Overview

Job Location:
Winston Salem, NC

Application Instructions:

External Applicants: Please upload your resume on the Apply screen. Your application will automatically populate your resume details, and you may verify and update data on the My Information page.

 

Please add your cover letter and any other documents required for the position to the Resume/CV document upload section at the bottom of the My Experience application page. Use the Select Files button to add multiple documents including your cover letter and supporting documents. The My Experience page is the only opportunity to add your cover letter and supporting document attachments. You will not be able to modify your application after you submit it.

 

Current  Employees: Apply from your existing Workday account. Do not apply from the website. Log in to Workday. Click on the Jobs Hub and select Browse Jobs. Locate the position and click Apply. Update your Education and Job History. 

** Cover letter required for all positions and optional for facilities, campus services, and hospitality positions unless otherwise specified.

Job Description Summary

This position provides administrative and project support for the Office of the Secretary of the Board which supports the operational activities of governing boards of the University, primarily Wake Forest University Board of Trustees, Wake Forest University Health Sciences, and certain affiliates. This position coordinates the daily activities and serves as the principal administrative contact for the Office of the Secretary of the Board and its staff. This position reports directly to the Secretary of the Board of Trustees.

Job Description

Essential Functions:

  • Coordinates, schedules and assists with preparation for and execution of a large number of in-person and virtual board and committee meetings, briefings, orientation and special and ad hoc committee meetings, and board related events other than meetings.  

  • Coordinates all logistical aspects of meeting production with appropriate internal and external partners, including events staff, administrators, staff members, IT staff and other personnel. 

  • Provides on-site welcome, coordinates registration, provides logistical and other assistance for attendees and staff for board and committee meetings and events.

  • Prepares detailed briefing materials for meetings; provides pertinent facts, data, and other background information for meetings, reports, inquiries, agendas and presentations.

  • Assists with preparation, assembly, and distribution of electronic and printed materials to boards’ members and administrators (including communications during non-business hours if needed).

  • Updates databases of personal and contact information regarding Trustees, Directors, Administrators and other board-related personnel and coordinates annual informational requests. 

  • Updates Trustees’ and Directors’ online and printed directories, biographies, photos, website and other informational materials for posting/publication.

  • Assists with management of database/case management software (TimeMatters), online electronic board portal (Diligent Boards) and event management software (CVENT).

  • Reviews board-related reimbursement requests and expenses, coordinates processing and submission of invoices in Workday with University Events staff, tracks meeting and annual board-related expenses.

  • Provides assistance as needed for various non-board University-wide events involving board members, such as Convocations, Commencement, sports events, etc.

General Administrative Functions:

  • Provides primary administrative support for the Office of the Secretary of the Board of Trustees. 

  • Oversees and coordinates daily activities; ensures productive and efficient office operation.

  • Prioritizes and schedules appointments, meetings and other events; coordinates multiple calendars to accommodate needs; and coordinates complex schedules.

  • Serves as primary point of contact for phone, email and mail communications, scheduling requests, and coordination of calendars.

  • Tracks individual and office workflow, processes and deadlines to ensure timely completion of work.  

  • Drafts memoranda, letters, emails and other communications.

  • Coordinates board member supplies, regalia, gifts, and recognition items.

  • Processes daily mail; and bulk mailings, as requested.

  • Makes travel arrangements as requested.

  • Arranges for storage, pick up, and retrieval of files and maintains up-to-date list of files in storage.

  • Other general administrative tasks as necessary.

Required Education, Knowledge, Skills, Abilities:

  • Bachelor’s degree from a state or nationally accredited four-year institution of higher education; plus a minimum of three years related office experience, or an equivalent combination of education and experience. Experience in higher education, organizational governance or corporate environment preferred.

  • Strong interpersonal and communication skills and the ability to work effectively and develop relationships with a wide range of constituencies in a diverse community.

  • Ability to understand and maintain strict confidentiality of information.

  • Excellent verbal and written communication (superior grammar, composition, editing and proofreading) skills; strong interpersonal skills; professional demeanor; exceptional attention to detail.

  • High degree of self-motivation and ability to thrive in a complex and dynamic environment.  Ability to anticipate office needs, plan ahead, and proactively meet needs in a timely manner. 

  • Strong organizational skills; demonstrated ability to organize and track workflow, prioritize, coordinate, and manage multiple activities, schedules, and projects (both own and supervisors’) in a timely manner, and follow up on projects and tasks through successful completion.

  • Highly proficient in Microsoft Word, Outlook, Excel, and PowerPoint; Google Suite, Adobe Acrobat, Windows, the Internet, Zoom, Webex and other relevant software; knowledge of Time Matters, Diligent Boards, CVENT and Workday software preferred. Ability to adjust to new and changing computer systems and to operate standard office equipment and to update skills on a continual basis.

  • Ability and willingness to work (infrequently) evenings and weekends as required; expected to periodically monitor contact from supervisors during non-working hours. Work requires contact with University staff, faculty, governing board members and others. Ability to interact effectively with a variety of professionals, both internally and externally on time-sensitive and confidential matters.

  • Ability to work independently and with minimal instruction, and to exercise appropriate judgment and discretion.

  • Excellent computer and data entry skills with accuracy and attention to detail; general knowledge of office procedures and techniques.

  • Ability to travel as required; possess valid driver’s license with good driving record; must be insurable.

Preferred Education, Knowledge, Skills, Abilities:

  • College degree.

  • Experience in higher education, organizational governance, or in-house counsel.

Accountabilities:

Responsible for own work only.

Note:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by the employee’s supervisor.

Additional Job Description

To help provide a safe learning and living community, Wake Forest University conducts background investigations and drug screens for all final candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce and encourages qualified candidates across all group demographics to apply.

Time Type Requirement

Full time

Note to Applicant:

This position profile identifies the key responsibilities and expectations for performance. It cannot encompass all specific job tasks that an employee may be required to perform. Employees are required to follow any other job-related instructions and perform job-related duties as may be reasonably assigned by his/her supervisor.

In order to provide a safe and productive learning and living community, Wake Forest University conducts background investigations and drug screens for all final staff candidates being considered for employment.

Wake Forest seeks to recruit and retain a diverse workforce while promoting an inclusive work environment committed to excellence in the spirit of Pro Humanitate. In adherence with applicable laws and as provided by University policies, the University prohibits discrimination in its employment practices on the basis of race, color, religion, national origin, sex, age, sexual orientation, gender identity and expression, genetic information, disability and veteran status and encourages qualified candidates across all group demographics to apply.