Board Services Coordinator

ASHRAE; Peachtree Corners (GA); On-site; USD 52,000 - 72,000; Full time

Job summary

ASHRAE in Peachtree Corners, GA is seeking a Board Services Coordinator to provide procedural, operational, and administrative support to the Manager of Board Services. Responsibilities include coordinating meetings, preparing agendas and minutes, maintaining rosters, and assisting with committee appointments.

The role requires strong communication, organizational skills, and proficiency with Microsoft Office. On-site attendance is required three days per week, with core hours from 9:00 a.m.

Qualifications

• College education preferred; high school diploma required.
• Proficiency with Microsoft Office products.
• Ability to work independently.
• Accuracy, excellent communication (verbal and written), and organizational skills.
• Association experience preferred.
• Familiarity with parliamentary procedure a plus.

Responsibilities

• Provide procedural, operational, and administrative support to the Manager of Board Services.
• Coordinate planning for meetings: physical setup, notices, agendas; attend, take notes, and write minutes.
• Maintain, update, and distribute electronic rosters and letterhead.
• Assist with committee appointments and track records throughout the year.
• Support committees and volunteers in planning sessions and orientations.
• Assist with elections processes for councils and committees.
• Process and track transportation reimbursement requests; consolidate expenses for AmEx cardholders.
• Attend Society Winter and Annual Conference to assist with agendas, minutes, and reports.
• Perform other duties assigned by the Manager of Board Services.

Skills

Independent work

Excellent communication

Organizational skills

Education

College education preferred

High school diploma required

Tools

Microsoft Office

Job description

Position Summary

Board Services Coordinator is responsible for providing procedural, operational, and administrative support to the Manager of Board Services.

Essential Duties and Responsibilities

The essential functions include, but are not limited to the following:

• Performs high level administrative assignments with minimal direction from Manager of Board Services.
• Serve as resource for procedural and operational aspects of Board work. Ensure timely, accurate responses to inquiries and requests for information and materials.
• Coordinate with the Manager of Board Services in planning for (physical setup, meeting notices, agendas), attending, taking notes and writing minutes of meetings of several volunteer groups in addition to follow-up actions from the meetings.
• Maintain, update, and distribute electronic rosters and letterhead.
• Work with President-Elect and Manager of Board Services in the process of committee appointments. Follow up, track, and update appointments and records throughout the year as necessary.
• Support committees, volunteers, and Manager of Board Services in preparation and execution of planning sessions and orientations.
• Initiate and implement the process of council and committee elections.
• Process and track requests for transportation reimbursement for all committees under Board Services. Consolidate expenses for American Express cardholders.
• Attend the Society Winter and Annual Conference to assist the Manager of Board Services with meeting agendas, minutes, as well as committee and Board reports.
• Assume other reasonable and equitable job-related duties assigned by the Manager of Board Services.

Minimum Qualifications (Knowledge, Skills, and Abilities)

• College education preferred; high school diploma required.
• Experience in a high-level professional administrative environment, including proficiency with Microsoft Office products.
• Must be able to work independently.
• Accuracy, excellent communication (verbal and written), and organizational skills required.
• Association experience preferred.
• Familiarity with parliamentary procedure a plus.

Work Schedule and On-Site Attendance Requirements

This position requires the employee to work on-site in the office three days per regularly scheduled workweek, with Wednesday as a mandatory in-office day. The employee is also expected to be available and working during the organization's core business hours of 9:00 a.m. to 3:00 p.m. Eastern Time, Monday through Friday, including on scheduled in-office days. The Managing Director will establish the specific in-office days and work schedule based on business and operational needs.

These attendance and scheduling requirements are job-related and support collaboration, communication, service delivery, and the performance of the position's essential functions. They may be subject to reasonable accommodation and applicable law. Requests for accommodation should be directed to Human Resources.

Physical Demands and Work Environment

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this position. Reasonable accommodations may be made to enable individuals with disabilities to perform the functions. While performing the duties of this position, the employee is regularly required to talk or hear. The employee frequently is required to use hands or fingers, and handle or feel objects, tools, or controls. The employee is occasionally required to stand; walk; sit; and reach with hands and arms. The employee must occasionally lift and/or move up to 25 pounds. Specific vision abilities required by this position include close vision, distance vision, and the ability to adjust focus. The noise level in the work environment is usually low to moderate.

Note

This job description in no way states or implies that these are the only duties to be performed by the employee(s) incumbent in this position. Employees will be required to follow any other job-related instructions and to perform any other job-related duties requested by any person authorized to give instructions or assignments. All duties and responsibilities are essential functions and requirements and are subject to possible modification to reasonably accommodate individuals with disabilities. To perform this job successfully, the incumbents will possess the skills, aptitudes, and abilities to perform each duty proficiently. The requirements listed in this document are the minimum levels of knowledge, skills, or abilities. This document does not create an employment contract, implied or otherwise, other than an "at-will" relationship.

ASHRAE is an Equal Opportunity Employer, drug-free workplace, and complies with ADA regulations as applicable.