Executive Assistant And Legal Secretary

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Executive Assistant and Legal Secretary to the General Counsel
Duties: Performs highly responsible and confidential administrative work in the Office of the General Counsel. Oversees and coordinates communication in major areas with administrators and faculty on four campuses. Responsibilities involve the application of constructive measures and appropriate solutions to procedural and administrative matters. Work includes public contact in interpreting and promoting departmental/institutional programs and rendering administrative decisions. Responsibilities may require occasional late hours and some travel. Work is performed under general supervision of the General Counsel with evaluation based on overall effectiveness and accomplishment of assigned goals. The performance evaluation is conducted through the performance evaluation system and in accordance with the University Policies & Procedures. Preserves the confidentiality of the office, administration, and University by exercising discretion in communicating information to administrators, faculty, students, staff, alumni, and various publics and in handling administrative and legal files/records, personnel actions, and similar confidential items. Coordinates incoming and outgoing correspondence, documents, forms and information for administrators, faculty, students, staff, alumni, and various publics by receiving, sorting, opening, and routing correspondence according to office procedures and guidelines or by creating new distribution procedures where necessary and determining the appropriate component for outgoing documents; follow up to ensure that action items are completed and timelines are met. Maintains general office operational files as well as legal materials and correspondence, creating and copying files/records as necessary and updating files/records through purging and preparing new files/records and ensuring files/records contain adequate and proper documentation of organization, functions, policies, decisions, procedures, and/or essential transactions. Provides information and/or data for internal or external reports by researching departmental files/records and law books; retrieving electronic data from different sources, including state and federal websites; and organizing and presenting information in a useable and understandable format. Prepares routine and complex correspondence and reports from oral dictation, handwritten, or printed text through various computer applications, reviewing for document completeness and accuracy before mailing or submitting documents for approval. Ensures compliance with state and federal mandates, consulting with General Counsel on new legislation and University policy statements and disseminating information as required by law. Coordinates General Counsel¿s calendar/schedule. Exercises initiative and independent judgment in managing General Counsel¿s calendar/schedule and the daily activities of the Office. Tracks office operating costs, making recommendations regarding expenditures and completing budget transfers as required. Coordinates and facilitates efficient and cost-effective official travel for the General Counsel by making travel arrangements, submitting travel vouchers for reimbursement according to state travel guidelines and mandates and processing payment for attendance at special events, conventions, and meetings. Provides office with necessary supplies and maintains sufficient quantities by ordering, receiving, and storing basic office supplies. Maintains office equipment in working condition, following manufacturers’ maintenance schedules and arranging for repairs or service as required. Performs receptionist duties when needed, receiving/greeting administrators, faculty, students, staff, alumni, and various publics; directing them to the appropriate office or person; providing information or materials for routine inquiries; answering telephone, taking messages, and routing calls according to office procedures exercising organizational familiarity and discretion. Liaison between General Counsel and students, faculty, staff, visitors, alumni, community and corporate officials, and others. Maintains website for the General Counsel Policies, Guidelines, Bylaws, and other relevant material. Establishes and maintains productive working relationships with University clientele and the community. Legal Secretarial: Manages and drafts legal/office documents. Assists in investigation/discovery. Performs Preliminary Preparation of and review of contracts other than affiliation agreements and other University-related legal documents. Researches law and updates law books and other legal research materials Organizes and files all necessary legal filings materials. Attends court-related proceedings when requested. Performs preparation of and review of affiliation agreements to ensure compliance before General Counsel’s approval and signature. Oversees and coordinates with University program coordinators, hospitals, and medical and educational facilities the content, facilitation, assistance, and dissemination relating to student internships, practica, field placements, and clinical education for all departments of the University. Develops and updates recordkeeping for present and past clinical contracts in compliance with state record retention laws. Coordinates insurance coverage with Risk Management for clinical coverage between university students and Chicago Insurance Company, including obtaining certificates of coverage for cooperating corporations and other facilities. Works directly with hospitals and other medical or educational facilities on contracts. Board of Regents Duties: Maintains all records of Meetings and Actions for the Board of Regents: Coordinates and plans meetings and teleconferences related to Board of Regents and facilitates the success of meetings and teleconferences by scheduling with appropriate offices, coordinating with participants, assist with preparing agendas, arranging support equipment for teleconferences and public comment at Board meetings, using independent judgment regarding modifications or last-minute changes and coordinating or providing support during the meetings and teleconferences. Coordinates meeting proceedings for all quarterly Board of Regents meetings and all special-called meetings. Develops Board agenda with General Counsel, Chancellor, Vice Presidents, and Board. Responsible for posting all legal notices of Board meetings and special- called meetings on the Texas Register website, with the student newspaper, and at courthouses, as provided by State law. Coordinates Communication with the Board of Regents. Performs assignments as directed by the Chair of the Board of Regents. Oversees requests from the Board of Regents to Secretary of the Board to ensure such requests are completed in a timely and professional manner. Assists Secretary to the Board in preparation for all Board of Regents meetings. Prepares minutes of Board of Regents meetings to ensure that the meetings are properly documented and distributes these minutes to the Board members and administrators and to the public as provided by State law. Ensures Regents meet requirements of the Texas Legislature by arranging training under the Public Funds Investment Act and fulfillment of other State entity obligations. Coordinates regular contact and open communication with Secretary of the Board and Board of Regents. Maintains website for the Board of Regents Policies, Guidelines, Bylaws, and other relevant material. Acts as assistant Secretary to the Board of Regents. Open Records Administrator: Serves as the University¿s open records liaison and coordinates with the Texas Attorney General¿s Office concerning open records reporting. Administers the University's open records program as specified by Texas Government Code Chapter 552. Oversees the communication, preparation, and assistance/dissemination relating to all open records requests. Consults with the General Counsel on particularly complicated open records matters. Cross-training for other staff positions as needed during vacation, sick leave, etc.

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