The JHM Board Secretary is responsible for the management of the JHM Board of Trustees. This position supports the SOM Chief of Staff and by serving as the day-to-day point of contact for the board staff, board members and officers; coordinating activities and communications, overseeing events, managing the staff, and supporting the JHM Deputy General Counsel for board legal matters.
In collaboration with the JHM Deputy General Counsel and SOM Chief of Staff, manages the agenda, scheduling and planning for JHM Board meetings, JHM Executive Committee meetings, JHM Nominating Committee meetings, Board Team planning meetings and other trustee activities and events. The Board Secretary will attend and staff all meetings.
Supports the JHM Deputy General Counsel and SOM Chief of Staff in developing and coordinating new member orientation and other related development programs for board members. Serves as a close liaison and maintains communication with the JHU and JHH/JHHS Board Secretaries, Office of the JHU President, the Chairman of the JHM Board and other trustees. Liaise with JHM leadership, faculty, staff, and external entities related to the work of the JHM Board Office.
Prepares update newsletters and other board education materials for Board meetings in partnership with the SOM Chief of Staff as well as the Director of Speechwriting and the Marketing and Communications team. Prepares agendas, correspondence, and other materials for the Board Team for approval.
Coordinates timely and accurate uploading of materials for the Board of Trustees electronic portals (Diligent Client) in advance of all meetings.
Responds respectfully and promptly to Board of Trustee VIP medical appointments and other requests.
Manages the work of administrative staff who will schedule and provide logistical support for meetings and events including making room reservations, setting-up meeting rooms, producing invitations, tracking attendance, coordinating teleconference and/or audio-visual services, coordinating catering, providing parking vouchers, collecting speaker bios, sending post-meeting surveys, and other related tasks.
Maintains JHM membership profiles, board directory information and lists of board and committee members, and coordinates website updates relating to memberships. Advises the Board Team on succession planning for retiring trustees.
Works on special projects as designated by the SOM Chief of Staff.
Assigns work to the Assistant Secretary of the Board such as meeting minutes and other activities related to record maintenance.
Assigns work to the administrative staff who support the Office of the Dean, reporting to the SOM Chief of Staff, for event planning and board management purposes.
Oversee development and monitoring of budgets for Office of the Dean operational activities and events and JHM board meetings.
Provides management of financial transactions and administrative processes to ensure accounts are current.
Must be able to use and understand JHM, JHHS and JHU forms, signature authority policies, requisitions, purchase orders, etc.
Oversees the planning for Office of the Dean/CEO events to include the annual leadership retreat, new professor's dinner, Dean's distinguished lecture series, VIP visits, new directors welcome reception, retirements, holidays and other events as needed.
Working with the Director of Speechwriting and the SOM Chief of Staff, drafts communications, letters, reports, and reviews.
Reviews development/fundraising communications for grammatical errors and approves for signatures or printing.
Bachelor's degree required.
Minimum 10 (ten) years of progressively responsible administrative and/or financial experience including at least 3 years of supervision experience.
Knowledge, skills, and abilities required:
Self-motivated, focused, positive attitude, flexible, professional and proactive.
Ability to multi-task and work in a complex, fast-paced, demanding environment.
Strong organizational skills and attention to detail.
Available to respond to requests from leadership and trustees outside of regular working hours.
Ability to anticipate issues and needs.
Ability to handle highly confidential and sensitive matters in an appropriate manner.
Ability to deal with high-level executives.
Ability to collaborate with people at all levels.
Ability to develop, organize, and implement office procedures and systems.
Ability to make decisions and maintain confidentiality.
Ability to initiate and complete projects with minimal supervision.
Johns Hopkins University remains committed to its founding principle, that education for all students should be grounded in exploration and discovery. Hopkins students are challenged not just to learn but also to advance learning itself. Critical thinking, problem solving, creativity, and entrepreneurship are all encouraged and nourished in this unique educational environment. After more than 130... years, Johns Hopkins remains a world leader in both teaching and research. Faculty members and their research colleagues at the university's Applied Physics Laboratory have each year since 1979 won Johns Hopkins more federal research and development funding than any other university. The university has nine academic divisions and campuses throughout the Baltimore-Washington area. The Krieger School of Arts and Sciences, the Whiting School of Engineering, the School of Education and the Carey Business School are based at the Homewood campus in northern Baltimore. The schools of Medicine, Public Health, and Nursing share a campus in east Baltimore with The Johns Hopkins Hospital. The Peabody Institute, a leading professional school of music, is located on Mount Vernon Place in downtown Baltimore. The Paul H. Nitze School of Advanced International Studies is located in Washington's Dupont Circle area.