POSITION IDENTIFICATION
TITLE Secretary to the Board of Governors
CLASSIFICATION NUMBER 1033
GRADE Unclassified
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR Board of Governors and the President of the University
GENERAL FUNCTION
The Secretary to the Board of Governors works directly for and with the Board of Governors performing operational and administrative details and functions that require a thorough knowledge of University policies, procedures, and operations and an understanding of the University’s role within the community. The Secretary to the Board of Governors has frequent contact with members of the Board of Governors and recurring contact with senior administrators and executives, public and private officials, and the media. The Secretary to the Board of Governors coordinates activities with major subordinate administrative units of the University. The Secretary to the Board of Governors exercises initiative and independent judgment in the management of all Board documents and the dissemination of information.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A Bachelor’s degree, preferably in a business-related field, is required.
Experience: At least five years of increasingly responsible secretarial or administrative experience is required, preferably including interaction with board members.
Skills: Excellent verbal and written communication skills are required. Computer literacy is required. Excellent organizational skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures and backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Facilitates the effective planning and organization of Board of Governor’s meetings by assuming responsibility for the development and timely availability of agendas for the Board of Governors’ meetings.
2. Creates the Board of Governors’ agenda by collecting documentation, compiling the Board agenda, and posting the agendas and supporting documentation on the web and Board portal.
3. Provides legal notice of all meetings of the Board of Governors and its committees, fully supporting the University’s public transparency requirements and the Missouri Sunshine Law.
4. Serves as event coordinator for Board meetings held on the Springfield campus as well as outside Springfield.
5. Serves as a liaison between the Board of Governors and University President as well as appropriate administrators, public and private officials, various boards, and the various publics served by the University.
6. Serves as Secretary of the Board of the Missouri State University Development Corporation.
7. Safeguards the confidentiality of the Board by exercising discretion in communicating information and in handling agendas, records, files, and similar confidential items.
8. Assists the President in oversight functions of Board documentation by reviewing and monitoring correspondence.
9. Coordinates with the appropriate administrators and administrative assistants to post agendas for Board of Governors’ committee meetings.
10. Facilitates efficient and cost-effective official travel for Board members by making travel arrangements and preparing associated approval forms and expense reports travelers.
11. Provides information for reports and records through research, data retrieval, compiling and/or tabulating statistics, and organizing and presenting the information in useable and understandable formats.
12. Prepares correspondence for distribution or approval and signature, checking the documents for completeness and accuracy.
13. Facilitates Board of Governor orientation events for new members and assures mobile access to meetings and agendas.
14. Oversees the Board of Governors’ budget by maintaining budget records, reconciling and verifying vouchers and receipts for accuracy, producing financial reports and summaries, approving expenditures, and completing budget transfers.
15. Serves as notary for the Board of Governors.
16. Performs records management including determining retention and purging schedules.
17. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
18. Remains competent and current through self-directed professional reading, developing professional relationships with colleagues, attending professional development seminars, and attending training and/or courses as required by the Board of Governors and the President.
19. Contributes to the overall success of the University by performing other essential duties and responsibilities as assigned.
SUPERVISION
The Secretary to the Board of Governors is supervised by the Board of Governors and the President.
OFFICE OF HUMAN RESOURCES
REVISED JUNE 2019