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.

• 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.

• 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.

• 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.

• 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. 

• 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.

• 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.

• 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.