Secretary to 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…