Program Coordinator, Board Relations

Program Coordinator, Board Relations

The Program Coordinator, Board Relations provides advanced administrative, operational, and project management leadership for the Board Relations Office supporting the effective governance activities of the Board of Trustees (governing board) at Loyola Marymount University. Reporting to the Director of Board Relations, this critical role serves as a steward for board processes, communications, and operations, exercising independent judgment and discretion in the execution of complex, high-profile work. The Board Relations Office is housed within the Office of the President and falls under the oversight of the Chief of Staff and Vice President for Institutional Strategy. The team works closely with the Office of the President, the Executive Vice President and Chief Operating Officer, University Advancement and other senior university executives to support board-related activities.

The incumbent operates with a high degree of autonomy to anticipate needs, resolve non-routine issues, and contribute to the continuous improvement of board operations. LMU believes that diversity and excellence go hand-in-hand, therefore, we seek to hire individuals who have a significant potential for cultural contribution in the workplace and a commitment to working effectively with colleagues and donors from diverse backgrounds.

Position Specific Responsibilities/Accountabilities

Governance and Administrative Operations (30%):

• Provide advanced day-to-day operational and administrative support for the Board Relations office, managing and responding to phone calls, emails, and other communications efficiently and professionally.
• Prepare, edit, and finalize executive-level presentations, reports, agendas, meeting minutes, and board materials, ensuring accuracy, timeliness, and branding standards.
• Maintain official board and committee records and historical documentation, ensuring accuracy, organization, and access control.
• Liaise directly with campus partners and university leadership support teams to support board activity.
• Exercise discretion, diplomacy, and sound judgment when handling highly confidential, sensitive, proprietary, and time-sensitive governance matters.
• Perform complex administrative work independently and efficiently and manage multiple priorities simultaneously.

Event Production (30%):

• Support the execution of board meetings and activities from planning through close-out, including scheduling, logistics, communications, materials preparation, and follow-up, ensuring an elevated and tailored experience for all participants.
• Draft comprehensive meeting materials, including agendas and supporting documents, for timely distribution.
• Coordinate cross-functional collaboration with University Advancement Special Events, Information Technology Services, and other campus partners to deliver seamless in-person, remote, and hybrid board experiences.
• Provide on-site support and problem-solving during meetings and events, anticipating and resolving event-related issues independently, and maintain a high-touch experience reflective of LMU's commitment to excellence.
• Facilitate the preparation, review, and approval process for meeting minutes, rosters, and official board records.

Board Platform Content Management (15%):

• Serve as the primary system owner for the board management platforms.
• Establish content standards, manage permissions, maintain accurate directories and calendars, and ensure data integrity.
• Write, edit, and maintain platform content to support governance best practices.
• Provide training, guidance, and technical support to committee support staff, contributors, and board members.
• Stay current on platform updates and enhancements and leverage new functionalities to improve user experience and operational efficiency.

Work Study Student Management (15%):

• Recruit, train, schedule, supervise, and evaluate work-study students supporting the Board Relations Office.
• Design workflows, assign responsibilities, and monitor progress to ensure accuracy, timeliness, and high-quality work.
• Establish regular check-ins to provide guidance, feedback, and mentorship to support student development and accountability.
• Foster a positive, professional, and inclusive work environment that encourages skill development, accountability, and professional growth.

Budget Administration (5%):

• Review, process, and track invoices, requisitions, reimbursements, and procurement card (P-Card) transactions in compliance with institutional protocols.
• Maintain comprehensive, up-to-date budget-tracking tools and advise the director on budget status, projections, and discrepancies.
• Manage and replenish inventory of board-related supplies and materials to support meetings and events.

Additional Responsibilities (5%)

• Undertake special projects and respond to emerging governance or operational needs, adjusting priorities as necessary to ensure continuity and effectiveness.
• Support department-wide initiatives and cross-functional projects as assigned.

Loyola Marymount University Expectations:

Exhibit behavior that supports the mission, vision, and values of the university. Promote an environment that supports diversity and inclusivity. Communicate and employ interpersonal actions that model high standards of professional, responsible, accountable, and ethical conduct. Demonstrate a commitment to outstanding customer service.

Requisite Qualifications:

• Typically, a bachelor's degree or equivalent. A combination of education and experience. The incumbent is expected to continually enhance their knowledge, skills, and abilities to stay current with changes in regulations and policies.
• Minimum four years of progressively administrative, operational, or project management experience, preferably in governance, higher education, executive support, or nonprofit environments.
• Experience supporting boards or senior executive leadership is strongly preferred.
• Expertise in planning and executing events and the capability to anticipate and address event-related needs to deliver a polished and professional experience.
• Advanced proficiency in office productivity software, including word processing, spreadsheets, email, and PDF presentations (e.g. Microsoft Office and Google Workspace).
• Experience using project management tools, customer relationship management, board management, financial management systems, and virtual collaboration software (e.g. Smartsheet, Salesforce, WorkDay, BoardEffect, and Zoom), with the ability to quickly learn and adapt to new technologies.
• Supervisory experience with student employees or equivalent support roles is preferred.
• Comfort in learning and adapting to new tools and stay updated on emerging technologies.
• Demonstrated ability to operate independently with sound judgement in a fast-paced, high-profile environment
• Strong interpersonal skills to build and maintain professional relationships with board members, executive leadership, and campus partners.
• Demonstrated knowledge of modern office practices and procedures, professional communications etiquette, and telephone and computer techniques.
• Exceptional ability to organize, prioritize, and execute day-to-day operations under constant deadlines while maintaining high attention to detail, accuracy, and follow-through.
• Strong project management and organizational skills with the ability to manage multiple priorities and deadlines
• Exemplary written and verbal communication skills evidenced by background in preparing executive-level correspondence and reports.
• Proven ability to handle highly sensitive information with discretion and professionalism.

Working Conditions:

• Occasional evening and weekend hours required to support board meetings and events
• Primarily an on-site position with some flexibility for occasional remote work

Salary Information:

• The anticipated starting hourly rate for this position is $26.00 to $28.50 per hour.

The above statements are intended to describe the general nature and level of work being performed. They are not intended to be construed as an exhaustive list of all responsibilities, duties and skills required of this position.