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

Leads critical University activities pertaining to faculty governance, official University documents and policies, use of the University seal, and formal academic ceremonies. Stewards and maintains 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. Researches and interprets faculty policy issues, legal implications and interpretations. Oversees the Office of the University Secretary and represents the University to various internal and external constituencies. Reports to the Provost and Executive Vice President for Academic Affairs.

Duties and Responsibilities

  1. Serves as a key steward of the UNM Faculty Handbook; develops, updates, reviews and edits policy statements and revisions for review and approval by university faculty and/or administration; researches, applies and interprets policies as appropriate; serves as primary point of contact for faculty seeking advice regarding faculty governance matters and related university policies and procedures.
  2. Recommends and participates in the development and establishment of university policies and procedures; researches and analyzes policy concepts, complex policy issues, and legal implications of proposed university business policies; establishes and chairs policy making committees and may serve on various university planning and policy-making committees.
  3. Serves as ex-officio member of the faculty, as designated by the Faculty Constitution, and serves as a key administrative liaison with the university faculty, the faculty senate, the committee on governance and the academic freedom and tenure committee.
  4. Serves as a confidential and neutral administrator for hearing of faculty concerns and coordinates all activities related to faculty complaints brought before the Committee on Academic Freedom and Tenure to include, but not limited to, the collection, distribution, and recordkeeping of complaints and responses, depositions, exhibits, and organization of formal faculty peer hearings under the faculty disciplinary policy, and development and retention of records relevant to establishment of precedent, policy, and procedure development and improvement.
  5. Oversees support provided to the operations committee, committee on governance, faculty senate standing committees, and various ad-hoc task forces; maintains minutes and action summaries for University-wide dissemination and archival purposes.
  6. 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.
  7. Oversees the administration of confidential evaluations of Deans and other senior administrators as required.
  8. 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; oversees the processes for awarding and/or presentation of honorary degrees, posthumous degrees, and the presidential awards of distinction; and serves as Chief Marshal for the University's main commencement ceremonies.
  9. Maintains the official University seal and furnishes authenticated documents to various internal and external organizations and agencies; oversees the fulfillment of legal requirements for reporting and record keeping for the University.
  10. Works with University Communication and Marketing to plan and develop comprehensive media, community relations, and marketing plans as appropriate; 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.
  11. 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.
  12. Develops and administers annual budgets for the unit and programs within; performs periodic cost analyses and produces customized expense reports.
  13. 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

  • Advanced analytical, evaluative, and objective critical thinking skills and the ability to effectively summarize and present information.
  • Strong interpersonal and communication skills and the ability to work effectively with a wide range of constituencies in a diverse community.
  • Skill in organizing resources and establishing priorities.
  • Knowledge of project management principles, practices, techniques and tools.
  • Ability to draw conclusions and make recommendations based on research data and findings.
  • Ability to foster a cooperative work environment.
  • Employee development and performance management skills.
  • Skill in examining and re-engineering operations and procedures, formulating policy, and developing and implementing new strategies and procedures.
  • Ability to communicate effectively, both orally and in writing.
  • Ability to create, compose, and edit written materials.
  • Ability to coordinate large-scale, complex, public ceremonial events.
  • 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.
  • Records maintenance skills.
  • 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 applicable legislation, standards, policies and procedures within specialty area.
  • Knowledge of commencement ceremony procedures and facilities/equipment requirements.
  • Knowledge of balloting and election procedures and requirements.
  • Knowledge of faculty and/or staff hiring procedures.

Conditions of Employment

  • Employees who provide services or work in patient care or clinical areas are required to be in compliance with the University's influenza vaccination requirement.

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: