Governance Coordinator
Summary of Position
The Governance Coordinator provides administrative support to the organization’s board and executive leadership activities with an emphasis on the coordinating and supporting the activities of the AMIA Board of Directors and committees, as directed.
Based on the duties described below, this is a full-time, non-exempt (part-time, exempt position will be considered for highly qualified candidates) fully remote position. This position reports to the COO.
Dimensions
This position has no direct reports.
This position has no budget authority.
Nature and Scope
The Governance Coordinator is responsible for providing administrative and project management support.
Principle Accountabilities
• Organize and maintain scheduling for the Board of Directors, Executive Committee, and other Board-related meetings and activities including arranging and coordinating appointments, meetings, and functions determining the priority and preparing and providing appropriate documentation.
• Schedule meetings, develop agendas, write meeting minutes, prepare and distribute board books, and track action items.
• Attend board and executive committee meetings and calls, as well as other related events, as directed. Write, seek approval, and distribute meeting minutes, and prepare and distribute other post-meeting documents and correspondence as necessary, including follow-up action, where required.
• Determine the priority of matters that require the Board attention, in accordance with the annual calendar of activities, as well as ad hoc issues and urgent matters as they arise.
• Provide a positive experience when interacting with members, colleagues, and other stakeholders; ensure timely and accurate responses. Connect constituencies as reasonable from internal and external stakeholders.
• Anticipate the needs of the Board and the organization to help ensure that governance activities office run efficiently and smoothly and that our members are well-served.
• Ensure accuracy of Board and committee rosters, on paper and across all platforms (Connect, AMS, Website).
• Create and maintain historical records.
• Provide administrative support for committees, as directed.
• Assist the CEO and COO in managing projects and initiatives, as directed.
• Provide backup support for the Communities platform (membership collaboration tool).
Essential Functions
• Must be able to coordinate activities across multiple calendars.
• Must be able to draft and follow SOPs for recurring activities.
• Must be able to proactively follow up on outstanding items.
• Must be able to respond to inquiries about the status of activities and deliverables.
• Must be able to research and investigate information necessary to the performance of duties.
• Must be able to utilize the organization Board communication platform (Connect) and email.
Team and Company-Wide Responsibilities
• Communicate deadlines with lead-time for the team
• Contribute to cooperative, healthy, team spirit
• Communicate individual and team issues in a positive way
• Proactively provide data and useful resources to staff
• Deliver a high level of customer service for internal as well as external customers
Ideal Behaviors
• Ability to work effectively in a member-focused, team-oriented environment
• Ability to build, motivate and maintain an effective project team to accomplish project goals
• Ability to manage and collaborate with internal staff
• Ability to analyze situations, exhibit good judgment and make sound, ethical decisions
• Ability to collaborate, cooperate and be flexible
• Ability to plan and manage deliverables and costs
• Ability to effectively communicate in oral and written form
• Ability to think strategically and act tactically and proactively
• Ability to re-prioritize assignments, change directions and deliver results
• Ability to accept responsibility, criticism and correct problem situations
• Exhibits initiative to grow the online learning program
• Willing to take ownership for assigned work
• Exhibits a commitment to excellence in member service and to the goals and values of AMIA
Qualifications
• An understanding of non-profit member focused organizations and a high degree of awareness of the value, purpose, culture and mission of not-for-profit organizations
• Exceptional attention to detail and highly organized
• Minimum of 8 years proven experience supporting a busy executive and board preferably in a service-driven membership organization
• Project coordination experience
• Demonstrated ability to work independently, in a customer focused, team-oriented environment
• Creative and strategic thinker with a strong intellect and proactive style; ability to exhibit diplomacy, tact and remain calm while still advancing tasks
• Confident interacting with AMIA’s most senior leaders. Excellent written and oral communication skills, strong interpersonal skills and exemplary telephone manners.
• Education – College degree preferred
• Technical Skills –Exceptional MS office skills including Outlook, Excel, PowerPoint and the use of other technologies (e.g. Doodle, conference calls, mobile apps)
• Travel to 3-4 meetings per year may be required
