Administrative Liaison

Position Description: Administrative Liaison

  • Estimated Number of Hours of Work Each Week: Approximately 3-4 hours
  • Terms*: Two-years, elected in even years

Position Objective

This position is the conduit for the successful operations of the HAPPEN Business Resource Group (BRG). The position is often the administrative face of the BRG, the first point of contact for people, the connector between the elected officers and other sub-committee leads and uses all that knowledge to keep people informed and connected so that the entire group can carry out their objective as a team. Participation and work can be completed virtually; no in-person attendance is required.

Role

  • Work closely with and support the Co-Chair(s) on all matters.
  • Create a Standard Operating Procedure (SOP) for record retention practices for membership adoption. Implement and monitor practices to ensure compliance.
  • Develop and document administrative processes and procedures.
  • Coordinate to ensure appropriate action is taken on non-transitory records as directed in the BRG’s adopted record retention SOP as ELT member’s transition.
  • Listen and seek to understand to better anticipate the needs, issues, and challenges, and provide input and feedback.
  • Manage the electronic calendar, reservation system, zoom invites, and other scheduling tools for BRG-related gatherings and events.
  • Collaborate with Executive Committee and Committee Leads.
  • Monitor general email box, respond to general questions, and forward email messages to the appropriate individuals when needed. Make Co-chairs aware of any urgent and time-sensitive email messages.
  • Schedule meetings and special events, draft agendas, and slides, and create meeting minutes and/or track action items.
  • Serve as a liaison with OFM partners, ensuring access and support to email, SharePoint, and Gov Delivery.
  • Maintain an organized, electronic filing system for all program documentation.
  • Draft and coordinate correspondence and communicate on behalf of the Co-Chair(s) and Executive Committee.
  • Develop and document administrative processes and procedures.
  • Serve as a representative of HAPPEN within the state community and to the public.
  • Maintain guiding documents (charter, by-laws, operating procedures) and fundamentals map.
  • Be on an antiracist journey and model this behavior for membership.
  • Serve on the Executive Committee.

Tools and Resources

The person is expected to coordinate with their agency’s leadership for the flexibility to do this work during their work time. If the position is overtime eligible, the person will need to create an agreement with their supervisor to ensure this work does not result in unauthorized overtime. The details of that agreement may differ based on agency and specific job duties. The person will be allowed to use their agency computer and other resources for this work, as appropriate and as required.

Enterprise Diversity, Equity, and Inclusion Competencies

  • Commitment to a Respectful Workplace – Willing to be exposed to, know, and understand the language and concepts of diversity, equity, and inclusion and be committed to being part of creating, maintaining, and improving a diverse, equitable, respectful, and inclusive workforce.
  • Self-Awareness – Engages in self-reflection, lifelong learning, and growth.
  • Cultivates Mutually Beneficial and Trusting Strategic Partnerships – Conducts self in a manner that builds trust, enhances work relationships, and meaningfully partners and engages with those they serve and serve.
  • Inclusive Excellence and Allyship – Demonstrate that all people are valued and engaged as members of the group, team, organization, or community through equitable, inclusive, and respectful behavior.
  • Measuring for Success and Improvement – Develop, implement, evaluate, and continually improve strategies that promote equity and inclusion.

*Terms: From Bylaws Article V(D)(6): “All nominees acknowledge that terms are not to exceed two years unless re-elected.”