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Position Classification Description

Position Class Code / Title: A7001 / University Secretary
Recruitment Tier: Tier 1
FLSA: Exempt
Grade: 16

This is a description of a Staff Position Classification. It is not an announcement of a position opening. To view descriptions of current openings, please go to UNMJobs and Search Postings to view positions that are currently accepting applications.

The following statements are intended to describe, in broad terms, the general functions and responsibility levels characteristic of positions assigned to this classification. They should not be viewed as an exhaustive list of the specific duties and prerequisites applicable to individual positions that have been so classified.

Summary

Directs and manages the activities and operations of the Office of the University Secretary. Oversees and coordinates the development, revision, arrangement, and effective electronic dissemination of policies to be incorporated in the university's Faculty Handbook. Provides confidential, neutral and autonomous support to the general faculty and faculty governing bodies regarding procedures, policies and regulations that affect faculty members. Directs the provision of support to the executive officers of multiple faculty governance bodies. Researches and interprets faculty policy issues, legal implications and interpretations. Oversees and coordinates official university ceremonial events. Represents the university to various internal and external group.

Duties and Responsibilities

  1. Establishes and implements short- and long-range organizational goals, objectives, strategic plans, policies, and operating procedures; monitors and evaluates programmatic and operational effectiveness, and effects changes required for improvement.
  2. Directs, in consultation with the President, Provost, and college Deans, the planning and delivery of formal academic public events such as commencement exercises, convocation ceremonies, commemorative events, and presidential inaugurations.
  3. Plans, implements and organizes all arrangements for fall and spring graduate and undergraduate commencement ceremonies and freshman convocation; serves as Chief Marshal for the university's main commencement ceremonies.
  4. Oversees the administration of confidential evaluations of the Provost/Executive VP for Academic Affairs, the Chancellor for Health Sciences, the President, Deans and other Provost's senior reports.
  5. Serves as confidential and neutral administrator for hearing of faculty complaints brought under the Academic Freedom and Tenure Policy and faculty peer hearings under the faculty disciplinary policy.
  6. Develops procedures and coordinates all activities related to faculty complaints before the Committee on Academic Freedom and Tenure to include, but not limited to, the collection and distribution of complaints and responses, depositions, exhibits, and legal interpretations.
  7. Coordinates all aspects of formal hearings; develops and maintains records of faculty complaints for future reference in relation to official precedent, policy and procedure development and modification.
  8. Develops, updates, reviews and edits policy statements and revisions to the Faculty Handbook for review and approval by university faculty and/or administration; researches, applies and interprets policies as appropriate.
  9. Records and disseminates official actions and policies to faculty, administration, and external governing agencies as appropriate; maintains official records, documents, and historical files.
  10. Researches and analyzes policy concepts, complex policy issues, and legal implications of proposed university business policies through publications, federal, state, and local laws, regulations, guidelines, and other institutions.
  11. Serves as primary point of contact for faculty seeking advice regarding faculty governance matters and on related university policies and procedures, determining the appropriate governmental body for referral.
  12. Represents the university to various institutional divisions as well as externally to media, government agencies, funding agencies, students and their parents, and/or the general public.
  13. Works with University Communication and Marketing to plan and develop comprehensive media, community relations, and marketing plans as appropriate.
  14. As designated by the faculty constitution, serves as ex-officio member of the faculty; serves as the university's primary administrative liaison with the university faculty, the faculty senate, the committee on governance and the academic freedom and tenure committee.
  15. Oversees support provided to the operations committee, faculty senate standing committees, and various ad-hoc task forces; maintains minutes and action summaries for university wide dissemination and archival purposes.
  16. Oversees and conducts elections to include faculty senate, academic freedom and tenure committee, the committee on Governance, and the KUNM Radio Board; coordinates voting procedures on any proposed amendments to the faculty constitution or other matters requiring the vote of general voting faculty.
  17. Develops and administers annual budgets for the unit and programs within; performs periodic cost analyses and produces customized expense reports.
  18. Maintains the official university seal and furnishes authenticated documents to various internal and external organizations and agencies; oversees the processes for awarding and/or presentation of honorary degrees, posthumous degrees, and the presidential awards of distinction.
  19. Recommends and participates in the development and establishment of university policies and procedures, establishes and chairs policy making committees and may serve on various university planning and policy-making committees.
  20. Performs miscellaneous job-related duties as assigned.

Minimum Job Requirements

  • Bachelor's degree; at least 7 years of experience directly related to the duties and responsibilities specified.
  • Completed degree(s) from an accredited institution that are above the minimum education requirement may be substituted for experience on a year for year basis.

Knowledge, Skills and Abilities Required

  • Ability to coordinate and organize meetings and/or special events.
  • Skill in organizing resources and establishing priorities.
  • Ability to draw conclusions and make recommendations based on research data and findings.
  • Knowledge of organizational structure, workflow, and operating procedures.
  • Skill in budget preparation and fiscal management.
  • Ability to supervise and train employees, to include organizing, prioritizing, and scheduling work assignments.
  • Ability to communicate effectively, both orally and in writing.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Records maintenance skills.
  • Knowledge of applicable legislation, standards, policies and procedures within specialty area.
  • Ability to maintain confidentiality of records and information.
  • Skill in developing policy and procedure documentation.
  • Knowledge of the structure, policies and procedures of University faculty and staff governing bodies.
  • Knowledge of commencement ceremony procedures and facilities/equipment requirements.
  • Knowledge of balloting and election procedures and requirements.
  • Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
  • Knowledge of project management principles, practices, techniques and tools.
  • Employee development and performance management skills.
  • Ability to foster a cooperative work environment.
  • Ability to create, compose, and edit written materials.
  • Knowledge of faculty and/or staff hiring procedures.

Working Conditions and Physical Effort

  • No or very limited physical effort required.
  • No or very limited exposure to physical risk.
  • Work is normally performed in a typical interior/office work environment.

The University of New Mexico provides all training required by OSHA to ensure employee safety.

Revised Date: 03/20/2017