Title: Board Secretary

Employee Classification: Other Professionals

Institution: System Office

Department: Chancellor and Board Office

Campus Location: Tennessee Board of Regents System Office

Job Summary

The Board Secretary is one of the principal officers of the Regents and serves as the liaison between and among the Regents and the Administration of the System, working directly with the Chancellor, the Board Chair and Vice Chair, and with other senior leaders of the Board and System. The Board Secretary is the custodian of certain official corporate records of the System; is responsible for planning and staffing all Board and its Committee meetings; executes or attests to certain documents which have been executed on behalf of the Regents; provides direct administrative support to the members of the Board of Regents and its Chancellor; prepares minutes of the Regents meetings; is custodian of Regental and other corporate records serving as the System’s historian. The Board Secretary reports directly to the Chancellor.

Job Duties

• 85% - The Board Secretary (“Secretary”) serves as the liaison between and among the Regents and the Administration of the System, working directly with the Chancellor, the Board Chair and Board Vice Chair, and with other senior leaders of the System. In consultation with the Chancellor, the Board Chair, Board Vice Chair and other members of the Executive Leadership team, the Secretary plans and executes the meetings of the Board and its Committees in compliance with law and policy. The Secretary is responsible for preparing the official notice and minutes of all Board and Committee meetings, and serves as custodian of the minutes and other official records of the System, develops and facilitates the orientation of new Regents, and administers the operating budget for the Board. Together with the General Counsel, the Secretary advises on the System’s governing documents and other Regents Policies and Procedures pertaining to the governance of the System, and provides substantive research, analysis and advice to the Chancellor and Board. The Secretary is the principal point of contact for communications between and among the Regents and parties outside the System. The Secretary is authorized to certify that actions have been taken by the Board and to certify the authority and identity of Officers of the System; and maintains the corporate seal as necessary for the operation of the System in the name of the Tennessee Board of Regents. The Secretary serves as an adviser to the Chancellor and Board Vice Chair, as well as to the Executive Leadership Team. Assists the Chancellor in facilitating effective decision-making. Coordinates the execution of strategic initiatives. Manages the presidential search process in consultation with the Chancellor and Board Vice Chair. Assesses inquiries directed to the Chancellor, Board Vice Chair and members of the Board, determines the proper course of action and delegates to the appropriate individual to manage. Ensures all inquiries are addressed properly, efficiently and judiciously and keeps track of progress until resolved. The Secretary works with Executive Leadership Team, support staff and outside constituents to properly and effectively conduct the work of the Board in support of its vision and mission. - (Essential)
• 10% - This position covers for and assists the Executive Assistant to the Chancellor, assists with calls and correspondence to the System Office in general. - (Essential)
• 5% - Assists with special projects and other responsibilities as they are assigned. - (Marginal)

Minimum Qualifications

• Associates Degree in Business Administration or related field; and a minimum of 5 years of related work experience OR an equivalent combination of education and experience.
• Proficiency in Microsoft Office Suite especially: Outlook, Teams, Word, PowerPoint and Excel,
• Executive Assistant level experience, including event planning, travel planning and scheduling
• Must be able to work in the office (located in Nashville, TN) and with the ability to sometimes work remotely within the State of TN.
• Ability to travel overnight on a quarterly basis

Preferred Qualifications

• Experience in higher education or government
• Experience working with Boards

Knowledge, Skills, and Abilities

• Excellent managerial and interpersonal skills.
• Demonstrated record of effectively interacting with Board Members, executives, and senior management.
• Demonstrated ability to work strategically and collaboratively across various levels of management.
• Effective, versatile and action oriented.
• Excellent communication skills.
• Demonstrated analytical and critical thinking skills.
• Demonstrated ability to manage highly confidential information.

Physical Demands / Working Conditions