Support Specialist for Board Governance and Executive Operations

Chapel Hill- Carrboro City Schools Job Description

Job Title: Support Specialist for Board

Governance and Executive Operations

Salary Schedule: Classified; CHCCS Classified

Scale

Reports To: Superintendent

Salary Grade: 106

Work Location: Lincoln Center

FLSA Status: Non-exempt

Work Schedule: 12-month

Position Summary

The Support Specialist for Board Governance and Executive Operations provides high-level administrative and operational support to the Office of the Superintendent and the Board of Education. This position assists with board meeting logistics, committee administration, agenda preparation, records management, communications, scheduling, budget tracking, policy administration, and special projects. The coordinator serves as a key support role in ensuring efficient operations, timely completion of governance processes, and effective communication among district leadership, Board members, staff, and community stakeholders.

This position requires exceptional judgment, discretion, and confidentiality due to regular access to sensitive personnel, legal, student, financial, and governance information. The employee must maintain the highest standards of professionalism and ethical conduct while supporting the work of the Superintendent's Office and Board of Education.

Essential Duties

Board Governance Support

• Assist in coordinating Board of Education meeting logistics, including meeting notices, room reservations, catering, technology needs, and materials preparation.
• Prepare and distribute meeting agendas, packets, supplemental materials, and committee documents.
• Upload and maintain agenda materials within Granicus or other board management systems.
• Maintain Board calendars and committee schedules.
• Track Board member training hours and professional development records.
• Assist with the preparation and archiving of Board agendas, minutes, resolutions, and official records.
• Support appeal hearings, retreats, workshops, and special meetings.
• Prepare draft meeting minutes and action summaries for review.

Executive Operations Support

• Manage scheduling requests, appointments, and meeting logistics for the Superintendent's Office.
• Coordinate conference registrations, travel arrangements, and reimbursements.
• Prepare correspondence, memoranda, reports, presentations, and other documents.
• Serve as a point of contact for internal and external stakeholders.
• Assist in responding to public inquiries and requests for information.
• Maintain confidential records and files.
• Records Management and Compliance
• Maintain governance databases, action-item trackers, and historical records.
• Assist with records retention and public records requests.
• Ensure documents are properly archived in accordance with district policies and state requirements.
• Support maintenance of Board policies and policy revision records.

• Track policy revisions through committee and Board approval processes

  Budget and Fiscal Support

• Assist with monitoring Board and Superintendent Office budgets.
• Process purchase orders, invoices, reimbursements, and travel claims.
• Maintain expenditure records and budget spreadsheets.

• Track Board development and professional learning expenditures.

   

• Communications and Community Engagement

   

• Prepare meeting notices, announcements, invitations, and correspondence.
• Coordinate communication with Board members, district leadership, elected officials, and community organizations.
• Assist with public-facing Board information and website updates.

• Support planning and logistics for recognition events, retreats, graduation activities, and community engagement opportunities.

   

• Special Projects

   

• Assist with district-wide projects, strategic initiatives, and Board priorities.
• Support onboarding and orientation activities for new Board members.
• Assist with Superintendent transition activities and leadership events.

• Perform other duties as assigned.

   

• Knowledge, Skills, and Abilities

  Knowledge of

• Board governance processes and procedures.
• Robert's Rules of Order.
• Records management and retention practices.
• Office administration and project coordination.
• Budget tracking and purchasing procedures.
• Google Workspace and board management software.
• Effective customer service and public communication practices.

Ability to

• Manage multiple priorities and deadlines simultaneously.
• Exercise sound judgment and maintain confidentiality.
• Prepare accurate and professional written communications.
• Organize large volumes of information and records.
• Work independently with minimal supervision.
• Establish positive working relationships with elected officials, district staff, and community members.
• Support evening meetings and occasional special events.

All other duties and responsibilities as assigned by the supervisor and Superintendent.

Education/Experience Requirements

• Associate degree required; Bachelor's degree preferred.
• Three or more years of progressively responsible administrative support experience.
• Experience supporting executive leadership, boards, committees, or public-sector organizations preferred.
• Experience with meeting management, records administration, and project coordination preferred.
• Exercise the highest degree of discretion, professionalism, and sound judgment when handling confidential, sensitive, and legally protected information.

Physical Requirements

• Ability to safely and successfully perform the essential job functions consistent with the ADA, FMLA and other federal, state and local standards, including meeting qualitative and/or quantitative productivity standards.
• Ability to maintain regular, punctual attendance consistent with the ADA,FMLA and otherfederal, state and local standards.

Disclosure

This document provides descriptive information about the above Chapel Hill-Carrboro City School position. Work actually performed by incumbents in this position may vary. Although this document may be used for recruiting, staffing, or career planning, the information contained herein should only be used as a guideline or recommendation for the content of and qualifications for this position. An individual's ability to meet the qualifications and capabilities described in this document is not a guarantee of employment or promotion. Chapel Hill-Carrboro City School reserves the right to make changes to this document as deemed necessary without providing advance written notice.

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