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University of Delaware

Location: NewarkDE 19702 Document ID: AC396-0G7S Posted on: 2019-01-1801/18/2019 Job Type: Regular

Job Schedule:Full-time
2019-02-17
 

Associate University Secretary

PAY GRADE: 32E

DEADLINE: OPEN UNTIL FILLED

CONTEXT OF THE POSITION:

The Office of the Vice President and University Secretary is responsible for the administration of matters related to the Board of Trustees, and its several Committees, including the official record of actions considered and taken by the Board of Trustees and its Committees; providing staff support for the Board of Trustees and its Committees; serving as liaison between the Board of Trustees and the University administration. In addition, the Office oversees the activities of the Office of Government and Community Relations, with local and state governments, including liaison with the legislative and executive branches of government, to foster the goals and objectives of the University. The Office of the Vice President and University Secretary is the guardian of UD's official history through the operations of its Office of University Archives.

The Office of the Vice President and University Secretary is responsible for major events associated with the Board, including but not limited to Presidential Searches, two public meetings per year, and special events and dinners hosted by the Trustees. The Office also serves as the Trustee liaison for the University's annual Commencement ceremony.

Within this context, the Associate University Secretary is a senior level board professional who is specifically responsible for several tasks, many of which require a high degree of confidentiality, sensitivity, and diplomacy; excellent written and verbal communication skills; exceptional organizational abilities with the ability to handle multiple priorities simultaneously; flexibility and the ability to work well under pressure; familiarity with University personnel, policies, and procedures; and excellent human relations skills and the ability to work and think independently.

MAJOR RESPONSIBILITIES:

Board Meeting Content Management
  • In consultation with senior leadership, develop a list of key topics for possible inclusion on Board agendas (currently up to 34 meetings per year), i.e., define and clarify the President's priorities regarding major themes, and identify information to be presented to the Trustees to advance those priorities.
  • Work with each administrative office of the University (President, Provost, Executive Vice President, Deans, Faculty Senate) to manage the process for compilation of Board meeting materials for Board of Trustee (BOT) Standing and Special* Committees, Visiting Committees, and the Board of Trustees, ensuring that the content is relevant to the priorities of the President and the Board.
  • Prepare meeting materials for Trustee/Faculty Committee on Honorary Degrees & Awards, Nominating Committee, Executive Committee, and Board of Trustees.
  • Coordinate the invitation of Faculty, Undergraduate Student and Graduate Student representatives for attendance at Board Committee meetings.

Trustee Orientation and Ongoing Education
  • Research and propose content for agenda and meeting materials for annual Board Retreat.
  • Responsible for development and oversight of Trustee Development program such as managing New Trustee Orientation activities, including the creation of a multi-year education plan for all new and existing Trustees.
  • Assist the Vice President and Board Chair in identifying and cultivating leadership among Trustees and providing new Committee Chairs, as an example, with the education and support they need to be effective.

Evaluation
  • Prepare individual Trustee reports for annual review by the Nominating Committee, Board Chair and Vice President.
  • Prepare an annual Board report by April 30 for use by Board Chair and Vice President in year-end message to Trustees, and draft the communication.
  • Coordinate an evaluation process for trustee feedback on meetings and other programs in which they participate.

Governance
  • Attend and compose minutes for all BOT meetings/conference calls as requested managing required follow-up work on issues and information requested by Trustees.
  • In consultation with the Office of General Counsel, direct efforts to assure compliance with FOIA requirements and other governance issues.
  • Manage and maximize the University's relationship with the Association of Governing Boards and other higher education resources in order to ensure that Trustees have access to the best information and programs related to higher education.

Perform miscellaneous job-related duties as assigned.

QUALIFICATIONS:
  • Bachelor's degree with six years high level administrative experience, or equivalent combination of education and experience. Master's degree in a business-related field preferred.
  • Experience in university or corporate governance.
  • Exceptional organizational skills. Ability to handle multiple priorities simultaneously.
  • Ability to work and think independently. Ability to work well under pressure.
  • Excellent written and verbal communication skills.
  • Strong interpersonal skills.
  • Ability to handle confidential issues with sensitivity and diplomacy.
  • Proficiency in the Windows environment, Microsoft Office (Access, Excel, PowerPoint, Word, Outlook), electronic communication and internet research.
  • Ability to communicate and interact well with people of all ages and diverse backgrounds.


Equal Employment Opportunity

The University of Delaware is an Equal Opportunity Employer which encourages applications from Minority Group Members, Women, Individuals with Disabilities and Veterans. The University's Notice of Non-Discrimination can be found at http://www.udel.edu/aboutus/legalnotices.html

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