Board Administrator - Local Hire (Vn/expat)

Qualified applicants are encouraged to apply by Friday, December 31st at 18:00. UNIS

reserves the right to hire before the closing date should the right candidate present her/himself.



Division: HoS Office



Position: Board Administrator



Reports to: Head of School and Board of Directors



Working Hours: 40 hours a week (100%) and as needed on weekends and after hours



Please apply online through the school website: [protected info]





General Description



The Board Administrator position supports a unified governance structure for the School, working alongside the Board and Administration and reporting to the Head of School and Board of Directors. The role is meant to take responsibility for the administrative needs of the board, ensuring the effective management and coordination of the Board's activities in line with established procedures and priorities and acting as a key conduit in the management of the Board's institutional memory, in order to achieve the Board's annual and longer term strategic objectives.



Responsibilities:





1. Board and Committee Meetings



• Attend all regular and special Board, Board Committee, Board Task Force and Board Community meetings, including the AGM, GALTI, and Board Retreats

• Manage both the Board of Directors and the Board Internal calendars on Google Drive and Veracross platform ensuring all details regarding meetings are up to date and accurate, and communicate to Board, Committee and Task Force members via the calendar by inviting them to relevant meetings.

• Coordinate, with the appropriate members of the Board and Leadership team, the timely preparation of the monthly Board meeting packet and all Committee and Task Force meetings, including drafting of all documentation (agenda, transmittals, presentations for prior approval by the HOS, Board Chair or Committee Chair) and adhering to standard format

• Prepare meeting summaries for approval by the HOS, Board, Committee or Task Force Chair

• Act as a reference for governance practices according to the Constitution, SPD and BOR's

• Monitor the implementation of Board decisions or action items and provide assistance to others to achieve implementation including communicating regularly with those expected to complete the action

• Draft, update and maintain the Board's action and resolution matrices, Board Calendar and Committee or Task Force Terms of Reference (TORs) and Annual Action Plans (AAPs)

• Ensure the logistics of all Board and Committee related meetings (venue booking, catering provision, transport etc.), with assistance and support from the HOS Office Manager as agreed in advance

• Communicate with Board, Committee and Task Force members on all matters related to Board, Committee and Task Force work, copying the appropriate member of the Board and leadership team.





2. Evaluation



• Coordinate the Board's evaluation processes at Mid-Year and End of Year, including Head of School, Board, Board Chair, Board Self Evaluation, Board Administrator and meeting evaluations

• Work with the Board to prepare Head of School (HOS) Evaluation, including guiding the timeline and format of the process. Maintain strict confidentiality in this matter.





3. Research and Analysis



• Search Board archives for data as requested

• Carry out research as directed by HOS or Board Chair

• Prepare briefing materials





4. Record Keeping



• Keep the Board's governance documents updated and identify required updates.

• Maintain Board archives by ensuring a system for the organisation of the archives is in place and that Board decisions are archived accordingly.

• Manage all Board, Committee and Task Force documentation that are in hard copy, and in Google Drive.

• Update as appropriate all relevant Board links on the school Parent and Faculty Portal, and school website.

• Work with the HOS Office Manager to ensure continuity of archiving and preservation of the Board's institutional memory.





5. Communication



• Assist the Board Chair and HOS to communicate with Board members and the wider community

• Draft communication pieces for the weekly Tin Tuc as identified by the Board



• Draft and coordinate the production of the Board's End of Year report

• Draft other messages to the parents, faculty, staff, and other members of the UNIS community for publication as needed





6. Board Members



• Support the Executive Committee in managing the Board's processes for the appointment and election of members. This includes the update of the election packet, compilation of candidate information for publication, management of the voting processes, and formal ratification by UNRC

• Prepare, together with the appropriate school personnel or board members, orientation materials for new Board, Committee and Task Force members and keep them updated. Assist the Board Chair and others in the orientation of new members

• Ensure all Board and Committee members comply with required confidentiality and code of conduct processes, following up when necessary.

• Provide information to members as requested, keeping Board Chair and HOS informed

• Supports and manages effective communication between the School and the Board.



7. Additional responsibilities as determined by the Head of School