What are the responsibilities and job description for the Deputy Clerk to the Board of Visitors position at William & Mary?
Position Information
Position Number
FPA56W
Position Title
Deputy Clerk to the Board of Visitors
Employment Category
Full Time Professional
Location
William & Mary
Department
110000 Office of the President
Unit Mission Statement
William & Mary, a public university in Williamsburg Virginia, is the second-oldest institution of higher learning in the United States. Established in 1693, William & Mary is proud of its role as the Alma Mater of generations of American patriots, leaders and public servants. Now, in its fourth century, W&M combines the best features of an undergraduate college with the opportunities offered by a modern research university. Its moderate size, dedicated faculty, and distinctive history give William & Mary a unique character among public institutions, and create a learning environment that fosters close interaction among students and teachers.
More information about the university: www.wm.edu
The Office of the President preserves and enhances the resources available to the university community in order to ensure that its students, faculty and staff can work to their full potential. The Office cultivates and promotes private giving to the university and its foundations; communicates the mission, the accomplishments and the needs of the university community to its boards and donors and to the Commonwealth of Virginia; communicates requirements and regulations required by such bodies to the university community; promotes through leadership and example, a culture of service, both in the sense of treating all members of the community with respect and courtesy, and in the sense of directing the work of the university to the expansion of knowledge and providing direction to the university through careful planning, as well as developing, promoting and implementing policies in accordance with such planning and as directed by the Commonwealth of Virginia and the Code of Virginia.
More information about the Office: https://www.wm.edu/about/administration/president/about/index.php
More information about the Board of Visitors: www.wm.edu/bov
More information about the university: www.wm.edu
The Office of the President preserves and enhances the resources available to the university community in order to ensure that its students, faculty and staff can work to their full potential. The Office cultivates and promotes private giving to the university and its foundations; communicates the mission, the accomplishments and the needs of the university community to its boards and donors and to the Commonwealth of Virginia; communicates requirements and regulations required by such bodies to the university community; promotes through leadership and example, a culture of service, both in the sense of treating all members of the community with respect and courtesy, and in the sense of directing the work of the university to the expansion of knowledge and providing direction to the university through careful planning, as well as developing, promoting and implementing policies in accordance with such planning and as directed by the Commonwealth of Virginia and the Code of Virginia.
More information about the Office: https://www.wm.edu/about/administration/president/about/index.php
More information about the Board of Visitors: www.wm.edu/bov
Position Summary
As a member of the President’s Office, the Deputy Clerk to the Board of Visitors (DCB) reports to the Sr. Asst to the President and Clerk to the Board, supporting the ambassadorial roles of the office. The DCB manages all administrative functions related to the Board of Visitors, the 17-member governing board of the university. The DCB ensures efficient operations, accurate documentation, and effective communication between the Board, university administration, and stakeholders. The DCB plans and executes VIP visits to the Office of the President and oversees logistics for Board meetings – ensuring compliance with state laws and regulations. The DCB provides executive support for the Sr. Assistant to the President and Clerk.
Key Attributes
- Professionalism: Demonstrates a high level of poise and integrity in any situation.
- Diplomacy: Skilled in handling sensitive topics and navigating complex relationships.
- Adaptability: Able to adjust to change and work effectively under pressure.
- Commitment: Dedicated to the organization’s mission and values.
- Collaboration: Works well with internal and external partners to achieve common goals.
- Meticulousness: Highly organized, applying attention to detail while consistently executing on time and budget.
Duties:
The Deputy Clerk to the Board partners with the Clerk to the BOV and the President’s Executive Leadership Team and staff. As a member of that team, the DCB supports Board members to fulfill their governance responsibilities in compliance with applicable state laws. As outlined below, duties include relationship management, records management, communication, and special projects as assigned.
Relationship Management:
- Manage effective and timely communication with the 17 members of the BOV as well as former members.
- Nurture relationships and plan and execute events with key stakeholders and VIPs such as the Chancellor of the university.
- Represent the organization at official functions, meetings, and events.
- Represent the Office and the Clerk to external and internal constituencies, promoting W&M’s values, mission, and goals.
- Coordinate and participate in outreach activities, including speeches, presentations, and community events.
- Provide support to the Senior Assistant to the President/Clerk to the BOV as well as the Chancellor of the university; the Rector (chair of the BOV) and former members of the BOV.
Records Management
- Steward the electronic information platform utilized by the BOV.
- Preserve and make accessible records of the BOV.
Communication
- Draft internal and external correspondence and executive summaries.
- Develop content for and maintain the BOV website.
- Prepare briefing materials, reports, and presentations for meetings with officials and stakeholders on behalf of the Office of the President.
- Prepare data analyses that can be communicated in an easily understandable form; draft articles and remarks; edit documents.
Special Projects
- Oversee and participate in strategic projects, coordinating with relevant campus offices to ensure the completeness and accuracy of any undertaking associated with those offices.
- Conduct research and prepare executive level reports, written and oral presentations intended for the BOV and broader W&M community.
- Represent the Office of the President as a member of campus planning groups for special events, hiring committees, and other university initiatives.
Conditions of Employment
This position may require additional hours beyond the typical work week, to include occasional overnight and weekend work as needed to meet the business needs of the operation.
Essential Designation
No
FLSA
Exempt
Position Restricted?
No, this is a continuing E&G funded position and not term-limited
Position Term
12 month - Continuing
Position Months
Faculty or Staff: 12 month
Required Qualifications
- Bachelor or graduate degree.
- Fluent in business applications regularly used at William & Mary: Microsoft Office Suite, Banner (or other ERP), CRM environments, budget management tools, data modeling.
- Exceptional communication (written and oral), exceptional proofreading and copy-editing, as attested via writing samples and interviews.
- Minimum 3 years of experience supporting foundations, boards, or similar organizations, collaborating with all levels of an organization from the chief executive to frontline staff.
- Record of successful project management.
- Demonstrated growth mindset through enhancing and expanding the individual’s professional skill set.
- A track record of success in an executive support capacity.
Preferred Qualifications
Is the position remote work eligible?
Not eligible
Remote Work Disclaimer
Remote work eligibility is not guaranteed and is subject to approval. Employee eligibility depends on the likelihood of the employee succeeding in a remote work arrangement and the supervisor’s ability to manage remote workers. Departments and/or Human Resources may amend, alter, change, delete, or modify eligibility.
Advertised Pay Range
Up to $120,000, commensurate with experience
Advertised Pay Range Statement
All hiring rates are commensurate with relevant experience up to the advertised amount considering internal alignment.
University Salary Range
U18
Benefits Summary Statement
William & Mary offers our employees a full array of benefits including retirement, health insurance with options for expanded dental and vision along with group and optional life insurance with coverage for spouse and children, flexible spending accounts, and an EAP (Employee Assistance Program).
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Our employees enjoy additional university benefits such as educational assistance, professional development, wellness benefits, and a robust holiday schedule. All employees have access to fitness facilities on campus. Staff members also have access to the university libraries, and much more. To learn more, go to: https://www.wm.edu/offices/uhr/benefits/index.php?type=none
Job Open Date
02/21/2025
Review Begin Date
Job Close Date
03/09/2025
Open Until Filled
No
Special Application Instructions
This position is open to current William & Mary/VIMS employees only.
Please include a writing sample and an example of a recently prepared PowerPoint presentation with your application.
Please include a writing sample and an example of a recently prepared PowerPoint presentation with your application.
Background Check Statement
William & Mary is committed to providing a safe campus community. W&M conducts background investigations for applicants being considered for employment. Background investigations include reference checks, a criminal history record check, and when appropriate, a financial (credit) report or driving history check.
EEO Statement
William & Mary values diversity and invites applications from underrepresented groups who will enrich the research, teaching and service missions of the university. The university is an Equal Opportunity/Affirmative Action employer and encourages applications from women, minorities, protected veterans, and individuals with disabilities.
Salary : $120,000
