Associate Director, Office of the Board of Trustees

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JOB DESCRIPTION AND POSITION REQUIREMENTS:

The Penn State Board of Trustees is seeking an Associate Director. The Office of the Board of Trustees functions as the executive level of University governance. In addition to lead oversight and responsibility for the day-to-day operation of the office, this position works in concert with the Assistant Vice President/University Secretary, University executives, and senior staff in the coordination of all activities, meetings, agenda preparation and filing of Trustee certifications and questionnaires in compliance with legal requirements and University policy.

Primary responsibilities include:

• Lead oversight and responsibility for the day-to-day operation of the office, including supervision of student workers.

• Lead and facilitate all aspects of meeting planning and preparation for 5-6 Board of Trustees’ meetings, off-cycle meetings, conference sessions and briefings. 

  • Oversee the set-up and logistics associated with these meetings including Hospitality Services, University Police or outside security professionals, IT Executive Support, other PSU departments or administrative leads and executives.

  • Compile and gather detailed information for the official agenda and schedule for Board Meetings.

  • Providing oversight, coordination, and guidance and direction to both internal and external partners.

  • Providing administrative support (minutes, attendance, meeting scheduling) for the Board’s Standing Committees and Subcommittees.

• Lead responsibility for the planning and execution of the Board of Trustees Distinguished Alumni reception and dinner event.

• Lead responsibility for the Election of Trustees by the Alumni to include oversight on all aspects of the election.

  • Responsible for development, monitoring and troubleshooting of the process with adherence to University governance standards. Preparations are complex and involve engagement with third-party voting service provider, Purchasing and Procurement Services, and the Penn State Alumni Association.

  • Oversee the on-site election tally to calculate, review and validate results. Analyze data and compile for follow-up reports and data, as needed; and interface with Strategic Communications on various aspects of the process including planning and executing candidate forum, press releases and answering media requests for information.

• Primary responsibility for the Board’s Information Portal (currently Diligent), the on-line layered-security platform for dissemination of information to trustees, senior administration, and constituent populations.

  • Provide guidance and leadership to various University offices to ensure functionality and postings in the portal are using appropriate nomenclature, standards, and consistent applications.

  • Assist with onboarding of all users to the portal.

  • Liaison and lead efforts with needed contract amendments or modifications, as appropriate.

  • Creating books and posting all documents to Diligent.

• Development of content and maintenance of the Board’s website.

• Oversight of the Office of the Board of Trustees budget, including producing Board meeting expense reports for public disclosure.

• Lead and direct efforts with regard to various certification requirements for Trustees, such as those required externally by the Department of Defense, Federal Communications Commission, International Traffic in Arms Regulations, as well as internally-required adherences as prescribed in governance documents

Functions are predominantly independent, with lead responsibility in compilation and gathering of detailed and critical information, both action and informational, for the official agenda of the Board, and lead responsibility for the complex scheduling efforts associated with a 38-member board, seven standing committees, and various executives and administrators. This position has exposure to highly confidential, privileged and sensitive information, and is often one of only several staff, in addition to upper-level executives, permitted access to confidential documents and discussions.

The Pennsylvania State University is committed to and accountable for advancing diversity, equity, inclusion, and sustainability in all of its forms. We embrace individual uniqueness, foster a culture of inclusion that supports both broad and specific diversity initiatives, leverage the educational and institutional benefits of diversity in society and nature, and engage all individuals to help them thrive. We value inclusion as a core strength and an essential element of our public service mission.

CAMPUS SECURITY CRIME STATISTICS:

Pursuant to the Jeanne Clery Disclosure of Campus Security Policy and Campus Crime Statistics Act and the Pennsylvania Act of 1988, Penn State publishes a combined Annual Security and Annual Fire Safety Report (ASR). The ASR includes crime statistics and institutional policies concerning campus security, such as those concerning alcohol and drug use, crime prevention, the reporting of crimes, sexual assault, and other matters. The ASR is available for review here .

Employment with the University will require successful completion of background check(s) in accordance with University policies. 

EEO IS THE LAW

Penn State is an equal opportunity, affirmative action employer, and is committed to providing employment opportunities to all qualified applicants without regard to race, color, religion, age, sex, sexual orientation, gender identity, national origin, disability or protected veteran status. If you are unable to use our online application process due to an impairment or disability, please contact 814-865-1473.

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