Executive Director, Administration & Governance

Current Employees

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Core Job Functions

1. Collaborates with key stakeholders to identify and prioritize discussion topics, ensuring the agenda aligns with organizational goals and addresses critical issues.

2. Coordinates with executive leaders to create the necessary materials for each agenda item. This includes developing detailed presentations and other supporting documents that highlight key aspects of strategic projects.

3. Ensures that all materials are accurate, comprehensive, and tailored to facilitate informed discussions and decision-making during the board meeting.

4. Regularly updates senior leadership on the progress of board materials, identifying key milestones, addressing any challenges, and ensuring timely completion of all board related tasks.

5. Takes full ownership of document management, ensuring the organization, maintenance, and consistency of all board-related documents. Implements best practices for document control and security to guarantee that all materials are accurate, up-to-date, and polished.

6. Manages the board communication platform by overseeing the documentation and uploading of all relevant materials. Ensures that all documents are accurately uploaded, well-organized, and easily accessible to board members, facilitating efficient communication and collaboration.

7. Collaborates closely with the board office to manage and coordinate all logistical aspects of board meetings, including coordinating with the Technology Team to ensure all technology functions properly and is set up in a format that maximizes readability and engagement with presentation materials.

8. Facilitates seamless communication and support for the smooth execution of all board activities.

9. Oversees all day-of activities for board meetings, including running the presentation slides, ensuring all materials are finalized and distributed to leadership, and taking detailed notes during the meeting to track items needing follow up. Ensures all technology functions properly to facilitate a smooth and productive meeting experience.

10. Ensures all follow-up actions from board meetings are thoroughly documented and tracked, providing regular updates to leadership and maintaining accountability for timely completion.

11. Ensures integration of board meeting discussions and follow ups with ongoing initiatives and transformational projects, maintaining a comprehensive awareness of all institutional activities to align strategic goals effectively.

12. Manages bi-weekly President & CEO meetings with the executive leadership team; manages the agenda, solicits input on topics, ensures room coordination and remote access, documents feedback & follow-ups, and integrates outcomes with board and other agendas.

13. Supports the President & CEO in preparation for presentations (content elements) at other University governance forums, e.g. Faculty Senate, Faculty Council, Student Organizations.

14. Champions continuous improvement in the board & other governance processes, regularly evaluating and refining practices to enhance efficiency and effectiveness.

Core Qualifications

Education : Bachelor's degree in relevant field; Advanced degree (MBA or other) preferred

Experience : Minimum of 6 years of relevant experience (e.g. Chief of Staff, Board Liaison, Project Manager, etc.); Consulting experience at a top 20 consulting firm highly preferred.

Knowledge, Skills and Attitudes :

Experience in managing complex projects, including setting timelines, coordinating with various stakeholders, and ensuring timely completion of tasks.

Ability to work with diverse groups of stakeholders to identify priorities, gather input, and align on goals.

Ability to build and maintain effective interpersonal relationships.

Strong written and verbal communication skills to effectively update senior leadership and prepare comprehensive materials.

Meticulous attention to detail in preparing and reviewing materials, tracking follow-up actions, and ensuring all tasks are completed accurately.

Expertise in organizing, maintaining, and securing important documents, with a focus on accuracy and accessibility.

Familiarity with board communication platforms and technology used in virtual and in-person meetings, ensuring all tech functions smoothly.

Experience in coordinating the logistical aspects of meetings, including scheduling, technology setup, and ensuring all materials are ready and distributed.

Understanding of the organization's strategic goals and the ability to integrate board discussions and follow-ups with ongoing initiatives and projects.

Proficiency in computer software (i.e., Microsoft Office).

Superior skills in Excel and PowerPoint.

Solid experience with data visualization tools for dashboard development and automation.

Strong background and knowledge in data analytics and statistical modeling.

Ability to work independently and in a collaborative team environment.

Ability to perform in and adapt to a dynamic environment.

A mindset focused on evaluating and improving processes to enhance efficiency and effectiveness in board governance.

The University of Miami offers competitive salaries and a comprehensive benefits package including medical, dental, tuition remission and more.

UHealth-University of Miami Health System, South Florida's only university-based health system, provides leading-edge patient care powered by the ground breaking research and medical education at the Miller School of Medicine. As an academic medical center, we are proud to serve South Florida, Latin America and the Caribbean. Our physicians represent more than 100 specialties and sub-specialties, and have more than one million patient encounters each year. Our tradition of excellence has earned worldwide recognition for outstanding teaching, research and patient care. We're the challenge you've been looking for.

The University of Miami is an Equal Opportunity Employer - Females / Minorities / Protected Veterans / Individuals with Disabilities are encouraged to apply. Applicants and employees are protected from discrimination based on certain categories protected by Federal law.

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