The Board Operations Coordinator is responsible for the general administration and management of workforce board activities, including personnel records, benefits, operating expenses, office supplies, office vendor contracts and the board sections of the website. This position is responsible for support of the workforce board and committees. Additionally, this position reviews all outgoing organizational materials (such as proposals, letters of intent, press announcements) for correctness.
Reporting Relationship
The Office Manager reports to the Deputy Director.
Duties and Responsibilities- Office Management
· Serve as the primary point of contact for day-to-day office operations at the workforce board office.
· Manage office facilities, maintenance, supplies, equipment, mail, and vendor relationships.
· Order printing materials: business cards for board staff and career center staff, brochures, etc
· Oversee general office administration, space utilization, and coordination with the building landlord.
· Support procurement of Goods and services in accordance with Board procurement policy.
· Maintain organized physical and digital filing systems for governance, HR, and operational records
· Respond to requests for information and support from customers who call, email or visit the board’s office
· Assume the responsibilities of the executive assistant to the Executive Director
· Provide support for senior board leadership as needed
Duties and Responsibilities- Board and Committee Support
· Manage all full Board and standing committee meetings (e.g. - scheduling, logistics, Zoom/in-person/hybrid coordination).
· For all board and committee meetings, prepare agendas and any informational materials, and distribute these materials, record and produce official meeting minutes, and ensure timely approval and distribution of minutes.
· Ensure full compliance with Massachusetts Open Meeting Law (e.g. - notice posting, remote participation, public access, record retention).
· Oversee new board member orientation/onboarding and ongoing governance training.
· Maintain membership matrix, term tracking, Conflict of Interest/Code of Conduct forms.
· Maintain workforce board website governance content.
Duties and Responsibilities- Human Resource Related Support
· Conduct or coordinate required background checks (CORI/SORI, etc.)
· Coordinate new staff onboarding, orientation packets, I-9 processes, and basic benefits enrollment.
· Provide administrative support for personnel records and HR compliance tasks.
· Track and ensure that all required federal or state mandated compliance training is completed by all staff.
Other duties as assigned
Qualifications
· Five years’ experience in an administrative role in a complex organization, assuming progressively more responsibility. 10 years preferred.
· General Human Resource (HR) experience desired.
· Demonstrated ability to read, write, and edit materials to convey communications in a professional manner.
· Experience with financial management and payroll systems
· Ability to analyze financial data and report the results effectively and efficiently.
· Experience in events management.
· Demonstrated ability to innovate to improve the effectiveness and efficiency of the organization.
· Demonstrated ability to work with people in different roles from diverse cultures.
· Demonstrates successful experience with Microsoft Office, especially Excel and Word proficiency.
· Excellent oral and written communication skills.
· Ability to work as a team member and thrive in a competitive, ambiguous environment.
· High school diploma required. Bachelor’s degree preferred.
Familiarity with the Workforce Development System in MA preferred.
Pay: $59,873.00 - $80,377.00 per year
Benefits:
- Dental insurance
- Flexible schedule
- Health insurance
- Paid time off
- Professional development assistance
- Retirement plan
Work Location: Hybrid remote in Marlborough, MA 01752
