Faculty and Contract Staff Handbook
(1) Institutional History, Purpose, and Structure
(1C) ADMINISTRATIVE STRUCTURE
For a summary of recent changes to this chapter, see Chapter 9A: Summary of Recent Revisions to this Handbook.
Contents of this page:
I. THE OFFICE OF THE UNIVERSITY PRESIDENT
The President is the chief executive officer of the University. He/She is appointed by the Board of Trustees and serves at its pleasure. He/She is responsible for carrying out the educational and administrative policies of the Board, for the effective management of the resources of Trinity University and for providing leadership to the University in fulfilling its educational mission.
Reporting directly to the President are the Vice Presidents for Faculty and Student Affairs, External Affairs, Finance and Administration, Information Resources, Student Affairs, the University Chaplain, the Assistant Vice President for University Communications, and the Executive Assistant to the President. These persons, with the exception of the Vice President for Faculty and Student Affairs and the Vice President for Information Resources, are evaluated by the President of the University. The annual evaluation is usually completed during mid-semester in the spring. The evaluation is in the form of a conference between the President and the individual. At the conference, the President reviews the person’s performance during the previous year and discusses his or her job expectations for the following year. The evaluation of the Vice President for Faculty and Student Affairs is carried out according to the policy articulated in Chapter 3C Section I.C: Evaluation of the Vice President for Faculty and Student Affairs, Associate Vice Presidents for Academic Affairs, the Vice President for Information Resources, and the University Librarian.
II. THE OFFICE OF ACADEMIC AFFAIRS
A. The Vice President for Faculty and Student Affairs
The Vice President for Faculty and Student Affairs (VPFSA) is responsible for the academic and co-curricular operations of the University. In consultation with students, faculty members, departmental and program chairs, directors, and others, and at the direction of the President of the University, the VPFSA develops goals, policies, and procedures relating to the following:
The VPFSA advises and assists the President of the University in intermediate and long-term planning, as well as in the day-to-day operations of the University.
The VPFSA works with the Vice Presidents for Finance and Administration, Alumni Relations and Development, and Information Resources, as well as the Academic Affairs and Student Affairs Committees of the Board of Trustees.
B. Associate Vice Presidents for Academic Affairs
The Associate Vice Presidents for Academic Affairs function as the senior staff persons and assist the VPFSA in all aspects of academic administration with particular responsibility, as assigned, for the following:
1. Associate Vice President for Academic Affairs: Student Academic Issues (AVPAA:SAI)
2. Associate Vice President for Academic Affairs: Curriculum and Faculty Development (AVPAA:CFD)
3. Associate Vice President for Academic Affairs: Budget and Research (AVPAA:BR)
C. Other Academic Affairs Officers
1. The Associate Vice President for Enrollment and Student Retention (AVPESR)
The Associate Vice President for Enrollment and Student Retention is responsible for the University's efforts to meet annual enrollment goals. These goals include headcount, net student revenue, academic profile, and diversity measures. To accomplish these aims, the AVPESR has oversight for the following:
The AVPESR works under the direction of the Vice President for Faculty and Student Affairs, and in consultation with and the support of numerous University administrators, faculty members, and staff members to achieve enrollment goals.
2. The Director of Financial Aid
a. The Director of Financial Aid reports to the Associate Vice President for Enrollment and Retention and is responsible for providing financial assistance for all academic semesters to students who apply and qualify. The basic responsibility of the Director is to ensure that all interested and inquiring students are served in the best and most expedient manner.
b. Specific duties include:
- Supervises all necessary functions for computing and making awards.
- Supervises all record keeping concerned with financial aid functions.
- Coordinates financial aid and related functions with other administrative offices, faculty, and students.
- Ensures accountability of all funds that are processed through the Financial Aid Office.
- Completes applications and all supportive data required for the annual funding for all programs and also for re-allocations during the year.
- Conducts periodic surveys and follow-up to support reasonable expense budget allowances for students by state and federal agencies.
- Assists the Registrar and Associate Vice President for Enrollment and Student Retention in the implementation of the Merit Scholarship Program.
- Provides leadership and guidance to the Admissions, Scholarships, and Financial Aid Committee.
3. The Athletic Director
Reports to the VPFSA and is responsible for the administration of the Athletic program.
4. The Director of International Programs
Reports to the VPFSA and is responsible for Study Abroad, the International Studies Program, and coordination of international education and international student affairs and support services on campus, including communication of international events and issues, coordination of efforts by departments and individuals to stage international programs, recruitment and retention of international students, effective advising in nonacademic areas for international students, an institutional mechanism for inviting and hosting foreign scholars, and the disbursal of funds for international activities.
III. THE OFFICE OF FINANCE AND ADMINISTRATION
A. The Vice President for Finance and Administration
The Vice President for Finance and Administration (VPFA) is responsible for the administration of the University’s financial operations and for most campus support services. Reporting to the VPFA are:
B. The Associate Vice President for Finance and Administration
The Associate Vice President for Finance and Administration (AVPFA) administers all University accounting activities, including endowments, current and restricted funds, loan fund, plant fund, and sponsored projects. In addition, the AVPFA is responsible for the Business Office, endowments, central purchasing, risk insurance, and budget control.
C. Other Fiscal Affairs Administrators
1. The Director of Campus Planning and Sustainability reports directly to the Vice President for Finance and Administration (VPFA) and is responsible for the development of all construction projects undertaken by the University and ensuring they are effectively managed and comply with state and city regulations and procedures. The Director assists in the development of long-range plans to meet the academic and support needs of the University and in the selection of consultants and contractors and coordination and oversight of their work. The Director is also responsible for compliance with and maintenance of sustainability standards and policies.
2. The Chief and Director of University Police is responsible for campus law enforcement, campus parking, traffic control, loss prevention, and campus safety.
3. The Director of Purchasing supervises the purchase of goods and services for the University, office equipment and its maintenance contracts, inventory control, pest control, campus vending machines, and central receiving. The Purchasing Director is also responsible for the campus print shop and the convenience copy center.
4. The Director of Internal Audit is responsible for ensuring Compliance with all University rules, regulations, and policies pertaining to fiscal affairs. This position reports directly to the Audit Committee of the Board of Trustees, but for daily operations reports directly to the VPFA.
5. Reporting to the Vice President for Finance and Administration (VPFA), the University Controller provides leadership and management oversight for the daily operations of the University accounting, financial reporting including sponsored projects, endowments, and similar funds, accounts payable, payroll, student accounts, receivable and cashiering functions. The Controller is the primary liaison with the external auditor and, working with the VPFA, prepares annual and periodic financial reports and analyses.
6. The Director of Investments reports directly to the Vice President for Fiscal Affairs (VPFA) and acts as a liaison between the University Investments Committee, University administration, and the investments consultant with regard to the University endowment.
IV. THE OFFICE OF ALUMNI RELATIONS AND DEVELOPMENT
A. The Vice President for Alumni Relations and Development
The Vice President for Alumni Relations and Development directs Trinity University’s programs in development (fund raising) and alumni relations. The Vice President and his/her staff of fund-raising and alumni relations specialists are responsible for communication and engagement with the University’s many constituencies, both external and internal. All fund-raising efforts, stewardship activities, and alumni activities are under his/her jurisdiction.
All Trinity University faculty should clear foundation, corporation, individual and other fund-raising proposals first with the Vice President for Faculty and Student Affairs and then with the Assistant Vice President for Alumni Relations and Development or the Vice President for Alumni Relations and Development. Non-faculty should clear foundation and other fund-raising proposals with the Assistant Vice President for Alumni Relations and Development or the Vice President for Alumni Relations and Development.
B. Other Advancement Administrators
Assistant Vice President for Alumni Relations and Development coordinates all alumni and fund raising activities at Trinity University.
Senior Director of Annual Giving leads the yearly fundraising outreach of the Trinity Fund and the Trinity Parents Fund, both of which support the University's core priorities: scholarship and financial aid, innovative and world-class faculty, and the student programs which enrich a productive learning environment. The Office of Annual Giving works to broaden the base of participation by alumni and parents in both engagement through volunteerism and giving. .
Senior Director of Advancement Services is responsible for the operational aspects of the Division of Advancement through the management of five primary areas: gift processing, data management, research, prospect coordination, and information technology. This position will work directly with the front line fundraising units, the information technology support team, and other relevant departments at Trinity to promote the improvement of resources for donor cultivation and information management. This position is also responsible for formulating and training policies, procedures, and best practices.
Director of Corporate and Foundation Relations/ Special Projects supports the strategic objectives of Trinity University through the cultivation, solicitation, and stewardship of local, regional, and national corporations and foundations. This position also develops and produces special projects including the creation and production of fundraising materials.
Director of Alumni Relations and the Office of Alumni Affairs are charged with strengthening and maintaining close ties with former students of Trinity University, through the Alumni Association, chapter activities, newsletters, and special events.
Director of Major and Planned Gifts leads the staff program charged with fostering the development of the relationships between Trinity University's major donors and prospective major donors to advanced Trinity's mission.
V. THE OFFICE OF STUDENT AFFAIRS
A. Associate Vice President for Student Affairs and Dean of Students
The Associate Vice President for Student Affairs and Dean of Students is the chief administrative officer in the Office of Student Affairs. The Associate Vice President oversees all functions of the Student Affairs area, including Campus & Community Involvement, Career Services, Counseling and Health Services, Dining Services, and Residential Life. Those functions include leading divisional strategic planning, assessment, and annual reporting; overseeing professional staff selection, supervision, development, and evaluation; managing annual processes related to budget, including capital improvement and equipment requests; and overseeing divisional communications. In addition, the Associate Vice President represents the division outwardly in developing reports for the Board of Trustees and the National Alumni Board and Visitors Committee. The Associate Vice President reports directly to the Vice President for Faculty and Student Affairs.
The Dean of Students roles include management of student and parent issues. Specifically, the Dean of Students assists students and families in distress, particularly around personal and academic issues. The Dean of Students communicates actively with students and parents through social media and newsletters. Other areas of direct responsibility include participation on the campus Crisis Management Team; co-chairing the Student Success Behavioral Assessment Team; managing student conduct, including policy and procedure development and advising the Student Conduct Board; overseeing programs related to alcohol and sexual assault; and advising the student representative organization.
B. Other Student Affairs Administrators
1. The Director of Campus & Community Involvement (CCI) is responsible for the planning, delivery, and assessment of programs in CCI, including but not limited to student activities programming, student organizations advisement, leadership programs, new student orientation, parent programming, diversity initiatives, service programs, fraternity and sorority life (local social organizations), and student-edited publications. Additionally, the Director oversees the Coates University Center. The Director reports to the Associate Vice President for Student Affairs and Dean of Students.
2. The Director of Career Services The Director of Career Services is the senior administrative officer for the Office of Career Services. Primary responsibilities include overall leadership and direction for Career Services, supervision of all staff members within the department, and managing the departmental budget and day-to-day operation of Career Services. The Director is the primary staff person engaged in employer and recruiter development, and oversees staff members engaged in on-campus services including career counseling and advisement, programming and workshops, and on-campus recruitment activities. Acting as the primary liaison with Alumni Relations and faculty, the Director helps to coordinate networking programs, assists alumni with career development, and coordinates with faculty members to meet career needs within their disciplines. The Director reports directly to the Associate Vice President for Student Affairs and Dean of Students.
3 The Director of Counseling and Health Services is responsible for the supervision of Counseling Services, Disability Services for Students, and the Elizabeth Rhea Health Services. The Director is responsible for counseling and health services in areas of staffing, policy, budget, clinical services, programming, and adherence to legal, professional, and ethical standards. As a member of the clinical staff of Counseling Services, the Director provides counseling, consultation, outreach and urgent-response services to Trinity University students. The Director reports directly to the Associate Vice President for Student Affairs and Dean of Students.
4. The Director of Residential Life, assisted by the Assistant Director for Residential Education and four Residential Life Coordinators, is responsible for the overall leadership of the Residential Life Office. The Director oversees development and implementation of the departmental mission, goals, and assessment. Areas of responsibility include managing the selection, training, and supervision of full-time professional staff members and part-time student staff members; overseeing departmental budgets; managing annual processes related to housing operations, including assignments, opening and closing, and summer student housing; selecting and purchasing residence hall furnishings; and coordinating the department's educational program. Additionally, the Director coordinates with the offices of Conferences and Special Programs, Facility Services, and Housekeeping. The Director reports directly to the Associate Vice President for Student Affairs and Dean of Students.
C. Contracted Services
The University Bookstore and University Dining Services are both provided by contracted services, Barnes & Noble, Inc. and ARAMARK, respectively. The General Manager of the Bookstore and the Director of Dining Services report to the Associate Vice President for Student Affairs and Dean of Students.
VI. THE OFFICE OF INFORMATION RESOURCES
A. The Vice President for Information Resources
The Vice President for Information Resources (VPIR) is responsible for the information and technology areas of the University and other areas of administration as assigned by the President. Working with the other Vice Presidents as well as the President and the Board of Trustees and in consultation with members of the University community, and at the direction of the President, the VPIR develops goals, policies and procedures related to the following areas:
B. Other Information Resources Officers
1. The Associate Vice President for Information Resources
The Associate Vice President also serves as the Director of Institutional Research. The Associate Vice President assists the Vice President for Information Resources in the leadership and management of the areas reporting to the Vice President, as directed by the Vice President. As the Director of Institutional Research, the Associate Vice President is responsible for the collection and organization of information to assist the University in its operations. Particular emphasis is given to maintaining University data for reporting to national associations, groups and accrediting agencies. Working with various offices of the University, the director advises on outcomes assessment programs, monitors admissions data and assists offices in their own data collection.
2. The Registrar
The Registrar is responsible for student records and registration of students, including the maintenance of records. The Registrar specifically is responsible for:
Academic registration.
The interpretation of academic rules and regulations.
Counsel regarding academic policy with University constituencies.
Publication of schedule of classes.
Scheduling of classroom resources.
Assisting in the preparation of the University calendar.
Certification of University degrees.
Preparation of program material for commencement.
Administration of the Veterans Affairs and Social Security programs.
Certification of eligibility for honors, athletic participation and student body offices.
Providing student-related information to University offices and departments.
Security of student records.
Student identification cards.
Transcript service.
Advisor support.
Application for major records and degree tracking information.
3. The Director of Information Technology Services
The Director of Information Technology Services is responsible for managing the University technology resources in both the administrative and academic areas. In that capacity the director is specifically responsible for.
The University data network.
The University telephone system.
The management and procurement of the University computer inventory.
The effective deployment of technology personnel in the Office of Information Technology Services.
The preparation, in consultation with the Vice President, of an annual technology budget.
The University e-mail system.
The residence hall computer network.
University computer laboratories.
The approval of all technology-related equipment that will be connected to the data or telephone network.
Maintaining and approving the software inventory of the University.
Maintaining the University administrative information system(s).
The security of network resources.
4. The University Librarian
The University Librarian is responsible for managing and providing leadership for the University Library. The University Librarian is responsible for all aspects of Library operations. Specifically, the University Librarian has the following responsibilities:
To recruit and retain outstanding Library faculty and staff.
To oversee the development of appropriate Library resources in print and/or digital formats.
To oversee the Library faculty promotion and tenure process.
To plan for the Library’s role in the information literacy needs of our students and other end users.
To encourage and assist Library staff in the development of grant and contract proposals that advance the mission of the Library.
To develop, in consultation with the academic faculty and in cooperation with the Vice President for Information Resources and the University President, plans and goals for the Library consistent with the goals of the University.
To prepare an annual budget for the library, in consultation with the Vice President for Information Resources.
To be responsible for the effective and strategic utilization of budget resources.
To represent the Library in outreach activities which advance the mission of the library and the University.
To be responsible for the effective use of Library resources.
To provide effective management and administration of the Library.
To liaison with faculty regarding Library needs.
Trinity University’s classified personnel in the areas of personnel records maintenance, recruitment, wage and salary administration, fringe benefits, student employment, CETA and SANYO programs, policy development, personnel development, counseling and affirmative action, and Environmental Safety.5. The Director of the Center for Learning and Technology
The Director of the Center for Learning and Technology is responsible for the management of the University collection of media materials, the multi media laboratory and the general management of the Office of Instructional Media Services (IMS). Specifically the Director is responsible for
The campus cable and IPTV television system.
The acquisition of appropriate media software.
The maintenance and operation of the multimedia laboratory.
The hiring and retention of outstanding CLT personnel.
Assists in training of campus constituencies in the use of various educational software systems.
The design, maintenance and support of electronic classrooms.
Recommending and consulting with the campus community regarding digitally-enhanced teaching resources.
6. The Director of Conferences and Special Programs
The Director of Conferences and Special Programs is responsible for the summer conference hosting activities of the University as well as conferences and special programs hosted by the University throughout the year. The Director is responsible for the management and oversight of the Holt Center for Conferences and Special Programs. Specifically, the Director is responsible for:
The management and scheduling of the Holt Center.
The hiring and retention of outstanding conference staff.
The recruitment of conferences to the campus.
The effective and optimal utilization of University resources for summer conferences.
The scheduling of University resources for conferences and special programs.
The Policy Maker Breakfast Series.
The exposure of the University to appropriate groups with potential to advance the University agenda through effective national exposure to visitors for conferences and programs hosted by the University.
The oversight of summer sports camps and related activities in the summer.
7. The Assistant Vice President for Human Resources
The Assistant Vice President for Human Resources serves
8. The Director of the Tiger Card Office
· Management of the university one card program
· Management of the automated door access system
· Management of the video surveillance system
· Reconciliation of accounts utilizing one card
· Work with off campus vendors to facilitate acceptance of Tiger Bucks
· Establish on campus opportunities for the use of Tiger Bucks
· Management of campus networked printing system
· Oversight of Paw Prints in the Coates Library
VII. THE OFFICE OF UNIVERSITY COMMUNICATIONS
A. The Assistant Vice President for University Communications
The Assistant Vice President for University Communications is responsible for the overall management and staff supervision of the Office of University Communications; directs and implements integrated marketing strategies; directs University's media relations and sports information outreach; serves as a University spokesperson; supervises development of University publications and electronic communications; serves as executive editor of Trinity magazine and calendar; directs the University's community relations; oversees operation of Laurie Auditorium; develops and manages budgets of the Office of University Communications, Laurie Auditorium, Catalogs & Bulletins; manages specials events as assigned.
B. Assistant Director, Community Relations and Special Events
Coordinates the use of University facilities by off-campus groups (approximately 50 per year); manages the University's Speakers Bureau; maintains the University Central Calendar; manages Trinity's special events such as dedications, open houses, and the commencement receptions; and records University events announcements on KRTU 91.7 FM.
Responsible for the logistics, promotions, and media relations for the Trinity University Distinguished Lecture Series, the Cameron Lecture on Politics and Public Affairs, the Distinguished Scientist Lecture Series, and other major public University lectures such as the MLK Jr. Commemorative Lecture, the Stieren Arts Enrichment Series, the Policy Maker Breakfast Series, and Food for Thought Luncheon Lecture Series.
C. Associate Director/Publications
Responsible for the management and production of more than 300 publications annually; serves as editor of Trinity magazine; writes, edits copy (magazine, calendar, various mailers, and brochures); manages University photography; supervises publications designer and publications technician; manages special events, as required; and develops budgets for magazine, calendar.
D. Publications Designer
Serves as designer and publications manager of Trinity magazine and calendar; handles design, illustration, camera-ready production of all publications assigned; writes publication specifications; solicits bids and contracts; maintains University logos and seals, electronic and paper versions.
E. Assistant Director/News and Information
Manages the news bureau; writes news releases and magazine stories as well as campus news stories for alumni and Web publications; interfaces with reporters by cultivating media placements and responding to media inquiries; monitors ProfNet service to connect professors with reporters; supervises production five times a year of electronic campus newsletter, On Trinity Hill; monitors distribution of LeeRoy, the daily events listing during the academic year; coordinates the distribution of news clips on and off campus; oversees database services and contracts; and serves on the Campus Board of Publications. Serves as the liaison to the administrative offices of Career Services, Coates Library, and Parker Chapel as well as to the Biology, Chemistry, Engineering Science, Geosciences, Mathematics, and Physics and Astronomy departments, and the departments of Business Administration, Economics, Education, Health Care Administration, and Political Science.
F. Web Content Specialist
Serves as primary coordinator of web-based and social media communications, providing web writing/editing, content posting and development, as well as leadership and strategic planning for existing and future content. Coordinates the effective and appropriate use of the web and social media to reach and serve internal and external stakeholders and audiences.
G. Web Developer
Responsible for development and maintenance of the University’s websites and microsites, participates in the development of other digital applications that extend the University’s brand to its constituents. The Web Developer works as part of a team to provide web development, web services, and technical support on behalf of the whole University, including development of the University’s website through the content management system and providing CMS training for University’s web end users.
H. Sports Information Director
Provides news coverage, directs media relations for all intercollegiate athletics; manages statistical reporting for all teams; maintains athletic Web site; develops, writes, produces team game programs; develops, writes, produces recruitment brochures for each sport; manages, direct, maintains photography for intercollegiate activities.
I. Director of Laurie Auditorium
Manages and coordinates all events in the Auditorium; maintains up-to-date calendar of all events scheduled; negotiates all performance contracts for use of Auditorium; directs and supervises routine physical maintenance of Auditorium; supervises Auditorium staff and stage crew.
J. Laurie Auditorium Box Office Manager
Manages box office operations including monthly budget statements, purchasing, and billing; manages Ticketmaster system; supervises student workers; meets and greets visitors and telephone callers.
VIII. UNIVERSITY ADMINISTRATIVE STRUCTURE CHART
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