(1C) Administrative Structure

Trinity University
Faculty and Contract Staff Handbook

(1) Institutional History, Purpose, and Structure

(1A)    HISTORY, CHARTER, BYLAWS, AND COVENANT

(1B)    INSTITUTIONAL MISSION

(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:

The Office of the University President

The Office of Academic Affairs

The Office of Fiscal Affairs

The Office of Advancement

The Office of Student Affairs

The Office of Information Resources and Administrative Affairs

The Office of University Communications

University Administrative Structure Chart

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 Academic Affairs, Advancement, Fiscal Affairs, Information Resources and Administrative Affairs, 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 Academic Affairs and the Vice President for Information Resources and Administrative Affairs, 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 Academic Affairs is carried out according to the policy articulated in Chapter 3C Section I.C: Evaluation of the Vice President for Academic Affairs, Associate Vice Presidents for Academic Affairs, the Vice President for Information Resources and Administrative Affairs, and the University Librarian.

II. THE OFFICE OF ACADEMIC AFFAIRS

A. The Vice President for Academic Affairs

The Vice President for Academic Affairs (VPAA) is responsible for the academic 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 VPAA develops goals, policies, and administrative procedures relating to the following:

Undergraduate and graduate curricula
Engagement, evaluation, and retention of faculty and contract persons
Faculty development
Undergraduate and graduate student admissions
Financial aid
Intercollegiate athletics and intramurals
Supervision of laboratories and other academic support facilities
Administration of grants and sponsored research
Preparation of graduate and undergraduate bulletin materials
Preparation and administration of capital equipment and renovation budgets
Maintenance of faculty records
Preparation and administration of an annual academic budget
Summer sessions
Honors program
Advising program

The VPAA 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 VPAA works with the Vice Presidents for Fiscal Affairs, Student Affairs, Advancement, and Information Resources and Administrative Affairs, as well as the Academic Affairs Committee 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 VPAA in all aspects of academic administration with particular responsibility, as assigned, for the following:

1.    Associate Vice President for Academic Affairs: Curriculum and Student Issues (AVPAA:CSI)

Direction of “A Trinity Summer” precollege program.
Working as a liaison with “Trinity in Focus,” “Family Weekend,” Parents’ Orientation, New Student Orientation and the Academic Fair.
Preparation of academic material in the Courses of Study Bulletin.
Advising and assisting in the admissions process.
Oversight of the First Year Seminar and Peer Tutoring.
With the assistance of the Registrar, the assigning of faculty advisors to undergraduate students and monitoring the advising system, evaluating the faculty advisors, reassigning advisors, and conducting a continuing program directed toward the improvement of academic advising on all levels.
Working as a liaison with the Health Professions Advisory Committee and the Advising and Registration Committee.
Approval of grade changes, overloads, and exceptions to policies with regard to academic records, and advising and assisting the VPAA in monitoring grading practices and grade distributions.
Working as liaison with parents in matters of academic affairs.
Coordination of the activities of the Committee on Major Scholarships and Fellowships.
Representing the Office of Academic Affairs on the Honor Code Committee.
Processing charges and appeals for the Academic Integrity Committee.
Administration of the Honors Program.
Organizing the Honors Convocation and the Student Research Fair.
Organizing the Martin Luther King Lecture.
Supervision of undergraduate and graduate commencement.
Serving on the Upward Bound Advisory Board.
Serving as Crisis Team representative.

Providing leadership in the development, guidance, and reform of undergraduate curricula consistent with the liberal arts traditions and goals of the University.

2.    Associate Vice President for Academic Affairs: Faculty Recruitment and Development (AVPAA:FRD)

Administrative reviews and coordination of graduate programs including graduate student admission and retention, record keeping, satisfaction of requirements for graduation, and allocation of student support, maintenance of permanent records for graduate students, and evaluation of transcripts of applicants for admission to graduate study.
Oversight of interdisciplinary programs.
Working as liaison with the Elizabeth Huth Coates Library.
Working as liaison with the Teaching and Learning Committee.
Supervision of selection for the Z. T. Scott Faculty Fellowship.
Administration of summer sessions.
Organizing Research Dinners.
Administration of faculty development programs and funds.
Administration of the work of the Faculty Handbook Committee in revising the Faculty and Contract Staff Handbook.
Review of academic leave and summer stipend proposals as liaison with the Faculty Development Committee.
Serving as Secretary of the Faculty Assembly.
The assigning of, subject to the approval of the VPAA and the President, offices, classrooms, and laboratories to units and individuals in the academic area, and the scheduling of classes in consultation and cooperation with the departments.
Supervision of effective use of teaching and other departmental resources in consultation and cooperation with the departments.
Working with departmental chairs and the Director of the Physical Plant to assist in the best use of space at the University.
Providing leadership in the recruitment of outstanding faculty.
Assistance with faculty searches and selection of candidates.
Coordinating the New Faculty Orientation and the faculty mentoring program.
Preparation of the administrative calendar in conjunction with the ad hoc Calendar Committee.
Providing leadership on departmental recommendations with regard to faculty promotion, tenure, renewal, and termination.

3.    Associate Vice President for Academic Affairs: Budget and Research (AVPAA:BR)

Review of proposals for grants, contracts, and sponsored research, recommendation for approval of these to the VPAA, maintenance of good records of these proposals, monitoring of and reporting on proposals that are funded.
Supervision of the sponsored research officer.
Allocation of matching and start-up funds, and funds for student research.
Serving as liaison with the Information Technology Committee, the Mitchell Visiting Distinguished Professor Committee, the Institutional Review Board, and the Institutional Animal Care and Use Committee.
Oversight of the Distinguished Scientist Lecture Series, the Stieren Arts Enrichment Fund, the DeCoursey Lecture Series, and working as liaison with the Lectures and Visiting Scholars Committee.
Coordination of assessment of University programs in consultation with the Director of Institutional Research.
Assistance with review of departmental budget proposals.
Encouraging and assisting faculty in the development of grant and contract proposals, seeking externally funded grants and contracts that support the goals of the University, and monitoring and reporting on these grants and contracts.
Assistance with review of capital improvement and equipment requests.

C. Other Academic Affairs Officers

1.    The Dean of Admissions and Financial Aid

a.    The Dean of Admissions and Financial Aid reports to the VPAA and is responsible for recruitment of a proper number of undergraduate students of high academic ability and the matriculation of those students.

b.    Specific duties include:

Works with the Admissions, Scholarships, and Financial Aid Committee on the guidelines and requirements for undergraduate student admission to Trinity University.

Devises a recruiting plan each year to enable the University to attract the number and quality of students needed to meet the needs of the University.

Ensures that all materials needed to answer questions regarding the University such as recruitment materials, brochures, information about financial aid, academic scholarships, office forms, and applications are provided and distributed.

Supervises and approves all activities of the professional admissions staff making sure guidelines and needs of the University are met.

Ensures that all inquiries regarding admissions are answered promptly, and that all catalogue requests are filled.

Assigns work loads and schedules for admissions staff, including high school visits and attendance at college day and night programs.

Ensures proper records are maintained regarding prospective students and applicants.

2.    The Director of Financial Aid

a.    The Director of Financial Aid reports to the Dean of Admissions and Financial Aid 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 Dean of Admissions and Financial Aid 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 VPAA and is responsible for the administration of the Athletic program.

4. The Director of International Programs

Reports to the VPAA 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 FISCAL AFFAIRS

A. The Vice President for Fiscal Affairs

The Vice President for Fiscal Affairs (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 Fiscal Affairs

The Associate Vice President for Fiscal Affairs (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 Assistant Vice President for Human Resources serves 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, and counseling and affirmative action.

2. The Director of Physical Plant oversees buildings, grounds, facilities and equipment maintenance, new construction, improvements and renovations. The Physical Plant Director also administers the University’s housekeeping contract and the campus telephone operations.

3.    The Director of Campus Security is responsible for campus law enforcement, campus parking, traffic control, loss prevention, and campus safety.

4.    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.

5.    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.

IV. THE OFFICE OF ADVANCEMENT

A. The Vice President for Advancement

The Vice President for Advancement directs Trinity University’s programs in development (fund raising), alumni relations, and Laurie Auditorium. The Vice President and his/her staff of fund-raising and communications specialists are responsible for communication with the University’s many constituencies, both external and internal. All fund-raising efforts, promotional activities, publications, and special events planning and execution are under his/her jurisdiction.

All Trinity University faculty should clear foundation and other fund-raising proposals first with the Vice President for Academic Affairs and then with the Director of Development or the Vice President for Advancement. Non-faculty should clear foundation and other fund-raising proposals with the Director of Development or the Vice President for Advancement. Faculty and staff members must clear with the Public Relations Office all dates for speakers, events, and the use of Trinity University facilities by outside groups to eliminate calendar conflicts and maximize the promotional efforts for each event.

All scheduling of campus facilities for use by non-University groups must be done through the Office of Public Relations (see Chapter 7C: Use of Trinity University Facilities). All campus events (whether University or non-University sponsored) must be placed on the Central University Calendar to prevent schedule conflicts. The calendar is maintained by the Community Services Coordinator in the Public Relations Office. It is important, too, that dates planned for programs and speakers be checked in advance with this Coordinator. Activities scheduled for Laurie Auditorium must be booked through the Director of the Auditorium.

B. Other Advancement Administrators

1.   The Director of Development coordinates all fund-raising activities at Trinity University. Charitable gifts, including cash and equipment donations, constitute a significant resource to the entire University community. To ensure the maximum effectiveness of any request on behalf of Trinity and to avoid multiple requests to a single donor by various academic or administrative offices, individuals seeking funding should submit to the Vice President for Advancement or Director of Development a list of prospective donors, a description of the project, and the amount of funding requested.

Trinity University obtains gifts from various constituencies including alumni, parents, friends, corporations, and foundations. Ongoing development programs include:

Trinity University Associates: Individuals who make annual unrestricted contributions of $1,000 or more for student scholarships. Senior Associates donate $2,500 or more to student scholarships; Silver Associates donate $5,000 or more; and Gold Associates give at least $10,000.

Trinity University Business Affiliates: Businesses or corporations that make annual unrestricted contributions of $2,500 up to $10,000 for current operations.

Giving Clubs: Alumni, parents and friends make annual unrestricted gifts to Trinity for scholarships: Century Club: $100-$249; 1869 Club: $350-$499; Tower Club: $500-$999.

National Phonathon: Trinity alumni and parents are contacted by phone by student volunteers and asked to pledge support for the Annual Campaign for scholarships and financial aid.

In addition to these ongoing programs, the Development Office obtains gifts from foundations, churches and other organizations that provide scholarship support and gifts for specific designated areas of the University.

The Development Office staff utilizes a variety of methods in the cultivation and solicitation of gifts including mailings, phone contacts and personal visits with prospective donors. The entire process of cultivation, solicitation, receipting, recording, and the acknowledgment and reporting of all gifts to the University is coordinated by the Development Office. The Development Office is responsible for the administration of an on-line information system which contains demographic information for more than 40,000 parents, friends, and alumni of Trinity University. Departments or campus organizations may obtain lists including addresses, occupations, and other information about specific groups of alumni from the assistant information systems coordinator. In return, the organization or department is asked to assist in maintaining the records by passing along new information to update the records.

2.    The Director of Planned Giving is responsible for the cultivation, solicitation, and stewardship of planned gifts to the University. Such gifts may include real estate, securities, or other assets. There are special income and capital gains tax advantages when a donor contributes appreciated assets. Donors may also make a gift in their estate in the form of a bequest or trust. All questions regarding charitable gift planning should be referred to the Director of Planned Giving.

3.   The 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.

V. THE OFFICE OF STUDENT AFFAIRS

A. The Vice President for Student Affairs

The Vice President for Student Affairs (VPSA) is the chief administrative officer in the Office of Student Affairs and is responsible for the administration of the University’s student services, which include the auxiliary enterprises—residential life, food service, bookstore—Coates University Center and student activities, counseling and health services, career services, and the post office. The VPSA is also responsible for enforcing policies concerning student conduct and for the general area of student discipline. In cases of a student’s absence from class because of emergencies, this office will notify instructors involved. The VPSA and staff are also responsible for planning and implementing the First Year Experience, Parents’ Orientation, and Family Weekends.

B. Other Student Affairs Administrators

1.   The Dean of Students and Director of Residential Life, assisted by the Assistant Director of Residential Life and three Residential Life Coordinators, is responsible for supervising, integrating, and coordinating the activities of students who reside in University-operated residence halls. The administration of this department includes: room assignments and changes; enforcement of residence hall regulations, selection, supervision and training of the paraprofessional staff of Resident Assistants; advising of the Association of Student Representatives and the Student Court, and coordination of summer conference and summer session housing. Specific responsibility for serving as the campus judicial officer falls to the Dean of Students and Director of Residential Life

2.      The Director of Coates University Center & Student Activities and staff are responsible for campus programming, student organizations, Greek life, student-edited publications, the Coates University Center, and the University Post Office. Staff advise the Greek Council, The Mirage, The Trinitonian, the Trinity Activities Council (TAC), Trinity Multicultural Network (TMN), and the Trinity University Voluntary Action Center (TUVAC). Reporting to the Director are the Coordinator of Student Activities for Programming, the Coordinator of Student Activities for Student-Edited Publications, the (University Center) Building Manager, the Student Activities Specialist, and the Postal Supervisor. The Director coordinates parents programs, the Mentor Program, and, in conjunction with the Associate Vice President for Academic Affairs: Curriculum and Student Issues, New Student Orientation.

3.    The Director of Counseling and Health Services, assisted by the Assistant Director for Counseling and Disability Services and a Senior Staff Psychologist, is responsible for the supervision and administration of counseling and health services. The staff provides individual and group counseling for academic and personal concerns, and workshops and groups on topics such as stress, time management, and relationship enhancement. The Assistant Director for Counseling and Disability Services carries major responsibilities in providing disability services for students.

4.    The Senior Staff Nurse and three other registered nurses provide nursing assessment and treatment as well as medical and dental referrals for Trinity University students. A family practice physician conducts three clinics per week for students during the fall and spring semesters. The Health Service staff initiates worker’s compensation claims to the Office of Human Resources as reported by employees sustaining on-the-job injuries. The Health Service staff plans and coordinates the annual Fitness Fair, stop-smoking and weight loss programs; and provides information and resources to the campus community that promote the prevention of illness and the maintenance of a healthy lifestyle.

5.    The Director of Career Services is responsible for the administration of Career Services. Career development is a life-long process, and students are encouraged to begin their career exploration and planning early in their experience at Trinity University. Career Services assists students in choosing a career direction, acquiring experience, and gaining professional employment or admission to graduate programs. Services to students include individual career advising, workshops, and special programs to help them prepare for their futures.

6.    The Postal Supervisor and staff provide mailing services for students as well as for academic departments and administrative offices. The University Post Office, located in the Coates University Center, manages individual mailboxes for all Trinity University students, many student organizations, and all academic departments and administrative offices.

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 Vice President for Student Affairs.

VI. THE OFFICE OF INFORMATION RESOURCES AND ADMINISTRATIVE AFFAIRS

A. The Vice President for Information Resources and Administrative Affairs

The Vice President for Information Resources and Administrative Affairs (VPIRAA) 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 VPIRAA develops goals, policies and procedures related to the following areas:

The University Library
The Registrar
Information Technology Services
Center for Learning and Technology
Institutional Research
The Office of Conferences and Special Programs
Human Resources

B. Other Information Resources and Administrative Affairs Officers

1. The Associate Vice President for Information Resources and Administrative Affairs

The Associate Vice President also serves as the Director of Institutional Research. The Associate Vice President assists the Vice President for Information Resources and Administrative Affairs 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 Administrative Affairs 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 and Administrative Affairs.

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.

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 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.

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 & 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.    Public Information Officer

Gathers, writes and edits copy for news releases, tip sheets, media pitches, magazine stories, and other University publications in both print and digital media; cultivates media placements; responds to media inquiries; provides news coverage and support for six University offices: Coates Center, Conferences and Special Programs, KRTU-FM, Laurie Auditorium, Stieren Theater, and TUVAC, as well as 14 academic departments and programs: Art and Art History, Classical Studies, Communication, English, History, International Studies, Modern Languages and Literatures, Music, Philosophy, Psychology, Religion, Sociology and Anthropology, Speech and Drama, and Women's and Gender Studies; provides editorial supervision of LeeRoy, the daily newsletter of campus events; and takes digital photographs of campus events as assigned.

G.    Web Editor

Develops, designs, maintains official University Web pages; develops editorial and design guidelines for University Web site; develops/designs newsletters, icons, images, and templates for special events/special sections of the Web site.

H.    Community Services Coordinator

Coordinates the use of University facilities by off-campus groups (approx. 50 per year); manages the University's Speakers Bureau; maintains the University Central Calendar; coordinates special events, including the Commencement Receptions; serves as editor of LeeRoy and On Trinity Hill (campus e-newsletters); and records University events announcements on KRTU 91.7 FM.

I.    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.

J.    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.

K.    Technical Coordinator, Laurie Auditorium

Manages technical production of Auditorium events (load-ins & outs, lighting, electrical, sound, staging requirements); supervises house stage crew and all personnel involved in technical aspects of event; responsible for safe operation of all stage activity.

L.    Administrative Secretary

Maintains all financial records and budgets for the Office of University Communications; helps assistant vice president for University Communications with assigned projects; assists office personnel with travel arrangements; serves as lead proofreader for Trinity magazine, calendar of events, and other University Communications publications; maintains attendance, vacation, and sick leave records; supervises Work Study students; responsible for University Distinguished Lecture promotional banners; meets and greets visitors and telephone callers; assists office secretary and publications technician when necessary.

M.    Publications Technician

Produces publication layouts and camera-ready art; arranges and updates faculty photo files and other photos as needed; maintains logs of all publications jobs and files; responsible for ordering office supplies; coordinates business reply mail; takes digital images as assigned; meets and greets visitors and telephone callers; assists administrative secretary and office secretary when necessary.

N.    Office Secretary

Supports News & Information Staff (responsible for news release traffic, maintains and updates media database, maintains news release files); Supports Community Services Coordinator (provides clerical support, assists in production of fall/spring events listing, produces and distributes University Central Calendar via e-mail, maintains Web central calendar; e-mails LeeRoy to subscribers in the absence of the community services coordinator; maintains University Communications bulletin board; meets and greets visitors and telephone callers; assists administrative secretary and publications technician when necessary.

O.    Secretary/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

Trinity University Faculty and Contract Staff Handbook

Trinity University
Faculty and Contract Staff Handbook