Secretary to the Board of Regents - Chancellors Office

TITLE

Secretary to the TWU System Board of Regents

Serves as the chancellor's designated secretary to the Board of Regents and, as such, is responsible for managing the flow and accuracy of important and significant quantities of data among a network of leaders. Work includes editing, scripting, multi-step planning, meeting deadlines, organizing digital files, maintaining records, and communicating with stakeholders about deadlines. A keen eye for legalistic, concise, and accurate writing is essential. Job satisfaction is rooted in enjoying the development and maintenance of document and file structure, checklists, and timeliness of completing work. The secretary will also work, in collaboration with policy owners, to oversee and maintain the university's policy process. The secretary will facilitate the development, review, approval, and maintenance of university-wide policies by partnering with policy owners to create, revise, and distribute university-wide policies and act as the official repository and point of contact regarding university-wide policies. Work is performed under the general supervision of the chief of staff, but the position reports directly to the chancellor and president. The performance evaluation is conducted through the performance evaluation system and in accordance with the university policies & procedures.

ORGANIZATIONAL RELATIONSHIPS

Reports to: Chancellor and President with general supervision by the Assistant Vice Chancellor for Strategy and Chief of Staff

Supervises: No supervisory responsibilities

ESSENTIAL DUTIES - May include, but not limited to the following:

* Ensures cabinet members and regents work in a manner that complies with governing statutes such as the Open Meeting Act-posting agendas and items publicly and in compliance with the law.

* Uses board software to distribute agendas, link agenda item content such as presentations, and manage meeting minutes.

* Takes meeting minutes at board meetings and can help reference Robert's Rules of Order as needed.

* Maintains the content of the regent's website.

* Maintains regent training records and onboarding checklists as required by state law.

* Works with the chief of staff and cabinet members to suggest quarterly board meeting agenda items and with the chancellor, board chair, and vice chair to set quarterly

agendas.

* Coordinates deadlines for board material preparations and attendee lists and follows through on gathering, ordering, and compiling the content needed to run an efficient quarterly board meeting.

* Uses specialized software to disseminate policies, regulations, university rules, and university procedures electronically and maintains the related university policies website.

* Coordinates with policy owners to ensure regular review and update of policies in their portfolio.

* Works with the chief of staff to ensure timely communication to and feedback from cabinet members regarding policy changes.

ADDITIONAL DUTIES

* Performs other duties as requested.

EDUCATION

Bachelor's degree required.

EXPERIENCE

Five years of experience with collegiate, state, or federal governmental or related environments. Must be familiar with federal and state laws and regulations related to higher education governance. Experience with writing policies and procedures. Experience delivering training on various regulatory or legal issues.

REQUIREMENT

Regular and reliable attendance at the university during regular scheduled days and work hours

is an essential function of this position. All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

All employees share the responsibility of maintaining information security and privacy requirements within the university by adhering to Federal and State regulations, and TWU Policies & Procedures.

KNOWLEDGE, SKILLS, AND ABILITIES - The following are essential:

* Ability to perform analytic thinking and attention to detail to detect patterns in data and

derive improvement measures.

* Ability to handle confidential and sensitive matters with discretion and neutrality.

* Ability to negotiate and resolve highly sensitive, complex and/or unprecedented

problems.

* Ability to plan, direct, and evaluate a complex operation, using human resources, time,

funds, and other resources for the accomplishment of long-term and short-term goals of

the institution.

* Ability to establish and maintain effective work relationships with administrators,

students, faculty, staff, and the public.

* Ability to provide administrative guidance within area of responsibility, providing direct

training and supervision as needed.

* Ability to organize work effectively, conceptualize and prioritize objectives and exercise

independent judgment based on an understanding of organizational policies and

activities.

* Ability to integrate resources, policies, and information for the determination of

procedures, solutions, and other outcomes.

* Ability to communicate effectively orally, by phone, in person, and in writing.

* Must have the ability to make effective and persuasive speeches and presentations on

controversial or complex topics to the Board and the university community.

* Ability to use a personal computer and other office equipment, including related

university software and email.

PHYSICAL DEMANDS

The physical demands described in the Essential Duties and below are representative of those that must be met by an employee to successfully perform the essential duties of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential duties.

The employee may be required to travel.

WORK ENVIRONMENT

All employees are responsible for maintaining an environment that is free from discrimination, intimidation, harassment, including sexual harassment. Work is normally performed in a typical interior work environment.

SAFETY

TWU promotes a safe working environment. Employees are responsible for completing

assigned tasks safely and efficiently, and supervisors are responsible for creating and

maintaining a safe work environment. Employees must report any unsafe work conditions or

practices, as well as any near-miss incidents, to their supervisor and Risk Management.

Supervisors and employees should ensure that injury/accident reports are submitted to the

Office of Human Resources and Risk Management within 24 hours of the incident.

The job description does not constitute an employment agreement between the employer and employee and is subject to change by the employer as the needs of the employer and requirements of the job change.

Texas Woman's University strives to provide an educational environment that affirms the rights and dignity of each individual, fosters diversity, and encourages a respect for the differences among persons. Discrimination or harassment of any kind is considered inappropriate.

Texas Woman's University is committed to equal opportunity in employment and education and does not discriminate on the basis of race, color, religion, gender, sex, sexual orientation, ethnic origin, age, veteran's status, or against qualified disabled persons.

All positions at Texas Woman's University are deemed security sensitive requiring background checks.

If you are a male between the age of 18 and 25, federal law requires that you must be registered with the U.S. Selective Service System, unless you meet certain exemptions under Selective Service law. Under HB 558, enacted by the 76th Texas State Legislature, if you are currently of the age and gender requiring registration with Selective Service, but knowingly and willfully fail to do so, you are ineligible for employment with an agency in any branch of Texas state government. For additional information regarding registration or status, you can contact the Selective Service System at 847-688-6888 or www.sss.gov.