Secretary to the TWU System Board of Regents and Policy Coordinator - Chancellor's Office

TITLE

Secretary to the Board of Regents

JOB SUMMARY

Serves as the chancellor's designated secretary to the TWU System Board of Regents, providing comprehensive coordination and administrative support for Board governance activities and managing the timely and accurate flow of information among university and system leadership. Responsibilities require exceptional attention to detail and include scripting, editing, and preparing governance materials, coordinating complex multi-step processes and deadlines, maintaining official records and digital files, and communicating with key stakeholders. A keen eye for legalistic, concise, and accurate writing is essential. In collaboration with policy owners and campus partners, the secretary coordinates the development, review, approval, implementation, and maintenance of university-wide policies and supports efforts to translate policy and regulatory requirements into institutional action. Success in this role requires sound judgment, discretion, strong organizational skills, and the ability to produce clear, concise, and accurate written communications in a highly accountable environment.

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

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.

• Prepares comprehensive Board meeting scripts to ensure accurate sequencing of agenda items, actions, motions, presentations, and other meeting proceedings.

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

• Develops and distributes post-meeting communications summarizing Board of Regents actions, decisions, and institutional updates for the university community, ensuring information is clear, accurate, and appropriately communicated.

• Maintains the content of the Board of Regents website and University Policy 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.

• Acts as the official repository and point of contact regarding university-wide policies.

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

• Coordinates with policy owners and the Executive Policy Committee to ensure regular review and update of policies in their portfolio.

• Works with the Chief of Staff to ensure timely communication and feedback from cabinet members regarding policy changes.

• Processes travel expense reimbursements on behalf of regents.

• Develops briefing materials, summaries, implementation guidance, and other communications to support institutional understanding and consistent application of 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.

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, regents, 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.

• 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.

Occasional travel is required to support quarterly Board meetings.

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.

Texas Woman's University, an AA/EEO employer, provides equal opportunity to all employees and applicants for employment and prohibits discrimination on the basis of race, color, national origin, religion, gender, age, disability, veteran status, sexual orientation, or any other legally protected category, class or characteristic.

All offers of employment will be contingent on the candidate's ability to provide documents which establish proof of identity and eligibility to work in the United States. Positions at Texas Woman's University deemed security-sensitive require background checks and verification of all academic credentials.

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.