People Strategy, Equity, and Culture

Board Coordinator

  • Title: Board Coordinator
  • Category: Confidential
  • FLSA: Exempt
  • Grade: II
  • Department: Executive Office

Job Summary

Under the direction of the College President and Board of Directors, the Board Coordinator works independently to provide complex, confidential support requiring discretion and judgment in matters of significance. Typical responsibilities include coordinating Board of Directors’ calendars; arranging meetings and events; assisting in budget preparation; recording board minutes, arranging travel, and various stakeholder interactions and communications; and at times, may represent the Board of Directors on committees and at meetings.

Distinguishing Characteristics

The Board Coordinator is distinguished from other executive support positions by its responsibility for providing high-level support to the President and Board of Directors.  Assignments require a high degree of confidentiality and involve interactions with diverse individuals and stakeholders across the district.

Typical Duties and Responsibilities

  • Coordinate the daily operations of the Board by prioritizing projects; managing calendars; coordinating the flow of incoming/outgoing communications and determining the appropriate office, department, or agency for attention and/or appropriate response; and/or, performing other related activities.
  • Coordinate and prioritize event attendance for the Board of Directors to ensure PCC representation at key events while minimizing duplication; including professional association travel/logistics, graduation, receptions, and related activities.
  • Serve as a clearinghouse for communications for the Board by prioritizing, disseminating, composing, and distributing information to campuses, personnel, the public, and key decision-makers.
  • Oversee various internal and external committees, and provide administrative support as needed, of the Board (e.g. Audit Committee), and as assigned.
  • Support, manage, and/or coordinate routine activities for the Board, such as communications, budgeting, workflow, media inquiries, public inquiries, maintaining confidential files and records, and/or other related information.
  • Collaboratively partner with the Strategy, Policy, and Integrated Planning team to initiate, coordinate, review, and revise policy recommendations for Board action which includes determining meeting schedules; developing and monitoring timelines; determining correct State statutory laws; observing and communicating Open Meeting Law requirements; maintaining basic knowledge of board policies to effectively respond to inquiries, and/or performing other related activities.
  • Arrange Board member travel and logistics, including change and travel reimbursement claims. Travel with the Board to major conferences and events.
  • Manage the facilitation of Board meetings, including giving direction to the Board on proper procedural matters; managing the flow of public participation at meetings; recording meeting minutes; preparing and disseminating minutes; and/or performing other related activities.
  • Prepare notices of Board Meetings and Executive Sessions, ensuring applicable administrative and legal requirements, State statutory laws, and Open Meeting Law requirements are fulfilled.
  • Create, develop, and monitor budgets for the Board; analyze financial constraints and timelines.
  • Compile, compose, edit, produce, and distribute detailed memos, e-mails, correspondence, complex policies, reports, speeches, and/or presentations.
  • Serve as backup and support to the Executive Assistant to the Office of the President in managing various aspects of the office of the president, including, but not limited to travel coordination, purchasing and reimbursements, meeting coordination, and other related activities.
  • Positions in this classification may perform all or some of the responsibilities above and all positions perform other related duties as assigned.

Minimum Qualifications

  • Associate’s degree in business administration or related field. Relevant experience may substitute for the degree requirement on a year-for-year basis.
  • Six (6) years of progressively responsible administrative support experience.

Knowledge and Skills

Knowledge of:
  • Office management practices and standard operating procedures;
  • Customer service principles;
  • Applicable Federal, State, and Local laws, rules, regulations, codes, and guidelines;
  • Recordkeeping practices and procedures;
  • Filing techniques and practices;
  • Modern office equipment;
  • District policies and procedures;
  • Budgeting principles and procedures;
  • Grammar, punctuation, and spelling;
  • Mathematical principles and concepts.
Demonstrated Skill in:
  • Operating modern office equipment;
  • Maintaining records;
  • Composing, editing, proofreading, and formatting letters, correspondence, reports, and other written materials;
  • Developing, tracking, and monitoring budgetary expenditures and other fiscal items;
  • Reading and interpreting applicable laws, rules, regulations, codes, guidelines, policies, and procedures;
  • Taking, preparing, and disseminating meeting minutes;
  • Working independently;
  • Maintaining confidentiality;
  • Performing mathematical calculations;
  • Gathering and organizing information;
  • Keyboarding;
  • Working with diverse academic, cultural and ethnic backgrounds of community college students and staff;
  • Utilizing computer technology used for communication, data gathering and reporting;
  • Communicating effectively through oral and written mediums.

Work Environment and Physical Requirements

This job operates in a professional business office environment on a PCC campus. While performing the duties of this job, the employee is regularly required to maintain a stationary position for long periods of time (sitting or standing); communicate with employees, partners, and stakeholders; and operate a computer to develop work products, communicate, and carry out responsibilities. Occasionally the employee is required to move around the campus to attend meetings, access items, and utilize equipment, and, rarely, move or transport items up to 10 pounds. Ability to provide own transportation to and from campuses and/or offsite functions may be required.

New: 6/2023