Governance and Administrative Coordinator

Position Overview The Governance and Administrative Coordinator is responsible for supporting Board of Trustees governance framework, efficient execution of projects involving the Board of Trustees, and assisting with implementing Board directives, as well as providing comprehensive administrative support to the General Counsel and Corporate Secretary, together with the balance of the attorneys in the Office of Legal Affairs. The ideal candidate have demonstrated professionalism, strong organizational skills, attention to detail, meticulous planning, and the ability to work independently, exercise sound judgment with good discretion, and communicate smoothly with trustees, executives, fellow team members and other stakeholders. Key Responsibilities Maintain lists of Board of Trustee data and forward required information to various departments as necessary and in accordance with the Board calendar. Respond to requests and other communications from trustees. Prepare and maintain the Board of Trustees minutes, committee minutes and official record books. Assist with preparation and delivery of materials for each Board of Trustees meeting and Executive Committee meeting. Assist with preparing Board of Trustees Board and committee minutes and excerpts. Prepare correspondence to trustees as directed by the Secretary and General Counsel. Assist with implementation of Board polices, including distribution, collection and maintenance of annual conflict of interest questionnaires. Set up Executive Committee meetings and special meetings of the Board of Trustees, including preparation and sending of notices of all meetings. Facilitate transition of new trustees, including welcome communications, collection of data, website edits, information packets and orientation. Maintain trustee and employee confidentiality pledges/agreements. Project management of Board of Trustees matters as assigned by the Secretary and General Counsel. Handle telephone calls, emails, mail and other communications from trustees, University personnel and outside parties. Coordinate and assist with routing of telephone calls, email, mail and other deliveries to Office of Legal Affairs. Attend various regularly scheduled team and unit meetings connected with areas of responsibility. Calendar meetings, appointments and deadlines and remind counsel of those that are time sensitive. Create and maintain filing systems (paper, electronic and Molly) for Office of Legal Affairs. Coordinate, format and forward approved legal services invoices to accounts payable. Track legal spending for cases covered by insurance through deductible/retention limits. Perform minor factual research. Do filing, administrative and general office tasks for legal staff. Draft correspondence with minor direction for attorneys. Create, format and revise documents, charts and spreadsheets for attorneys. Develop PowerPoint presentations for attorneys. Maintain Westlaw and legal publications, subscriptions and distribute subscription materials. Process expense report monthly for Governance and Administrative Coordinator’s business expenses. Maintain contact cards for attorneys. Maintain email groups for sending batch emails. Transcribe dictation occasionally for attorneys. Back‑up Director of Administrative Operations for budgetary, human resources, student worker supervisory, payment and travel tasks. Remain abreast of existing and emerging technologies, processes, products, services and leading industry performance benchmarks. Work effectively as a team member, embracing and fostering LU’s mission. Supervisory Responsibilities This position is responsible to back up the Director of Administrative Operations in supervision of non‑legal staff. Qualifications and Credentials Education and Experience Required: At least three years of combined relevant experience as an office administrator, as a corporate executive assistant and/or working with a board of directors of a major organization. Excellent relationship management skills with proven ability to work with stakeholders at all levels of an organization. Proficient with Windows, Microsoft Word, PowerPoint, Microsoft Teams, Excel, keyboard touch typing, and video‑conference technologies. Preferred: Bachelor’s Degree. Experience with board management software and electronic board portal for communication, meeting material and collaboration (e.g., Boardvantage). Work experience in a sophisticated in‑house legal department or mid‑sized or large firm. Project management experience. Familiarity with nonprofit corporate law and governance. Personal Required: Agree with the Christian values and mission of the University. Self‑motivated with a strong work ethic. Honest, organized, and loyal. Demonstrated business professionalism, respect for confidentiality, and appropriate handling of sensitive information. Ability to multitask on several assignments with strong time‑management and organization skills. Able to work both independently and collaboratively in a team environment. Able to work with minimal direction and to respond effectively to issues and unexpected situations that arise using initiative, confidence, independent judgment and tact. Excellent interpersonal and communication skills, both written and oral, and a positive personality. Willingness to learn. Successful completion of an acceptable background check. Abilities and Competencies Essential to the Function of the Job: Communication and Comprehension: professional demeanor; effective verbal and written communication; understanding, speaking, and writing English. Strong organizational skills with the ability to prioritize and thrive in a fast‑paced environment. Collaborative work with team of attorneys and other office staff. Discretion and confidentiality. Public communication skills for representing Liberty University to stakeholders and community. Problem‑solving: reasoning, analysis, judgment for routine and complex problems. Excellent attention to detail, proactive initiative taker, solutions‑oriented. Physical and Sensory Abilities: occasional travel; sit for extended periods; hear and speak; stand, walk, climb stairs; handle materials; lift 10 or fewer pounds. Working Conditions Work Environment: The working environment in which one will typically perform the essential functions of this position is a climate‑controlled office setting. It is well lighted, and the noise level is moderate. Driving Requirements: Use of one’s personal vehicle (or LU vehicles) is required for travel in the performance of the essential functions of this position. Proof of a valid Virginia driver’s license, an acceptable DMV record, and liability insurance is required. Time Type: Full time. Location: Onsite. Equal Employment Opportunity Statement The University is an Equal Opportunity Employer. We believe it is our moral and legal obligation to meet the responsibility of ensuring that all management practices regarding employees are conducted in a nondiscriminatory manner. In compliance with Title VII of the 1964 Civil Rights Act, and other applicable federal and state statutes, all recruiting, hiring, training, and promoting for all job classifications will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including state of employment protected classes. It is, therefore, our policy and intention to evaluate all employees and prospective employees strictly according to the requirements of the job. All personnel related activities such as compensation, benefits, transfers, job classification, assignments, working conditions, educational assistance, terminations, layoffs, return from layoffs, and all other terms, conditions and privileges of employment will be administered without regard to race, color, ancestry, age, sex, national origin, pregnancy or childbirth, disability, military veteran status or other applicable status protected by law, including all applicable state of employment protected classes. The University is a Christian religious‑affiliated organization; and as such, is not subject to religious discrimination requirements. The University’s hiring practices and EEO discrimination practices are in full compliance with both federal and state law. #J-18808-Ljbffr