1) Responsible for being the leader or "go to" person in the department for all internal BH/BHF business as well as external inquiries.
2) Coordinates and manages all BHF Board related matters. Front line contact, communication and organization for BHF Board Chair and Trustees
3) Initiates, coordinates and attends agenda planning meetings for scheduled BHF Board meetings with BH President and CEO VP Philanthropy and Chair BHF Board of Trustees
4) Attends BHF Board meetings; transcribes, reviews and edits minutes from the meetings with final review by legal counsel.
5) Attends BHF Fundraising Committee meetings; transcribes, reviews and edits minutes from the meeting. Ensures timely follow-up on BHF Board actions and decisions and directs any outstanding issues to the VP of Philanthropy or appropriate party. Acts as custodian of all BHF Board transactions including all correspondence and records.
6) Prepares, coordinates and disseminates all communications to BHF Board members and responds to all related inquiries; ensures all Board members are informed of meetings and related BHF Board actions in a timely manner. Oversees all arrangements of BHF Board meetings and retreats including scheduling, arranging meeting rooms for in person or by Zoom, ordering all amenities and anticipating and arranging technology needs.
7) Prepares orientation materials and arranges orientation tours of new board members. Works collaboratively with the Director of the Office of the President on all governance issues. Coordinates all meetings between President's Office and BHF
8) Supports VP of Philanthropy and serves as the first line of contact for incoming requests for the VP and leadership team and takes initiative to prioritize and respond to requests. Keeps VP of Philanthropy informed and anticipates needs in preparation for meetings, presentations, events, and requests including conducting research, compiling data and information, contacting people, and creating presentations. Interfaces with executive staff, the public, physicians, and all external stakeholders.
9) Drafts letters and documents for VP of Philanthropy. Manages records, by-laws, contracts, files and financials. Manages all travel related functions and business expenses. Executes other projects as assigned by VP of Philanthropy. Manages day-to-day operations of the Foundation Office.
10) Coordinates the calendar and schedules meetings for VP of Philanthropy and Directors. Adheres to system and departmental compliance policies and any and all applicable laws and regulations. Responsible for all operations functions including ordering of supplies and technology and works with IS, maintenance, security and other departments as appropriate. Oversees departmental employee timecards and Kronos applications. Provides varied and extensive administrative support primarily to the VP and secondarily to department leaders and team members.
Skills and competencies
1) Advanced competencies in computer skills; Windows Office, Word, Excel, Access, PowerPoint, Outlook
You Belong At Baystate
At Baystate Health we know that treating one another with dignity and equity is what elevates respect for our patients and staff. It makes us not just an organization, but also a community where you belong. It is how we advance the care and enhance the lives of all people.
DIVERSE TEAMS. DIVERSE PATIENTS. DIVERSE LOCATIONS.
Education:
Bachelor of Science, GED or HiSET (Required)
Certifications:
Equal Employment Opportunity Employer
Baystate Health is an Equal Opportunity employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, marital status, national origin, ancestry, age, genetic information, disability, or protected veteran status.
