WellSpan Health

General Summary

This position reports to WellSpan Senior Vice President and Chief of Staff and coordinates with the CEO and General Counsel in all matters related to the WellSpan Board of Directors and its committees. In addition, provides direct administrative support or oversees the administrative support of board operations for WellSpan regional and other boards to ensure the achievement of consistent, efficient and appropriate board and committee operations. Works collaboratively with senior executives accountable for boards and committees to create mechanisms and processes which achieve best governance operational practices. As the single point of contact for WellSpan Health Board members, provides exemplary customer service in response to board member needs and maintains excellent communication with board members. 

Duties and Responsibilities

• Maintains annual calendar of all boards and committees and oversees the consistency and sequencing of meetings. Facilitates planning meeting with COS, general counsel and executive to plan each board cycle and annual board planning meeting including the CEO.
• Plans, organizes, and executes system board and committee meetings to fulfill the board’s obligations and to ensure effective and efficient meetings.
• Establishes standardized templates for board/committee agendas and meeting minutes. Reviews minutes with general counsel for completion and accuracy. Oversees administrative support of all board and committee minutes for consistency of description on topics.
• In collaboration with executives, develops and oversee agendas aligned to organizational strategy and governance policies/bylaws.
• Creates board packets, ensure proper review, and posts by established deadlines.
• Partners with data analytics to curate board reports via use of raw data and visualization tools to present understandable and relevant data and progress updates.
• Partners with executives and COS to develop board reports, presentations, and other communications.
• Prepares board and committee chair meeting scripts.
• Attends all system board and committee meetings to provide administrative support and take minutes.
• Provides oversight and direction to the executive assistants who support the regional and foundation boards. Occasionally attends meetings to ensure standard work is being followed and identify improvement opportunities.
• Collaborates with the CEO and COS to ensure board input, review, and approval of annual strategic plan.
• Collaborates with board chair, CEO and COS to establish and execute annual board goals.
• Reviews, recommends, and implements technology solutions to facilitate the work of the Board and its Committees. Manages business relationship with outside vendors whose products or services support the Board’s work.
• Manages and maintains board portal ensuring all documents are consistent and posted in a timely manner to appropriate secured groups.
• Stays informed of current governance best practices via literature, governance groups, conferences, etc.
• Maintains discretion. Brings items of concern forward to the COS, CEO, general counsel, or board chair.
• Compliance: Develops standard work with general counsel to ensure board compliance. Partners with compliance on the annual conflict of interest review. Ensures all policies and procedures are followed. Creates systems to ensure ongoing compliance. Facilitates regular review of policies and bylaws. Analyzes reports and data to ensure compliance with regulations/laws. Develops and implements strategies to mitigate compliance issues. Identifies potential areas of concern and collaborate to find proactive solutions.
• Board Governance & Bylaws: Partners with governance committee chair and general counsel develop and execute the work of the system governance committee. Partners with general counsel to ensures all board policies and bylaws are kept up to date. Ensures all board member job descriptions are kept up to date. Revises policies and creates bylaws aligned to organizational goals and legislative requirements. Engages with internal customers to ensure board process understanding and process compliance. Creates and maintains training resources and related process documents. Oversees regular board reporting and distribution of required reports. Oversees the compilation of Board archival materials.
• Recruit and Retain Board Members: Ensures timely administration of the board nominating process each year for all boards and committees, including the annual board member self-assessment process. Review feedback and present to CEO, COS, general counsel, and governance committee chair in a clear, concise format for evaluation. Ensures board membership consistency with the Board competency goals, diversity and other expectations. Develops a standardized matrix of board skills. Creates succession and transition plans to ensure board members are aligned to organizational goals and outcomes. Coordinates annual board orientation process, including assignment of mentors to board members. Meets with board members from time to time for support, including answering questions, discussion of items which need to be brought forward, and understanding of any concerns. Provides an exceptional customer experience to all board members; develop and maintain strong relationships.
• Board Education: Manages the bi-annual governance effectiveness survey and action plan. Partners with CEO and COS to develop four mini-retreats for Board members to provide education on strategic topics. Works with executive content leads to identify national speakers. Develops internal presentations. Partners with Board Chair, Governance Committee, CEO and Chief of Staff to develop the three-day Annual Board Retreat for all boards/committees and select WellSpan executives. Engages communications, innovations, planning and others to executive the retreat. Executes other Board education strategies at the direction of the Board Chair, Governance Committee, CEO or COS. Coordinates continuing education and development of board members including conferences, literature, etc.
• Project Management: Identifies appropriate board projects to enhance board operations. Designs, executes, and tracks projects aligned to defined goals. Ensures on time and on budget completion.

Common Expectations:

• Maintains confidential files.
• Maintains established policies and procedures, objectives, quality assessment and safety standards.
• Maintains professional growth and development.
• Provides outstanding service to all customers; fosters teamwork; and practices fiscal responsibility through improvement and innovation.

Qualifications

Minimum Education:

• Bachelors Degree Required

Work Experience:

• 6 years Relevant experience in governance, legal, or high-level executive support role. Required
• Healthcare experience Preferred

Knowledge, Skills, and Abilities:

• Ability to manage multiple competing priorities and projects.
• Ability to lead change and manage stakeholders.
• Understanding of board governance and related policies and bylaws.
• Experience meeting or event planning experience.
• Strong technology skills.
• Strong ethics and absolute discretion.
• Ability to work autonomously and take direction as needed.
• Exceptional eye for detail, follow up, organization and professionalism.

WellSpan’s vision is to reimagine healthcare through the delivery of comprehensive, equitable health and wellness solutions throughout our continuum of care. As an integrated delivery system focused on leading in value-based care, we encompass nearly 1,900 employed providers, 220 locations, eight award-winning hospitals, home care and a behavioral health organization serving South Central Pennsylvania and northern Maryland. With a team more than 20,000 strong, WellSpan experts provide a range of services, from wellness and employer services solutions to advanced care for complex medical and behavioral conditions. Our clinically integrated network of 2,600 aligned physicians and advanced practice providers are dedicated to providing the highest quality and safety, inspiring our patients and communities to be their healthiest.