and for staff.
- Prepares
biographical information on all new Trustees and Corporation Members
for inclusion in the Nominating Committee Report at the time of annual
elections to the Board and Corporation.
- Assists
with responses to Trustee and Member inquiries and needs, with ongoing
stewardship strategies and activities, and with outreach activities;
serves as primary contact and authoritative source of information for
Trustees and Members in the absence of the Director of Board Relations.
- Performs other duties as the supervisor may, from time to time, deem necessary.
Compensable Factors
Collaboration:Effectively working with and providing service to internal and external constituents; shares information and solicits input; forges consensus to reach goals; generates trust and confidence. - Group Problem Solving:
Presents solutions to immediate and long-term problems. - Producing Results with Others:
Solicits opinions and forges compromises. - Gaining Organizational Support:
Reviews ideas and drafts work products with appropriate parties.
Communication:The ability to effectively interact with others, to develop factual and logical presentation of one’s ideas and opinions, and to display effective listening skills. Recognizes and effectively responds to verbal and non-verbal cues. Generates trust and establishes rapport. Communicates clearly in written and oral forms. Is adaptive to listener/audience styles. - Verbal and Written Skills:
Communicates independently internally and externally; is proficient in terminology of the field being supported; has developed a high level of interpersonal skills. - Listening and Understanding:
Identifies common themes and draws appropriate conclusions; utilizes active listening skills (paraphrasing and reiteration). - Conflict Resolution:
Demonstrates a high degree of confidentiality and discretion; attempts to resolve conflicts independently (or with an outside resource as appropriate) within work group. - Educating Others:
Identifies training needs and recommends solutions.
Influencing and Leading: The practice of providing a strong sense of purpose and mission for the work. Develops a structure and work process that promotes high levels of success. Guides and coaches others to learn to think through alternatives; serving as an example to others by setting high expectations. Develops and mentors others. - Managing, Mentoring, and Coaching:
Has formal supervisory and coaching responsibility in work group; may act as a mentor for junior staff. - Standards and Goal Setting:
Establishes and monitors timelines or short-term goals. - Influencing Others:
Provides guidance in routine tasks.
Critical Thinking and Problem Solving: The identification and resolution of problems through research, analysis and testing alternative approaches and solutions. The use of innovative and creative actions and ideas to improve processes and services. Ability to break down projects and issues into manageable parts. - Defining Problems and Implementing Solutions:
Effectively employs triage and trouble shooting techniques to resolve situations. - Innovation and Continuous Improvement:
Adapts approaches to existing processes and procedures to improve the work of the group.
Knowledge, Skills and Expertise: Required knowledge and skills acquired from educations, experience, and specialized training; depth and breadth of knowledge and skills; understanding of organization structure as well as competitive environment; demonstrates practical applications and good judgment. Level of professional and technical certification required. - Acquiring and Developing Knowledge, Skills and Expertise:
Seeks external opportunities for professional development and training and applies to current work. Increases knowledge of extra-Institutional environment. - Depth and Breadth of Knowledge:
Has in-depth knowledge and expertise of practices, procedures, software, and technologies in the field.
Responsibility and Accountability: The degree to which one is responsible for one’s own work, the work of others, and/or delivering services to the WHOI community. The impact of a position’s end results on the local unit or organization as a whole and those it serves. Degree of autonomy in decision making required for success. Level of review generally given to work plans and products. Scope of work, unit or organization. - Scope and Impact of Position:
Actions and decisions typically have an impact on the success of the work group or program. - Level of Supervision/Independence:
Has latitude to contact high level outside people; authority and accountability for own actions; may direct work of junior staff. - Initiative:
Anticipates and prepares for problems or special opportunities and communicates accordingly.
Characteristic Duties
Please
note: These details are intended to indicate the kinds of
tasks and levels of work difficulty that will be required
of positions that will be given this title and shall not
be construed as declaring what the specific duties and responsibilities
of any particular position shall be. The use of a
particular expression or illustration describing duties
shall not be held to exclude other duties not mentioned
that are of similar kind or level of difficulty.
- Is
capable of performing most or all of the tasks of a
Sr. Administrative Assistant I.
- Verifies
fund availability when reviewing time cards.
- Handles
or refers complex or difficult incoming traffic.
- Compiles
complex appointment and promotion files.
- Types
and formats documents. Demonstrates expert word
processing skills (i.e., expert level MOUS Word certification).
- Uses
software pertinent to position at an Expert level; certification
as appropriate (i.e., MOUS Expert or Adobe Certified
Expert).
- Approves
processing of institution forms.
- Arranges
group travel arrangements. Coordinates large meetings
and conferences.
- Monitors
supplies of office machines; assists others with on-line
purchases.
- Interacts
with facilities personnel for completion of work orders.
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- Selects
and purchases appropriate office equipment for unit.
- Gathers
and assembles materials for grant, contract, and/or
operating/capital budget preparation. Advises
responsible person of budget needs and requirements.
- Uses
multiple tools to work with information.
- Uses
advanced pattern recognition (context clues) and or
knowledge of subject area in advanced proofreading.
- Is
an authoritative source regarding complex unit, Institution,
government agencies and/or relevant professional organizations
policies and procedures
- Researches,
compiles information and makes a presentation to the
unit or to a group such as IEG with regard to one’s
field of expertise; drafts correspondence to outside
agencies, donors, applicants, etc.
- Responsible
for training and/or teaching junior or new staff.
- Comments
on performance of junior people; participates in recruitment
process of junior staff.
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Last updated: February 25, 2013 |
