TITLE:Assistant to the President and Board of Trustees
DEPARTMENT:President/Board of Trustees
CATEGORY:Full-time Professional Technical
FUNCTION OF THE JOB:
The Assistant to the President and Board of Trustees provides a high level of support and acts as a liaison between the President’s Office, College’s Board of Trustees, students, faculty, and staff, and the public, including State agencies and elected officials. He or she uses enhanced communication, teamwork, and operations of the College and is frequently involved in handling matters of a highly confidential nature. He or she uses considerable discretion and independent judgment in facilitating the operations of the President’s Office and in performance of responsibilities for Academic Services.
DUTIES AND RESPONSIBILITIES
- Serves as confidential assistant to the President and Board of Trustees.
- Monitors and coordinates Sauk’s community liaisons.
- Serves as the assistant to the Board of Trustees and provides support including, but not limited to, preparing the Board meeting agenda and packet, placing the Board materials on the College website, ensuring timely delivery of monthly Board packets to Board members, and assisting Board members with responsibilities involved with State organizations.
- Serves as the recording secretary for the Board of Trustees: takes minutes of all Board meetings, facilitates the audio recording of closed session meetings, and maintains records in accordance with State statutes.
- Performs other duties including posting all legal notices for the Board of Trustees, acting as the College liaison between the Board and the public, and keeping the Board Policy Manual updated on the College website.
- Serves as the Local Election Official for the Board of Trustee elections, and ensures compliance with State election laws.
- Serves as the Freedom of Information Act Officer: responds to requests, serves as initial contact for external inquiries, and keeps a record of responses to ensure required response time is adhered to.
- Serves as the Open Meetings Act Officer for the College.
- Serves as an active member of the President’s Cabinet; serves on various committees; and participates in internal community service.
- Organizes and manages the activities of the President’s Office, including coordinating meetings and processing of financial records, travel, and communication between College employees, students, the Foundation, and the Board of Trustees.
- Interacts with internal and external executives, community leaders, and legislative officials.
- Assumes leadership on projects assigned by the President.
- Represents the President’s Office positively by disseminating information and resolving problems in a diplomatic and professional manner.
- Records the President’s Cabinet weekly meetings, and assists and President in agenda preparation.
- Interviews, hires, trains, supervises, and evaluates work-study students as needed.
- Seeks professional development for continuous learning.
- Prepares load sheets, overload contracts, special contracts (e.g., Title IX, Faculty Leader, Honors) for faculty.
- Collects, verifies, and reviews syllabi and office hours for faculty; posts in relevant electronic locations.
- Responsible for administrative duties related to the Curriculum Committee meetings: posts agenda and committee minutes to FAST; acts as a recorder for meetings; maintains all curricular documentation (e.g., outlines, ICCB program forms) for submission to ICCB, IAI, Illinois Universities (for articulation), and HLC; maintains ELA master list; maintains and updates the College catalog and curriculum committee manual.
- Assumes all other reasonable and professional duties and responsibilities as assigned by the President or the Board of Trustees.
- Must understand and support the mission of the community college.
- Must be able to handle discreet and sensitive issues and maintain confidentiality.
- Must have strong skills in customer service and possess excellent verbal and written communication skills, including social media.
- Must have the ability to work under pressure and organize multiple assignments exercising independent judgment.
- Must be able to establish and maintain effective relationships with co-workers and other individuals.
- Must be highly organized and able to coordinate events.
- Must be able to interpret rules, regulations, policies, and procedures.
- Must have the ability to connect with people within and outside of the College.
Frequent contact is made with all levels of College personnel, students, Board of Trustees, ICCB, ICCTA, State legislators, outside organizations and the general public.
Administrative and functional supervision is exercised over designated College work-study students.
Bachelor’s degree is required or equivalent education and experience. Strong communication and interpersonal skills that include understanding general marketing and social media, professionalism, confidentiality, and positive attitude are required.
TORT LIABILITY STATEMENT:
Coordinates the College Risk Management Program in a capacity appropriate to this position. This includes, but is not limited to, monitoring conditions, events and circumstances present through daily College operations, and communicating observations to the appropriate supervisor or taking necessary actions to correct, prevent or limit safety problems. May serve as a member of a committee that supports the health, safety and/or legal rights of visitors, students and staff. Such committees may include the AA/EEO, Sexual Harassment, and Safety/Loss Control committees. (Risk Management Categories I, III, IV. See Tort file.)
This description is intended to indicate the kinds and levels of work difficulty that will be required of the position that will be given the title and shall not be construed as declaring what specific duties and responsibilities of any particular position shall be. It is not intended to limit or in any way modify the right of the supervisor to assign, direct, and control the work of employees under supervision. The use of a particular expression or illustration describing duties shall not be held to exclude other duties not mentioned that are of a similar kind or level of difficulty.