Governance Coordinator

Job Description

Job Description

Job Title:

Governance Coordinator

Job Family:

Administrative

Department/Group:

Executive

Job Code/ Req#:

B17/0160

Location:

El Paso, TX

Travel Required:

Some travel in WSB region (West Texas) and state.

Level/Salary Range:

$21 - $25 per hour

Position Type:

Temporary (3 months)

Non- exempt, Part-time

Job DescriptionWorkforce Solutions Borderplex is one of 28 public workforce development boards in Texas serving the six-county Borderplex region. We are a non-profit opportunity incubator, personalizing the career path and connecting the right people to the right positions. With the tools, programs, and services we provide, we know you can do anything you put your heart into. Our organization and its initiatives have been recognized and awarded by the Texas Workforce Commission for our innovative approach to assisting employers and job seekers. WSB serves in the spirit of community support. What we do is so important, but we don’t do it alone. We serve the regional business community. Our mission is to help them grow stronger so they can create better jobs. We also prepare people to fill those jobs and achieve a sustaining and fulfilling career. WSB exhibits a growth mindset. We seek individuals who buy into this mission and lead by example by being good stewards of our financial resources, work efficiently to stretch our resources, and support the organization and its community partners so we can collectively elevate the regional economy. Our values include transparency, innovation, accountability, research-driven, impact-driven, integrity, collaboration, and empathy. Join this high-performing team and support a thriving regional economy! SUMMARY/OBJECTIVE

A Governance Coordinator is a vital corporate officer responsible for ensuring an organization's legal compliance, maintaining accurate official records, and facilitating clear communication between the board of directors and management. They act as the board's governance expert, organizing meetings and managing critical corporate documents.

A Governance Coordinator is an essential officer within an organization, tasked with the dual role of managing official records and advising the board of directors on governance and compliance matters. This position is crucial for ensuring that the organization adheres to state and federal laws, thereby maintaining its legal and ethical standing. The Governance Coordinator meticulously documents every board action, ensuring that all records are accurate, up-to-date, and fully compliant with regulatory requirements.

Beyond their record-keeping duties, the Governance Coordinator is the board’s go-to expert on legal and governance issues. They provide critical advice to ensure that decisions are made with full awareness of their legal implications. This dual role positions the board secretary at the heart of the organization’s governance, safeguarding its integrity and guiding the board in making informed, legally sound decisions.

A Governance Coordinator ensures the organization complies with the Texas Open Meetings Act (OMA) by officially posting meeting notices, maintaining records of votes and deliberations, and overseeing legally mandated open government training.

Role and Responsibilities

Depending on organizational needs, may:

A Governance Coordinator’s duties are heavily administrative and legal, specifically involving:

• Notice and Posting: Ensuring that a detailed agenda is physically and digitally posted in accordance with state laws (typically at least 72 hours in advance of a public meeting).
• Meeting Minutes: Keeping accurate written minutes or making tape recordings of all open meetings. The minutes must state the subject of each deliberation and record every vote, order, or decision taken.
• Certified Agendas: For lawful closed/executive sessions, the secretary (or designated member) must keep a certified agenda or recording of the proceedings.
• Training Compliance: Assisting in verifying that all newly elected or appointed board members complete the mandated 1-to-2-hour Open Meetings Act Training within 90 days of taking office.
• Public Record Access: Serving as the custodian of official board documents and ensuring that all past minutes are available for public inspection under the Texas Public Information Act.

Meeting Management & Administration

• Scheduling: Coordinate board and committee meeting dates, securing locations or virtual meeting platforms.
• Agendas: Collaborate with the board chair and executive staff to prepare and distribute agendas and board packets.
• Minutes: Record, transcribe, and distribute accurate minutes of all board proceedings, noting all actions, motions, and votes.
• One of the primary duties of a Governance Coordinator is to plan and organize board meetings. This involves preparing the agenda, coordinating with the board chair and CEO, and ensuring all necessary materials are distributed to directors in advance. Effective meeting planning enables the board to make informed decisions and address all relevant issues.

Corporate Governance & Compliance

• Governing Documents: Maintain custody of corporate charters, bylaws, articles of incorporation, and key policy binders.
• Regulatory Compliance: Ensure the organization adheres to local, state, and federal laws, as well as relevant SEC, stock exchange, or industry-specific regulations.
• Board Orientation: Assist in the onboarding of new directors, helping them understand their legal and fiduciary duties.
• The Governance Coordinator also acts as the organization’s compliance officer, ensuring the company adheres to all relevant laws and regulations. This includes filing necessary documents with regulatory bodies, monitoring changes in legislation, and advising the board on how to remain compliant. The compliance aspect of the role is vital for protecting the organization from legal risks and maintaining its ethical standards.
• Stay on top of all regulatory changes and ensure the board complies with these updates. Regularly review and update governance documents and ensure all filings and reports are submitted on time to avoid legal pitfalls.

Record Keeping & Communication

• Official Records: Safeguard historical records, including past meeting minutes, resolutions, and director rosters.
• Notice Requirements: Provide proper prior notification of directors' and shareholders' meetings as mandated by bylaws.
• Correspondence: Manage official communications on behalf of the board.
• The Governance Coordinator is responsible for maintaining accurate records of all board actions and decisions. This includes taking detailed minutes during meetings and ensuring that these records are stored securely and are easily accessible when needed. Proper record-keeping is essential for legal compliance and providing a clear history of the board’s activities.
• Effective minute-taking is at the core of the board secretary’s duties. Develop a system for clearly and accurately capturing key points, decisions, and action items. This ensures that records are comprehensive and useful for future reference.
• As the communication hub, ensure all board members have timely access to the necessary information. This includes distributing materials before meetings, following up on action items, and keeping lines of communication open between the board and management.

Experience and Education Requirements

Graduation from an accredited four-year college or university with major coursework in business administration or a related field and experience in governance administration is generally preferred. Experience and education may be substituted for one another.

KNOWLEDGE, SKILLS, ABILITIES

• Detail-Oriented: High level of accuracy for drafting minutes and maintaining records.

• Communication: Exceptional verbal and written communication skills to act as an active conduit between the board and stakeholders.

• Legal Knowledge: Strong working knowledge of corporate governance practices and relevant statutory laws.

• The role of a Governance Coordinator requires extensive knowledge of corporate law and governance best practices. A strong educational background in law, business administration, or a related field is often essential. Also, board secretaries must have significant experience in corporate governance, legal compliance, or corporate management.

• To be effective, a Governance Coordinator must stay informed about changes in regulations and best governance practices. This ongoing learning is crucial for advising the board accurately and ensuring the organization complies with all legal requirements. Strong organizational skills, attention to detail, and the ability to moderate and communicate effectively with directors and other stakeholders are critical for success in this role.

JOB SPECIFIC COMPETENCIES

• Attention to Detail: Ensures information is complete and accurate; follows up with others to ensure that agreements and commitments have been fulfilled .
• Data Gathering & Analysis: Seeks or collects and synthesizes information from a variety of stakeholders and sources in an objective, unbiased manner to reach a conclusion, goal, or judgment, and to enable strategic and leadership decision making.
• Planning & prioritization: Plans and organizes work activities; manages several tasks at once.
• Adaptability: Adapts quickly to change and easily considers new approaches.
• External & Organizational Awareness: Identifies and understands how internal and external issues (e.g., economic, political, and social trends) impact the work of the organization.

GENERAL/ORGANIZATIONAL COMPETENCIES

• Quality/Compliance : Achieving a standard of excellence with our work processes and outcomes, honoring the organization’s policies and all regulatory requirements
• Customer focus : Striving for high customer satisfaction, going out of our way to be helpful and pleasant, making it as easy as possible on the customer rather than our department or the organization.
• Communication : Balancing listening and talking, speaking, and writing clearly and accurately, influencing others, keeping others informed
• Collegiality/Collaboration: Being helpful, respectful, approachable, and team-oriented, cooperating with others, inside and outside the organization, to accomplish objectives to build and maintain mutually beneficial partnerships, leverage information, and achieve results.
• Initiative : Taking ownership of our work, doing what is needed without being asked, following through

• Efficiency : Planning ahead, managing time well, being on time, being cost conscious, thinking of better ways to do things
• Continuous Learning & Self Development : Being receptive to feedback, willing to learn, embracing continuous improvement, and proactively investigating new perspectives, approaches, and behaviors.
• Integrity/Transparency: Upholds social, ethical, and organizational norms and values; firmly adhere to codes of conduct and ethical principles; behaves consistently and is open, honest, and trustworthy; acts without consideration of personal gain.
• People management (for those with direct reports): Setting clear expectations, reviewing progress, providing feedback and guidance, and holding people accountable.

Additional Notes

Must possess a valid driver’s license and meet requirements to be included as an authorized driver on the Workforce Solutions Borderplex Commercial Package Policy as stipulated by the insurance carrier. Successful clearance of local and/or state background checks.

Please note this job description is not designed to cover or contain a comprehensive listing of activities, duties, or responsibilities that are required of the employee for this job. Duties, responsibilities, and activities may change at any time with or without notice based on business needs.

EEO/ADA

Workforce Solutions Borderplex provides equal employment opportunities to all individuals regardless of their race, color, creed, religion, gender, age, sexual orientation, national origin, disability, veteran status, or any other characteristic protected by state, federal, or local law. Reasonable accommodations may be made to enable individuals with disabilities to perform essential functions.