Director of the President's Office and Board Liaison

Job Description:

1. GENERAL POSITION INFORMATION

Position Name: Director of the President's Office and Board Liaison

Classification: Exempt

FTE: 1.0 Full-Time, Benefitted

Work Hours: 37.5 Hours

Department/Division: Executive Administration

Supervisor: President

Benefits: Comprehensive benefits package including employer paid and employer sponsored health, dental and vision insurance plan options. 403(b) retirement plan with up to 10% match after one year. Tuition waiver eligibility for UWS academic programs after one year of employment. Free and reduced cost care in the campus health center for employees and their immediate family members. Paid vacation, sick, wellness time and holidays.

2. POSITION SUMMARY

• The Director of the President's Office and Board Liaison plays a pivotal role in supporting the administrative and operational functions of the President's Office. This individual will ensure the smooth execution of various activities that support both the Office of the President and full functioning of the UWS Board of Trustees.

• The primary responsibilities include calendar, meetings/events, and communications management; serving as Board liaison, support the Board of Trustees, including individual support, meetings and events; arranging meetings for institutional events (both onsite and offsite); assisting in preparation of documents and materials; developing and formatting presentations; processing paperwork; and providing assistance to students, employees, and the public as needed.

• This position requires a high degree of confidentiality and discretion and involves interactions with both internal and external constituents – staff, faculty, students, trustees, and partners.

• Strong attention to detail, the ability to problem solve and multi-task in a fast-paced environment, and ability to work independently are also necessary to meet the responsibilities of the position.

• Establishes and maintains a welcoming, hospitable and professional communication with The Community Solution Education System, Board of Trustees, administration, staff, faculty, students and various other stakeholders of the university on behalf of the president and executive administration.

3. KEY RESPONSIBILITIES

Calendar, Meetings/Events, and Communications Management (40%)

• Oversees and maintains the President’s calendars including organizing and ensuring notice to stakeholders for meetings and other gatherings involving or on behalf of the President. Manage the Provost’s and other executive leaders’ calendars as appropriate.
• Plans and executes logistical arrangements for various meetings and events, including venue selection, catering, room accommodations, audiovisual setup, and travel arrangements. Provides support for meetings conducted via web conference platforms.
• Arrange and coordinate special events for and on behalf of the President and other university leaders. This includes planning, logistics, and execution to ensure successful events.
• Prepares agendas and distributes materials for Cabinet meetings and other meetings as needed. Accurately records minutes and ensures they are posted on the university’s internal document management system.
• Collaborates with communications & social media coordinator (direct report) to ensure consistent and effective communication within and outside the President's Office.

Board Management (35%)

• Serves as liaison for the Board of Trustees, facilitating activities and matters of institutional significance for the Board on behalf of and in concert with the President.
• Nurtures and builds upon professional relationships with Community Solution Education System team leadership and university trustees.
• Manages and coordinates administrative support for meetings including Board responsibilities, Board portal management, materials creation, dissemination, agenda-setting, minutes, etc.
• Plans logistical arrangements for various meetings and events including but not limited to venue, catering, room accommodations, audiovisual, travel, etc. Provides logistical support for meetings via web conference platforms.
• Prepares agendas and distributes materials for meetings; records minutes at meetings as assigned, ensures minutes are posted on the university’s internal document management system.

Office Management, Special Projects, & Other Duties (25%)

• Acts as a liaison for the President by answering incoming telephone calls, quickly imparting information and responding to requests and inquiries; appropriately routing calls, taking messages, and ensuring that communication to and from the President’s office is positive and effective.
• Welcomes, prepares for, and assists visitors to the Office of the President.
• Maintains appropriate and effective filing system for the Office of the President. Process confidential documents and records and ensure confidentiality of these records and related conversations.
• Orders and manages office supplies for the Office of the President.
• Completes and processes travel reimbursement forms; reconciles and reports credit card statements with receipts. Calculate mileage, per diem, lodging, and other expenses.
• Processes and documents invoices.
• Researches, prioritizes and follows-up on multiple issues and concerns addressed to Office of the President, including those of a sensitive and confidential nature.
• Executes special projects, implements and completes specific projects assigned by the Administrative Manager or Executive Administration.
• This may include varying levels of ability to initiate, plan, organize, and oversee and complete complex tasks and events.
• Performs other duties as assigned.

4. UWS CORE VALUES

Best Practices: We maintain high standards by using and integrating evidence across multiple disciplines.

Curiosity: We are innovative, open minded, and forward thinking.

Inclusiveness: We are respectful, mindful, and welcoming of different ways of being, thinking, and doing.

Professionalism: We are responsible, respectful, and accountable.

Student-Focus: We work for the common good of students’ academic and professional success.

Whole-Person Health: We promote physical, mental and emotional wellness in all facets of the UWS experience.

5. POSITION QUALIFICATIONS

Required:

Education & Training: Bachelor’s degree or a combination of education and related workexperience

Experience: Minimum 3+ years of proven experience in a similar administrative role, preferably within a higher education setting

Related Knowledge, Skills, & Abilities: ​Computer Expertise: MS Office Suite (Word, Excel, PowerPoint, Outlook.); Adobe; e-mail applications; web conferencing systems including Teams, ZOOM and web-based applications. Able to input, organize and evaluate basic and complex data and information in electronic format; Highly effective oral and written communication skills; Occasionally work evening and weekend hours as requested; Demonstrate ability to think quickly and act appropriately in emergency situations; Ability to adapt and adjust to last-minute changes; Willing to learn and take on tasks of increasing responsibility. 

Preferred

Education & Training: Master’s degree  

Experience: Previous higher education experience strongly preferred. 

Related Knowledge, Skills, & Abilities: Experience with MS Teams 

6. APPLICATION, SCREENING AND HIRING PROCESS

Screening of applicants will begin immediately, and the position will remain open until filled. To apply, please submit a resume and cover letter; you may attach your materials as Word or PDF documents.

University of Western States conducts background checks for the finalist or finalists of staff and faculty positions. The type of background check will vary by position type.

University of Western States offers a generous compensation and benefits package, as well as the opportunity to work for a leader in the field of education. To learn more about our competitive benefits and additional rewards, including generous paid time-off, medical and dental insurance coverage, life and disability insurance, retirement plan with employer contribution, multiple flexible spending accounts, tuition reimbursement, click the link below.

https://www.uws.edu/about/employment/

University of Western States is an Equal Opportunity Employer.