Confidential Executive Associate

POSITION DESCRIPTION AND DUTIES

The Confidential Executive Associate serves as the committee coordinator and information manager for the Board of Trustees with primarily responsibility for coordinating and providing services for the Board of Trustees Committee and Subcommittee meetings, plus maintaining the Board’s website. The position, reporting to the Deputy to the Secretary of the Board of Trustees, assesses and distributes meeting agendas, polls for meeting attendance, and prepares minutes with input from CUNY's senior management. The Confidential Executive Associate is also responsible for the design, implementation, maintenance, and administration of information management systems for the Policy Documents Site/System (PDS), and coordinates with other web-design teams. The work involves analysis and research of legal and policy documents. The Confidential Executive Associate also serves as an internal consultant to the Board of Trustees’ Office of the Secretary on larger information management issues, including document digitalization, conversion, standardization, archiving, indexing and document searches. Key responsibilities include, but are not limited to the following:
For Information Management System Design and Administration:
? Design and build information management systems, including dynamic content management, online database, and search systems to meet institutional information needs for the Policy Documents Site/System (PDS);
? Serve as an administrator of content management, database, and search systems, tracking updates and reported issues for component software and performing or overseeing updates and maintenance for the Policy Documents Site/System (PDS);
? Design content workflows, coding necessary pipelines and transformations for new and existing functions, and integrate this code into the overall information management architecture for the Policy Documents Site/System (PDS);
? Analyze document structures, devise structure and formatting standards, and code XML Schemas and XML conversion definitions for conversion of documents from Microsoft Word to XML format;
? Keep current on evolving information management standards, best practices, and legal requirements;
? Consult with various offices on document management, digitalization, and conversion operations, and give advice on the development of standard procedures for managing and updating documents;
? Oversee the digitalization and analysis of archival documents and maintain digital archives of the Board of Trustees’ meeting documents, as well as University-wide policy documents;
? Perform occasional document indexing;
? Serve as an internal consultant on policy history, policies currently in effect, and standard usage and style during the policy document drafting and review process;
? Design and test standards compliant CSS-based Web site layouts, maintaining and updating a central CSS style library, and creating necessary graphics.
For Board Committees:


? Forecast meeting attendance to guarantee a quorum is possible for each meeting;
? Review Committee and Subcommittee meeting attachments to the agenda and evaluation of both agendas and attachments for appropriateness and accuracy, and distribution of final documents to Committee members, in advance of and during meetings;
? Answer last minute questions and addressing issues as they arise to make sure the most recent/revised documents and pertinent issues are addressed before meetings begin;
? Attend all Committee and Subcommittee meetings; take notes and keep meeting minutes; interpret meeting discussions and statements in order to determine what is included in minutes; summarize statements and discussions and incorporate official transcripts into minutes which requires interpreting detailed and sensitive information, and assessing relevance to develop accurate minutes;

QUALIFICATION REQUIREMENTS
A Bachelor’s Deg

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