Voluntary Secretary on Board of Directors with track to COO

Position Title: Voluntary Secretary on Board of Directors with track to COO

This is a part-time volunteer position and is not currently compensated. Because Philanthropic University is a mission-driven startup, we are seeking individuals who are excited by the opportunity to help build something meaningful from the ground up. As the university grows and becomes operational, this position may evolve into the role of Chief Operating Officer (COO).

Philanthropic University: Mission

The mission for Philanthropic University is to mentor future doctors with a modernized curriculum while supporting the underserved with revolutionary access to healthcare. We do so by:

• Mentoring doctors to be analytical, critical thinkers via innovative methods of instruction.
• Operating a free clinic which will support the underserved while cultivating well-rounded, compassionate doctors.
• Involving all students in research with the goal of expanding access to healthcare for all patients.

Expectations:

This secretary position is not intended to replace or to be your full time job.

Philanthropic University is currently in its formative stages and is not yet operational. We are seeking individuals who are passionate about our mission and excited by the opportunity to help build a university from concept to campus.

Our goal is to matriculate our first class during the 2028–2029 academic year, although timelines may evolve as we move through the approval and accreditation process. We are currently pursuing approval from the California Bureau for Private Postsecondary Education (BPPE). Following BPPE approval, we will pursue institutional and programmatic accreditation.

Position Overview:

The Secretary of the Board of Trustees is responsible for providing comprehensive administrative support to the Board of Trustees of the College. This position plays a critical role in ensuring the smooth and efficient operation of the Board's activities, including preparing agendas, taking minutes at meetings, maintaining official records, and assisting with the coordination of Board-related events.

Key Responsibilities:

• Board Meeting Support:
• Prepare and distribute meeting agendas, notices, and materials to Board members in advance of meetings.
• Attend all Board meetings, including regular, special, and committee meetings, to take accurate and comprehensive minutes.
• Ensure that minutes are appropriately recorded and approved by the Board.
• Maintain an organized filing system of all meeting materials and official records.
• Record Keeping and Compliance:
• Maintain up-to-date records of the Board’s decisions, motions, and actions.
• Ensure that Board documents are filed and archived in compliance with applicable laws, regulations, and College policies.
• Keep records of Board members' terms, roles, and attendance.
• Ensure that the Board complies with relevant state and federal regulations, including open meeting laws.
• Communication Liaison:
• Serve as the primary point of contact between the Board and the College administration, faculty, and staff.
• Facilitate the flow of information between the Board and other stakeholders.
• Coordinate communications and correspondence for the Board, including emails, letters, and meeting notifications.
• Administrative Support:
• Assist with the planning and coordination of Board-related events, including retreats, conferences, and social gatherings.
• Ensure that the Board’s schedule is managed, including travel arrangements, meeting locations, and other logistical details.
• Assist the Board Chair, President, and other Board members with administrative tasks as needed.
• Committee Support:
• Assist with the formation and operation of Board committees by organizing meetings, preparing materials, and tracking follow-up items.
• Ensure that committee actions and decisions are documented and reported to the full Board.
• Qualifications:
• Bachelor’s degree in business administration, education, or related field (preferred).
• Previous experience in an administrative or secretarial role, preferably in a higher education setting or with a non-profit Board.
• Strong organizational skills and attention to detail.
• Excellent written and verbal communication skills.
• Ability to maintain confidentiality and handle sensitive information with professionalism and discretion.
• Proficiency in office software, such as Microsoft Office Suite (Word, Excel, PowerPoint), and familiarity with electronic document management systems.
• Strong interpersonal skills and the ability to work collaboratively with diverse groups of people.

Working Conditions:

• The secretary position is a remote unpaid volunteer position.
• The position requires flexibility, as some Board meetings may take place during evenings or weekends.
• Travel may be required for meetings or events.
• The Secretary of the Board will report directly to the Board Chair and work closely with the College administration.
• If you transition to the COO position, it is in-person full time job with pay.

Required Qualifications:

• Master’s degree required; Doctorate preferred
• Minimum of 10 years of progressively responsible leadership experience in higher education
• Demonstrated experience leading through senior leaders across multiple operational functions
• Strong financial acumen and experience with budgeting, forecasting, and resource allocation
• Proven ability to lead large-scale, cross-functional initiatives and drive organizational change
• Experience working collaboratively with executive leadership, including academic leadership
• Deep understanding of how operational strategy supports academic excellence and student success outcomes

Pay: $1.00 per year

Application Question(s):

• Are you okay with an unpaid volunteer position?

Education:

• Master's (Required)

Experience:

• College Administration: 10 years (Required)

Work Location: Remote