Assistant Secretary to the Board of Regents

Job description

DescriptionPosition Summary:
The Assistant Secretary to the Board of Regents is responsible for providing executive-level support to the university’s nine-member, publicly-elected board, and to the Secretary of the Board of Regents. This position is the chief/lead staff member for the board office and coordinates the business affairs of the board including legal requirements, budget approval, and effective communication between the board’s office, president’s office, and campus liaisons. Working in a team-oriented environment, the Assistant Secretary interacts with the regents, system administration, university constituents, and the community at-large. This position requires knowledge of the University of Colorado and handles and safeguards sensitive, personal, and confidential correspondence, documents, and information. This position supervises the Director of Board Operations, the Program Manager and on occasion, a PERA retiree, when employed. This position reports to the Vice President, University Counsel and Secretary to the Board of Regents and is exempt from the State of Colorado Classified Staff system.

Duties and Responsibilities:
Duties and responsibilities of this position include, but are not limited to:

  • Ensures that board staff is appropriately meeting the needs of the regents so that they can adequately fulfil their official duties.
  • Notices board meetings in accordance with Colorado law.
  • Receives service of process on behalf of the Regents of the University of Colorado.
  • Serves as the custodian of records for Colorado Open Records Act (CORA) request for regents and system administration. Coordinates with University Counsel on responses to CORA requests.
  • Reviews and grant/deny campaign trademark requests.
  • Entrusted with the University Seal, the official seal of the university. Reviews and grant/deny requests in compliance with the Laws of the Regents and university brand standards.
  • Compose, publish, and maintain the minutes of all board meetings. Along with the official agenda items, these minutes serve as the legal record for all board actions.
  • Posts actions on BoardDocs immediately following board meetings and releases board approved minutes.
  • Attends board meetings to take minutes, setup venue, call roll for votes when requested, clean up following meeting and assist team, regents, campus leadership in all activities.
  • Coordinates with the Director of Board Operations, the president’s office, and vice presidents on agenda development and meeting logistics.
  • Posts action items on behalf of the president or campus leadership, indicating the action item has received final review and is ready for board action.
  • Advises board and committee chair on meeting procedures.
  • Assists the Secretary of the Board with the development of the executive session agenda. Coordinate with campuses on executive session documents and personnel.
  • Travels in-state to campus events and board meetings.
  • Provides, on request, policy analysis or research to board members and system leadership.
  • Provides budget oversight and serves as “Approving Official” for board staffs’ and regents’ procurement activities and travel reimbursements.
  • Coordinates new regent orientation.
  • Coordinates Swearing-In Ceremony.
  • Coordinates Governance Committee meeting agendas.
  • Reviews other regent committee agendas for continuity and staff support.
  • Provides guidance on Regent Laws and Policies.
  • Provides staff support to the president's evaluation process and presidential search process.
  • Maintains the department website.
Knowledge, Skills, and Abilities:
To be successful in this position, candidates will need the following:
  • Knowledge of parliamentary procedure and rules.
  • Knowledge of CORA and other legal compliance laws.
  • Skilled in management and meeting coordination.
  • Ability to plan meetings and agendas from conception through completion.
  • Ability to travel out-of-state as needed to accompany regents in the performance of their duties, which may include overnight stays.
  • Ability to deal tactfully and effectively with the Board of Regents, university officers, faculty, students and staff, state administrative officials, and the general public.
  • Ability to work effectively as a member of a team to facilitate the functions of a governing board.
  • Skilled in and ability to utilize Microsoft Office Suite products including the ability to format complex Word documents, perform basic analytical functions in Excel, and complete complex scheduling in Outlook.
  • Excellent written and oral communication skills.
  • Strong organizational skills.
Who we are: System Administration, which also houses the Office of the President, is located in the uptown neighborhood of Denver with an office in Broomfield and a few smaller offices located on the campuses. However, this position is located in Denver. Many of our departments support the educational and research missions of the four University of Colorado campuses. We provide diverse opportunities for professional development, innovation, and collaboration with talented staff and faculty.

What we offer: Salary: Salary is competitive and commensurate with skills and experience.
Benefits: The University of Colorado offers an excellent benefits package including:
  • Medical: Multiple plan options
  • Dental: Multiple plan options
  • Additional Insurance: Disability, Life, Vision and Wellness
  • Retirement 401(a) Plan: Employer contributes 10% of your gross pay
  • Paid Time Off: Accruals over the year
    • Vacation Days: 22
    • Sick Days: 15
    • Holiday Days: 10
  • Tuition Benefit: System employees have the benefit on all campuses 
  • ECO Pass: RTD Bus and light rail service
  • Additional Perks & Programs: Click here to access a few more Perks and Programs
Click here to access our Total Compensation Calculator to see what your total rewards could be at CU. This position is a University Staff position.

For more information on benefits programs, including eligibility, is available at

QualificationsMinimum Requirements:
  • Bachelor’s degree from an accredited institution of higher education or equivalent professional experience. (The educational requirement may be substituted by professional experience on a year for year basis).
  • Five (5) years executive level support and/or management, which must include:
  • Experience arranging meetings and events
  • Planning and executing projects
  • Ensuring compliance with policy and laws
  • One (1) year of experience in a managerial, supervisory, or leadership role.
Preferred Qualifications:
  • Graduate degree from an accredited Institution of higher education.
  • Experience working within higher education.
  • Experience with business affairs of a Board of Directors.
  • Membership in the National Association of Parliamentarians
  • Experience working with BoardDocs.

Job Category: Business Services
Primary Location: Denver
Schedule: Full-time
Posting Date: Mar 6, 2019
Unposting Date: Ongoing




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Job No:
Posted: 3/8/2019
Application Due: 5/23/2019
Work Type: