Clerk to the Board (Asheville NC - Office Based)

LOCATION: Asheville, NC - this is an office-based position. The person in this position must live in North Carolina or within 40 miles of the NC border.

GENERAL STATEMENT OF JOB

The Clerk to the Board position reports to the Secretary to the Board. This position serves as Clerk to the Vaya Health Board of Directors (BOD) and Regional Boards (RB). Additionally, this position is part of the Board and Executive Support Team that collectively serves as back-up to the Vaya Health Board of Directors' Secretary, for Board and Executive Support operations.

This position requires a combination of focus and flexibility, ability to exercise independent judgment that is significant to the administrative operations and success of Vaya Health's Board of Directors and Regional Boards, and a willingness to play an active, behind-the-scenes role.

This position is Asheville-based, with an expectation of 5 days per week in the office and extensive travel to support Board and Regional Board operations across Vaya's 32-county catchment area.

ESSENTIAL JOB FUNCTIONS

Clerk to the Board (Board of Directors and all Regional Boards)

Meeting Support:

• Attend all assigned Vaya Health Board of Directors, Board Committees, and Regional Board meetings for providing support, as follows (all items for review by the Secretary to the Board):
  • Work collaboratively and directly with the Board of Directors and Regional Board members.
  • Prepare draft meeting agendas and issue corresponding calendar invitations according to the adopted meeting preparation schedule.
  • Record all meeting minutes and provide an accurate reflection of the quality of the deliberations and produce a record of the decisions made by each meeting body.
  • Assist with the coordination of meeting logistics and sanctioned Board of Directors and Regional Board functions, including securing locations, identification of required equipment and/or technology, materials, refreshments, etc., as requested or otherwise deemed necessary.
  • Assist electronic and telephonic communications, electronic dissemination of materials and assisting with presentations, as needed.
  • Provide effective and thoughtful support to the Board and Executive Support Team, for the preparation of the Board of Directors, Board Committees, and Regional Board activities.
  • Assist in facilitating Board communications in support of all Board functions, including any public comments submitted to the Board by any stakeholders under the direction of the Secretary to the Board.
  • Participate in closed session meetings with the Board, while maintaining strict confidentiality of all such matters.

Administrative Support:

• Provide a full range of moderate to complex administrative support, as follows:
  • Administrative support includes a high level of independent judgment and discretion, drafting correspondence, scheduling and coordinating meetings, and maintaining electronic files and calendars.
  • Detailed attention to proofreading and formatting of all correspondence and written documents, with proper spelling, grammar, and punctuation.
  • Manage the electronic filing and process for onboarding and offboarding Directors and Regional Board members.
  • Organize and maintain permanent historical records under supervision of the Secretary to the Board.
  • Screen, direct, respond to, and prioritize calls and correspondence, facilitating the smooth exchange of information as a first point of contact for staff, Board of Directors, Regional Board members, and external partners.
  • Manage all stakeholder inquiries and coordinate responses and outcomes under the supervision of the Secretary to the Board.
  • Serve as chief liaison for communication with the Regional Boards regarding administrative matters, including support of the Regional Board Chairs and Vice Chairs regarding administrative functions.
  • As requested by the Secretary to the Board:
    • Assist in managing and posting documents to the Vaya Health Board Document Portal.
    • Assist in reviewing and modifying reports for presentation to ensure formatting and presentation requirements meet presentation standards.
    • Assist in issuing mandated public notices regarding Board meetings.
  • Document and submit Board and Regional Board expense, stipend and mileage requests maintaining accurate records of preferences, attendance, locations and exceptions.
  • Coordinate and manage training and conference registrations, including travel logistics, hotel accommodations, and associated requests for Board of Directors and Regional Board members.
  • Handle special projects and tasks, as needed.

General Administrative Support

• Prepare documents, presentations, and other materials using PowerPoint, Excel, Word, as well as other documents on behalf of the Secretary to the Board.
• Maintain and organize documentation within Vaya electronic storage platforms as needed, including updating indexes, reports, documentation, receipts, etc.
• Perform other administrative tasks as assigned.

Other Duties.

KNOWLEDGE, SKILLS, & ABILITIES

• Unquestionable personal code of ethics, integrity, diversity, and trust.
• Thorough knowledge and proficiency with Adobe Acrobat and Microsoft Office products (Teams, Word, Excel, Outlook, PowerPoint, OneNote, etc.). Must be able to format and manipulate Excel documents for printing and presentation as well as Word and/or PowerPoint documents for distribution, printing, and presentation.
• Familiarity with SharePoint, PolicyTech, and Navex software products (PolicyTech, EthicsPoint).
• Ability to interpret North Carolina General Statutes, open meetings and public record laws.
• Excellent time management skills and the ability to manage competing priorities.
• Excellent oral and written communication skills are required, including thorough knowledge and excellent skills in English grammar, punctuation, and spelling.
• Ability to effectively express ideas orally and in writing, including composing accurate minutes, reports, correspondence, presentations, and other materials.
• Strong organizational skills with the ability to multi-task.
• Strong attention to detail, and extreme precision and accuracy is required for all tasks.
• Ability to work independently with little or no direction, demonstrate initiative, and function as a self-starter.
• Ability to complete tasks in a timely and accurate manner.
• Ability to be flexible to deal with unfamiliar situations.
• Ability to work collaboratively with individuals at all levels and with varying backgrounds both within and outside of Vaya and build strong working relationships.
• Ability to maintain the confidentiality of sensitive information in accordance with applicable laws, policies, and rules.
• Ability to prepare effective and accurate correspondence, draft letters on routine matters and perform routine office functions without referral to supervisor.
• Strong working knowledge of HIPAA privacy rules and familiarity with HIPAA security rules as they pertain to Vaya preferred.
• Thorough knowledge of standard office practices, procedures, and office assistance techniques.
• Thorough knowledge of how to use standard office equipment, including printers, scanners and fax machines.

EDUCATION & EXPERIENCE REQUIREMENTS

An incumbent with a Bachelor's degree and related administrative experience is highly preferred for this position, however a High School Diploma or an Associate Degree will be an acceptable qualification for incumbents should they have a strong combination of education and extensive related experience.

Preferred experience:

• Four years of administrative experience in an executive, health care, or law office setting
• One year of experience in healthcare privacy compliance
• One year of experience in Board of Directors' administrative support

Preferred licensure/certification:

• North Carolina Notary Public Commission
• Completion of Clerks Certification Institute (CCI) at The University of North Carolina at Chapel Hill, School of Government
• Certified Municipal Clerk (CMC), NC Certified Municipal Clerk (NCCMC), or NC Certified County Clerk (NCCCC)

MENTAL/PHYSICAL REQUIREMENTS

• Close visual acuity to perform activities such as preparation and analysis of documents; viewing a computer terminal; and extensive reading.
• Physical activity in this position includes crouching, reaching, walking, talking, hearing and repetitive motion of hands, wrists and fingers.
• Sedentary work with lifting requirements up to 10 pounds, sitting for extended periods of time.
• Mental concentration is required in all aspects of work.

RESIDENCY REQUIREMENT: The person in this position is required to reside in North Carolina or within 40 miles of the NC border. This is an office-based position located in Asheville, NC.

SALARY: Depending on qualifications & experience of candidate. This position is exempt and is not eligible for overtime compensation.

DEADLINE FOR APPLICATION: Open Until Filled

APPLY: Vaya Health accepts online applications in our Career Center, please visit https://www.vayahealth.com/about/careers/.

Vaya Health is an equal opportunity employer.