Title: Board Operations and Capital Budget Coordinator

Employee Classification: Professional 

Institution: System Office

Department: Facilities and Board Affairs

Campus Location: Tennessee Board of Regents System Office

Job Summary

This position provides high-level administrative, operational, and analytical support across the areas of Board operations and capital budget management. It supports the planning, coordination, and execution of quarterly and special Board meetings, while assisting with the development, submission, and tracking of capital budget requests and project documentation. The position also participates in and supports the preparation for SBC, ESC, OSA, THEC, F&A, TSSBA, Board of Regents, and related meetings. This role requires a proactive, self-motivated professional who demonstrates initiative, sound judgment, and the ability to anticipate needs and respond effectively in a dynamic environment. Serving as a key point of contact for internal staff, campuses, and external agencies, this role requires a high degree of confidentiality, accuracy, discretion, and professionalism in all aspects of work.

Job Duties

• 40% - Board Office and Meeting Management: Serves as the Assistant Board Secretary, supporting the planning, coordination, and logistics for quarterly and special Board meetings, committee meetings, and related events. Proactively compiles and organizes materials; prepares agendas, scripts, reports, resolutions, and minutes as directed. Anticipates meeting needs, identifies potential issues, and recommends solutions to ensure smooth execution. Assists with onboarding and orientation for new Board members and supports annual disclosure and policy compliance processes. Serves as a key member of the Board team, providing administrative and logistical support to ensure the effective planning, execution, and follow-up of meetings and events. - (Essential)
• 30% - Assists the Assistant Vice Chancellor with the annual capital budget request process, project submittals, and information requests by coordinating with campuses, project managers, and staff, while tracking status updates and ensuring timely, accurate submissions. Participates in SBC, ESC, OSA, THEC, TSSBA, F&A, Board of Regents, and other related meetings to provide support to the AVC, including preparing materials, taking notes, coordinating follow-up actions, and maintaining documentation. When delegated, represent the AVC or convey information on their behalf. Provides administrative and analytical support to ensure the AVC is fully prepared for meetings and deadlines. - (Essential)
• 20% - Administrative and Operational Support: Serves as a point of contact for the Board Office and Capital Budget areas; monitors related email accounts and ensures timely, professional responses. Processes invoices, travel claims, and supply orders; maintains office supplies and inventory. Prepares, edits, and proofreads correspondence; maintains official records and reference materials and ensures proper filing and document retention. Provides comprehensive administrative support for both the Board Office and Capital Budget operations and coordinates ad hoc projects and special assignments as needed. Assists with the presidential search process in consultation with the AVC. Represents and assists the Executive Assistant to the Chancellor. Assists with calls and correspondence to the System Office. Contributes to the development and updates of office procedures, templates, and process documentation to promote efficiency and consistency across operations. - (Essential)
• 10% - Supports TBR goals and initiatives by performing other duties, special projects, and assignments as requested. - (Marginal)

Minimum Qualifications

• Associate’s degree and a minimum of 3 years of professional experience OR a comparable combination of education and experience
• Experience with planning events and coordinating travel
• Experience managing official records, documents, or reports
• Available for limited travel
• This position is based in Nashville, Tennessee, and requires on-site work at least one day per week, with additional in-office days as needed based on workload and organizational needs.

Preferred Qualifications

• Bachelor’s degree and 2 years of experience
• Experience in higher education or state government
• Experience providing executive-level support to senior leadership or a governing board
• Familiarity with capital budgeting, facilities development, or project management processes

Knowledge, Skills, and Abilities

• Demonstrates initiative, sound judgment, and the ability to work independently and as part of a team with adaptability and flexibility.
• Demonstrates ability to work professionally and collaboratively with Board Members, executives, and senior management.
• Strong communication, interpersonal, and document preparation skills.
• Proven ability to manage and maintain highly confidential information.
• Proficient in Microsoft Word, Excel, PowerPoint, Access, Teams, Adobe Acrobat, and file management.
• Highly organized with strong attention to detail in recordkeeping, file organization, deadlines, and reporting.
• Able to address and prioritize multiple tasks and deadlines.

Physical Demands / Working Conditions