Administrative, Clerical, Support, Chapter Relations, Customer Service and Support
4 Year Degree
TITLE: Governing Board Operations Manager REPORTS TO: Senior Director, Governance and Planning SUMMARY: Responsible for managing and coordinating Executive Office projects and activities, providing administrative support services to the governing board, leadership and staff, and ensuring that all matters are handled with maximum efficiency and confidentiality.
DUTIES AND RESPONSIBILITIES
Provides high-level administrative support to the governing boards, leadership cabinet, the Senior Director of Governance and Planning and selected committees and organizations as requested.
Coordinates collection, completion, assembly and distribution of agendas and relevant materials for the governing boards and other committees as assigned.
Routinely communicates with board members and other leaders in a professional, effective manner.
Finalizes and disseminates minutes; maintains tracking chart for governing board action items.
Assists in the coordination of governing board member activities throughout the year by maintaining individual long-range, joint committee meeting, and DDW schedules.
Serves as staff liaison for the AGA Nominating Committee; responsibilities include:
Maintenance of the nomination process
All correspondence with the committee and nominees
Scheduling/attending teleconferences and meetings
Development of meeting agendas and minutes
Follow-up on action items
Preparation of the committee’s budget
Manages the annual election process for nominating committee and board members.
Responsible for management of the organization’s appointments process and working with the Senior Director of Governance and Planning to support the AGA Appointments Committee.
Prepares all appointment letters and tracks responses. Sends rejection letters to unsuccessful candidates.
Prepares and distributes annual letters and certificates of appreciation to committee members, editors, and representatives.
Prepares for Annual Business Meeting, governing board and other activities as assigned for DDW.
Coordinates the ordering and distribution of award crystals, lapel pins and other leadership gifts annually.
Serves as an administrator/knowledge expert for AGA’s board/committee management platform, BoardEffect. Responsible for maintaining the portal as necessary.
Serves as a contract manager for routing and tracking association agreements within the organization’s system.
Maintains committee rosters in NetForum and coordinates with committee liaisons on updates/changes. Responsible for creation and distribution of committee rosters annually; makes appropriate updates throughout the year.
Coordinates the distribution and posting of accurate committee orientation materials with committee liaisons, including BoardEffect training. Assists with governing board orientation activities. Provides presentations as requested.
Works with appropriate staff to update AGA course descriptions and faculty rosters annually.
Collects documents and maintains a database of all Conflict of Interest Forms and Confidentiality Statements submitted by volunteer members annually. Provides administrative support to the ethics committee as assigned.
Provides general administrative support to the executive office as needed including contract filing, drafting correspondence, proofreading/editing documents and ordering and maintaining department supplies.
Attends Digestive Disease Week annually to co-manage the AGA host hotel office (with AGA meeting dept. staff), assists with the governing board and leadership meetings, the AGA business meeting and other activities as assigned.
Coordinates aspects of the Joint Committee Meetings connected to the Executive Office. Attends to assist the meetings department and staff the information desk to assist committee members
Attends regular training webinars on relevant tools (BoardEffect, ConvergePoint) as well as in-house training sessions
In collaboration with the Senior Director of Governance and Planning, reviews established association policies and recommends revisions as necessary to ensure accuracy, effectiveness, and compliance with governing documents. Evaluates current governance policies to ensure optimal governance processes.
Maintains webpages pertaining to governance and committees.
Establishes and maintains procedure manuals for all logistical and routine administrative tasks.
Monitors the Executive Office mail and email inboxes.
Fulfills other duties as assigned.
Bachelor’s degree and 5+ years of experience preferred; a combination higher education and relevant experience may be substituted.
Association experience required; executive office experience preferred.
Advanced interpersonal, written and oral communication skills.
Excellent project management skills: detail oriented with an ability to manage multiple projects simultaneously, prioritize and meet deadlines.
Ability to work independently, take action, and problem solve.
Ability to work within, and promote, a team environment in the workplace.
Proficient in Microsoft Office applications. SharePoint and/or BoardEffect experience a plus.
Data entry/database management experience required.
Able to travel two times per year.
About American Gastroenterological Association
The American Gastroenterological Association (AGA) is a society of physicians, surgeons, scientists and other individuals within the healthcare community who have a demonstrated and continued interest in the functions and disorders of the digestive system. Founded in 1897, the AGA is the oldest non-profit specialty medical society in the country. With more than 13,000 domestic and international members, the AGA is the largest GI society in the United States and among the largest GI societies in the world. AGA membership encompasses a rich and diverse constituency representing every facet of gastroenterology practice, research and education.