University of Rochester
: Administration Block, Nakuru, Kenya
Date : 2023-04-05
Opening Full Time 40 hours Grade 098 Office of the SecretaryResponsibilities Secretary to the Board of Trustees About The OpportunityThe Secretary to the Board of Trustees supports University of Rochester governance by planning, coordinating, and facilitating the work of its Board of Trustees and 11 board committees. In this role, the secretary is an officer of the University and serves as a key liaison between the University administration and the trustees, ensuring board activities reflect institutional priorities and comply with University by-laws and fiduciary responsibilities. The secretary works closely with the University president, the board leadership and its committee chairs, and senior administrators to provide objective guidance on board policy, process, and strategy. The secretary also maintains the University by-laws and a complete record of board meeting materials to preserve institutional memory. This position also works on other special projects as needed.This position reports directly to the University president, serves the University president, board chair and vice-chair, and is a member of the University’s senior leadership team. Governance oversight and administrative support
- Maintains a high-level view of the University and board’s fiduciary and stewardship responsibilities to guide governance practices.
- Coordinates board activities and ensures they align with institutional priorities and University by-laws.
- Serves as the principal organizing liaison between the University leadership and board. Facilitates effective communication between the University leadership and board and ensures they have the information needed to work productively.
- Coordinates and supports the work of the board, its Executive Committee, and its Nominations and Board Practices Committee. This includes preparing meeting agendas and materials, identifying and documenting specific issues for discussion or vote, drafting talking points and remarks, planning meeting logistics, facilitating meetings, drafting and distributing meeting minutes, following up on action items, conducting post-meeting surveys, etc.
- Coordinates with the administrative liaisons of the 11 board committees and their committee chairs to ensure their work aligns with board and University needs.
- Reviews and recommends new or revised policies and procedures to enhance effective governance.
- Researches and responds to ad hoc inquiries from trustees or others from the University community.
- Interprets University by-laws and provides objective guidance in consultation with legal counsel when appropriate.
- Maintains the University by-laws and all amendments.
- Coordinates board and committee membership. This includes coordinating the process of identifying prospective members; engaging with the board on the appointment process; designing and participating in new trustee orientation; managing trustee transitions on and off the board and its committees; etc.
- Maintains current and past trustee information.
- Manages the operating budget for the board and ensures board expenditures align with University policies.
- Manages and maintains all current board-related documentation in an online system. Works with the University archivist to archive and maintain historical board information and documentation.
- In partnership with the Vice President and General Counsel, assists in managing potential conflicts of interest involving trustees.
- Ensures the board and its committees meet recurring responsibilities imposed by law or University policy.
- Establishes and maintains positive working relationships and interactions with trustees.
- Maintains confidentiality of any sensitive information that may be discussed or shared within or outside of board meetings.
- Coordinates communications to or from the board or individual trustees in their role as trustees. This includes communications that may be related to potentially sensitive matters.
- Works closely with the Office of Advancement to maintain and support trustee relationships.
- Plans and implements special board and committee events and projects. A current example includes participating in the University’s reaccreditation workgroup and liaising with the board to coordinate its engagement.
- Oversees planning for the University’s annual commencement ceremony. This includes ensuring the overall program, aesthetic, speakers, honorary degree recipients, and logistics represent the significance of the occasion and the hallmark of the University’s identity.
- Engages and/or prepares a broad range of board related communications such as tributes for recently deceased trustees, introductions to newly elected trustees, administrative changes, and other updates.
- As a member of the University’s senior leadership team, actively participates in institutional strategic planning, policy development, process improvements, and problem resolution.
- Partially supervises two employees who support board administrative and event activities.
- Master’s or professional degree, preferably in a related discipline (e.g., law, public policy, or business)
- Minimum of 7 years of progressively responsible leadership experience in higher education or a related functional area; or equivalent combination of education and experience.
- Exceptional verbal, written, and interpersonal skills. This includes a demonstrated ability to write clear, concise correspondence, meeting minutes, memoranda, and reports, and the ability to communicate effectively in front of a group and with individuals.
- Exceptional organizational skills and a keen attention to detail
- Strong relationship-building and exceptional diplomatic skills
- Ability to interact effectively with individuals at all levels within an organization and to be mindful of the interests, opinions, and perspectives of others
- Demonstrated ability to maintain the highest levels of confidentiality and discretion when dealing with sensitive information
- Demonstrated ability to convey a high level of professionalism, collegiality, and respect for others at all levels
- Previous experience facilitating and working with institutional governance.
- Knowledge of Robert’s Rules of Order and how to apply them to meetings.
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