Board and Council Coordinator

Wichita State University Foundation; Wichita (KS); On-site; USD 45,000 - 75,000; Full time

Benefits offered by this job

Health benefits

Life insurance

Tuition reimbursement

Retirement match

Job summary

The Board and Council Coordinator at Wichita State Foundation and Alumni Engagement (WSUFAE) serves as a key administrative partner supporting the Board of Directors, NAC, President & CEO, and Chief of Staff. The role coordinates board meetings, executive calendars, governance records, budgets, events, and communications with discretion and service.

With a team of more than 50 dedicated individuals, the Foundation supports fundraising and donor relations.

Qualifications

• High School Diploma or higher
• 3+ years of progressively responsible administrative, executive support, board governance, or nonprofit operations experience
• Experience supporting senior executives, boards of directors, or volunteer leadership
• Experience managing confidential information with discretion and professionalism
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms
• Valid driver s license and ability to travel locally for meetings and events

Responsibilities

• Coordinate and administer activities of the Board of Directors, NAC, and assigned committees
• Coordinate with Chief of Staff to execute Board and NAC meetings, receptions, and events
• Manage meeting logistics including scheduling, agendas, speakers, travel, and materials
• Prepare agendas, record minutes, distribute materials, and maintain governance records
• Oversee board management platform (BoardEffect) including access and materials
• Coordinate communications and follow-up with Board officers and volunteer leadership
• Track action items and assist with annual governance activities and elections
• Ensure timely distribution of notices and materials
• Maintain accurate governance contact information and distribution lists
• Coordinate collection of member profiles and governance-related information
• Provide executive support to President & CEO and Chief of Staff
• Prepare donor meeting materials, gift acknowledgments, and reports
• Support calendar coordination and event logistics for President & CEO
• Oversee the executive office suite and meeting spaces
• Develop, monitor, and reconcile NAC budget
• Track revenues and expenditures related to governance activities
• Process invoices and coordinate payments
• Maintain confidential governance and executive records
• Serve as a professional first point of contact in the office
• Maintain confidential files per policy
• Provide backup support for staff and day-to-day operations
• Assist with special projects and other duties as assigned
• Ensure integrity and confidentiality of governance data

Skills

Executive support

Board governance

Event coordination

Confidentiality

Stakeholder relations

MS Office

Education

Bachelor's degree

Tools

BoardEffect

Raiser\'s Edge NXT

Job description

The Board and Council Coordinator is a key administrative and operational partner supporting the Foundation's Board of Directors, National Advisory Council, President & CEO, and Chief of Staff. This highly organized professional coordinates board and committee meetings, executive schedules, governance records, budgets, events, and communications while ensuring exceptional service, confidentiality, and attention to detail. The ideal candidate has experience providing executive or board-level support, managing multiple priorities, and building strong relationships with volunteers, donors, and organizational leaders. This role is an excellent opportunity for a collaborative, detail-oriented professional who is committed to advancing the Foundation's mission through integrity, excellence, collaboration, and service.

With a team of more than 50 dedicated individuals working to support fundraising and donor and alumni relationships, the WSUFAE is proud to champion the continued growth of Wichita State University. With nearly $400 million in managed assets and thousands of alumni spread around the world, it is an exciting time to be a part of advancing Shocker Nation.

The job duties for this position include:

Board and National Advisory Council (NAC) Administration

• Coordinate and administer all activities of the Board of Directors, National Advisory Council (NAC), and assigned committees.
• Coordinate with the Chief of Staff to execute Board and NAC meetings, receptions, retreats, breakfasts, luncheons, and other engagement events.
• Coordinate meeting logistics, including scheduling, agendas, presentations, speakers, travel, parking, registration, hospitality, and meeting materials.
• Support Board and committee meetings by preparing agendas, recording accurate minutes, distributing materials, coordinating room setup and teardown, and maintaining official governance records.
• Manage the Foundation's board management platform (BoardEffect), including user access, committee memberships, meeting materials, and governance records.
• Coordinate communications, meeting schedules, and follow-up with Board officers, committee chairs, and volunteer leadership.
• Track board and committee action items and assist with annual governance activities, including Board elections, appointments, and annual governance processes.
• Ensure timely distribution of Board notices, meeting materials, and governance communications.
• Maintain accurate Board and NAC contact information and distribution lists.
• Track Board and NAC member engagement, including restricted and unrestricted giving.
• Coordinate collection of member profiles, surveys, questionnaires, and other governance-related information.

Executive Support

• Provide high-level administrative support to the President & CEO and Chief of Staff.
• Prepare donor meeting materials, gift acknowledgement letters, scholarship correspondence, reports, and other communication as assigned.
• Provide support to the Chief of Staff when coordinating the President and CEO’s calendar.
• Partner with the Chief of Staff to coordinate events hosted by the President & CEO, including invitations, logistics, and event execution.
• Oversee the executive office suite, including conference room scheduling, appearance, and office supplies.

Budget and Financial Administration

• Develop, monitor, and reconcile the annual NAC budget.
• Track revenues and expenditures related to NAC, Board, executive, and governance activities.
• Prepare requisitions, process invoices, and coordinate payments in accordance with Foundation policies.
• Monitor event budgets and maintain accurate financial records and supporting documentation.
• Process mileage reimbursement and other executive-related expenses.

Data Management and Reporting

• Maintain accurate Board, NAC, and executive records.
• Compile reports and supporting documentation related to Foundation initiatives, governance, and strategic priorities.
• Ensure confidentiality, accuracy, and integrity of governance and executive records.

Administrative Support

• Serve as a professional first point of contact by answering phones and welcoming visitors to the executive offices.
• Maintain confidential files and records in accordance with Foundation policies.
• Provide backup administrative support for Foundation staff as needed.
• Run errands and assist with day-to-day operational needs.
• Assist with special projects and perform other duties as assigned.

Job Requirements

• High School Diploma or higher
• Three (3) or more years of progressively responsible administrative, executive support, board governance, or nonprofit operations experience
• Experience supporting senior executive, boards of directors, or volunteer leadership, including coordinating meetings, events, and executive schedules
• Experience managing confidential information with discretion and professionalism
• Proficiency with Microsoft Office 365 (Word, Excel, Outlook, PowerPoint, Teams) and virtual meeting platforms
• Valid driver's license and ability to travel locally for meetings and events, as needed
• Commitment to the WSUFAE core values of Integrity, Service, Excellence and Collaboration

Preferred Qualifications

• Bachelor's degree in business administration, communications, nonprofit management, public administration, or a related field; or an equivalent combination of education and experience
• Experience in higher education, nonprofit, healthcare, or foundation environments
• Experience supporting fundraising activities, donor relations, or volunteer engagement
• Experience with CRM/database systems such as Blackbaud Raiser's Edge NXT or similar donor management software
• Experience managing budgets, invoices, and financial reconciliations
• Experience working with board management software (such as BoardEffect) or similar governance systems

Required Skills

• Ability to work collaboratively as part of a team while exercising initiative and working independently
• Demonstrated ability to maintain confidentiality and exercise sound judgement when handling sensitive information
• Strong organizational and project management skills with the ability to coordinate multiple priorities simultaneously
• Excellent written and verbal communication skills
• Strong meeting, event, and project coordination skills
• Proficiency in Microsoft Office Suite and other office technologies
• Ability to build effective working relationships with board members, volunteers, donors, university leadership, and Foundation staff
• High attention to detail with strong proofreading, recordkeeping, and follow-up skills

Physical Requirements

• Frequent and sudden movements from sitting, standing, bending, reaching, and walking.
• Frequent standing or sitting for prolonged periods
• Occasional climbing of stairs
• Frequent lifting up to 20 pounds
• Occasional exposure to outdoors and hot and inclement weather
• Frequent interruptions throughout the day

WSUFAE offers outstanding benefits including medical/dental/vision (100% premium paid for employee/50% for dependents), term life insurance, tuition reimbursement, 8.5% company matching on retirement accounts after one year, and more.

WSUFAE believes in the power of education. Since 1965, we have worked to connect the students, faculty, and staff of Wichita State University with the resources they need to transform their communities. Our dedicated staff includes members of the development, annual fund, finance, support, and student teams. We have accomplished big goals in the last few years and don't plan to slow down anytime soon.

With a mission built on our core values of integrity, collaboration, excellence, and service, we strive to be an inclusive and equitable work environment. Managers are expected to model this behavior by clearly setting expectations and directly addressing non-inclusive behavior. In our pursuit to build and maintain a high-performing team, it is every individual’s responsibility to contribute to our culture of belonging.

Advancing the mission and vision of Wichita State University takes a strong team, and it is our core values that unite and empower us to reach our goals together. Collectively, we are passionate about education and opening doors to new opportunities by working together to “elevate, celebrate and advance Wichita State University through engagement and philanthropy.”

In compliance with the Americans with Disabilities Act (ADA), Section 504 of the Rehabilitation Act of 1973 and the ADA Amendments Act of 2008, the Wichita State Foundation and Alumni Engagement will provide reasonable accommodation to applicants with a disability in completing the application form or in the interview process. Please notify the Human Resources Office at [phone] or email [e-mail] in advance so necessary arrangements can be made.

WSUFAE is an EOE employer