Board Liaison
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Vacancies:
1 Vacancy
Job Summary
Our Background
At the University Hospital Foundation we want to help people live longer and better especially those who would benefit from a new form of treatment or life-saving surgery.
As agents of hope we boldly seek solutions to seemingly insurmountable challenges matching the determination and purpose-driven intensity of the healthcare teams we support.
In the past ten years generous donations from individuals and our corporate and strategic partners have contributed nearly $220 million dollars to advance world-leading patient care at the University of Alberta Hospital Mazankowski Alberta Heart Institute and Kaye Edmonton Clinic as well as ground-breaking research at the University of Alberta.
Your Purpose
As the Board Liaison you are reporting directly to the President & CEO of the University Hospital Foundation and are a senior level professional responsible for providing support to the Office of the President Board of Trustees and associated Board committees.
Your primary role is developing administrative processes and systems and overseeing the day-to-day operations of the Board. You act as the Board Secretary and serve as a primary contact person and administrator for matters of the Board and associated will also support work in the Office of the President & CEO and may make recommendations on policy changes as required and are responsible for maintaining the highest level of confidentiality.
In collaboration with the President and Executive Assistant you will provide a range of services in office management budget administration related to the Board Board committee support project management analysis retreat preparation and stakeholder liaising.
Your Role
Your responsibilities will include:
Board Governance Support:
- Coordinate and provide administrative support for the Board as well as the Board Committees including attendance tracking room bookings AV set up catering meeting including coordinating timelines continuous follow up minute taking and action tracking working/ following up with the Executive Leadership Team stakeholders UHF employees and the President for deliverables working to tight timelines working outside normal working hours when necessary.
- Attend Board and Committee meetings and record minutes.
- Serve as custodian of record for official Board documents by ensuring proper document control and document management electronic filing system automation of Board processes and workflow and Board member summaries financial reconciliation and funds reallocation.
- Ensure accurate and timely status updates on the reports to the Board working closely with the Executive Leadership Team and Office of the President.
- Maintain as needed both mailing and public relations list of Board Emeritus and committees including website and Board Portal updates.
- Maintain content and prepare orientation information packages for Board members and prospective Board members as required.
- Coordinate orientation activities for new Board members including setting up orientation meetings setting up ID and parking (tracking and yearly renewal of parking placards.) upkeep of content/printing of orientation manual coordinating Board photos and setting up tours.
- Coordinate the Board of Trustee Evaluation (including a skills matrix and self-evaluation process)
- Ensure the Board of Trustee adheres to its obligations under the governance framework (i.e. Imagine Canada)
- Respond to requests and inquiries from Board members in a timely manner.
- Calendar management for Board members including informing confirming availability and circulating calendar invitations to Trustees for meetings and events. Being the main touchpoint for Trustees and events working with UHFs event team to coordinate RSVPs invites Trustee information etc.
- Working on Annual Report to the Board including working with the Executive Leadership Team for deliverables and content scheduling timelines scheduling Presidents time for input and review tracking and saving input from Executive Leadership Team attending and minuting planning meetings printing & binding reports for AGM.
- New Committee/Adhoc Working Group implementation and organization (i.e. DEI working group cyber security working group etc.)).
- In-depth governance work and diligence surrounding policies and procedures Terms of Reference development editing and adherence and enforcement of proper board procedure and governance.
- Review and analyze reports studies and position papers and prepare briefing notes and recommendations for the President.
- Prepare 1:1 Agendas between the Board Chair and President and gather all related information.
- Ensure the Board of Trustees are kept up to date on relevant media releases and emerging issues.
- Administer and monitor the Board of Trustees budget and oversee the annual Board Alumni Dinner.
- Negotiate with vendors and contract management in relation to board activities.
- Any other duties commensurate with this position as required for which the post holder has the necessary experience and/ or training.
Executive Support:
- Coordinates Strategy Meetings & Retreats for the Executive Leadership Team.
- Provides cover-off support for the Executive Assistant which includes managing maintaining and prioritizing requests for the Presidents office.
- Business writing and document formatting including emails memos letters briefing notes monthly and annual reports summaries proposals PowerPoint presentations etc.
- Related to the work of the Board act as a liaison between the President and members of the Executive Leadership Team UHF employees University of Alberta Hospital Clinicians Alberta Health Services staff donors and Trustees.
- Track follow up and resolve all action items primarily related to the Board of Trustees in a timely manner understanding that regular revisions and short deadlines are a regular occurrence.
- Develop and sustain strong relationships with internal and external stakeholders including UHF employees and management the hospital sites medical and administrative staff Board members donors etc.
- Track expenses related to Board of Trustees activities preparation of monthly expense reports and credit card management. When covering for the Executive Assistant track the Presidents expenses as per monthly VISA reconciliation and expense reimbursement.
- On call evenings and weekends for text questions questions about the next day or urgent items.
- Together with the Executive Assistant continually work to enhance communications support and efficiencies coming out of the administrative group. Participate with the Executive Leadership Team in Operational Planning for the Office of the President
- Act as Foundations Privacy Office by monitoring responding and reporting any questions or complaints.
- Annual Report to the Community coordinating internal meetings some minute taking coordinating Presidents schedule with the Executive Assistant to accommodate deliverables review and edits etc.
- Any other duties commensurate with this position as required for which the post holder has the necessary experience and/ or training.
Qualifications
Education:
- Completion of a degree or diploma in Business Administration or Executive Assistant Administrative Program
- Governance Professionals of Canada Designation (GPC.D) would be an asset.
Experience:
- Minimum 5 years experience in a senior level administrative position
- Knowledge of the tenants of board governance and specifically the difference between governance and operations
- Experience supporting multiple Executive leaders and/or Board members
- Advanced knowledge of Microsoft Office including Word Excel Outlook and PowerPoint.
- Knowledge of CRA Standards relevant to issuing charitable receipts (tax deductible / split / business).
- Knowledge of Raisers Edge as related to gift processing policies and procedures constituents appeals funds donor documentation and queries is an asset
- Knowledge of Diligent Online Board Portal is an asset.
Competencies:
- Perform in a highly professional efficient and effective manner in a fast-paced environment.
- Excellent verbal and written communication skills including extensive business writing experience.
- Ability to analyze key information and distill information into key messages.
- Ability to work in an environment which requires a high level of confidentiality and discretion.
- Philanthropic spirit.
- Strong organizational and planning skills.
- Attention to detail and accuracy.
- Ability to prioritize multiple and often competing tasks.
- Flexibility in being able to respond to unscheduled high priority needs.
- Creative problem solver with ability to discern stakeholder needs and take appropriate actions.
- Ability to take initiative to independently begin track and complete projects.
- Ability to work effectively and go back to task in an environment that has frequent interruptions.
- Proactively anticipate needs and issues and initiate appropriate actions.
- Logical thinker who takes initiative to clarify information discrepancies or uncertainties.
A combination of education and experience will be considered.
What We Offer
We respect and value diversity and are proud to be an equal opportunity committed to building an inclusive environment for all applicants and team members.
As an outcome-focused organization UHF offers a flexible hybrid work environment consisting of in person and remote work.
To learn more about us visit our website at .
Key Skills
- Presentation Skills
- Time Management
- Clinical Research
- Communication skills
- GCP
- Infusion Experience
- Managed Care
- Hospice Care
- Conflict Management
- Clinical Trials
- Research Experience
- Home Care
About Company
The University Hospital Foundation raises funds to support health care and technology as well as advance patient care, education and research.
