Administrative Duties Handbook

The Administrative Duties Handbook details the job functions and hierarchy of all university administrators.

Vision, Mission & Guiding Principles

Organizational Chart

President
Provost and Vice President for Academic Affairs
Vice President for Student Affairs
Vice President for Administration/Chief Financial Officer
University Counsel
Executive Director of Development and Alumni Relations
Executive Director for Enrollment Management
Executive Director of University Relations
Chief Information Officer
Director of Athletics and Recreation
Associate Vice President for Academic Affairs
Academic Deans

MUW defines university administrators as the president, university counsel, provost, vice presidents, associate vice presidents, executive directors, chief information officer, director of athletics and recreation, and academic deans.

Administrator: President

The President of Mississippi University for Women (MUW) reports directly to the Commissioner of Higher Education, who reports to the Board of Trustees of State Institutions of Higher Learning (Board). The President is responsible for the administration of the colleges and departments of the institution and for keeping its expenditures strictly in compliance with the budgetary authorizations of the Board and within the limitations provided therein.

The President has overall responsibility for the institution including, but not limited to, these areas: advising the Commissioner of Higher Education and the Board regarding issues affecting the institution and the System; administrative leadership; educational leadership; resource management, development and acquisition; overall strategic and long-range planning, including financial management; and public service.

Responsibilities:

• Ensures compliance with all approved Board programs and policies, as well as state and federal laws and regulations.
• Makes recommendations to the Commissioner of Higher Education regarding the educational policy and academic standards of the institution.
• In accordance with Board policy, recommend for election by the Board all employees and faculty members of the institution, including filling vacancies in emergencies subject to review and rejection or approval by the Board at its next regularly scheduled meeting.
• Maintains appropriate standards of conduct of students, including expelling, dismissing, suspending, and placing limitations on continued attendance and to levy penalties for disciplinary violations, subject to procedures of due process.
• Ensures that the vision of institutional purpose is defined and continually renewed and that forums exist for the faculty and staff to continually define the role of the institution. This responsibility requires continuing efforts to gain support for the University’s purpose and mission by the Board of Trustees, elected officials, and the Legislature.
• Coordinates and manages institutional advancement programs including fund-raising efforts; public relations, marketing, and strategic communications; alumni relations; government relations; and related activities.
• Builds support among and enhance relationships with all institutional constituencies at local, state and national level.
• Organizes the institution in a manner that provides effective matches of talent and needs, as well as to ensure resources are allocated to achieve institutional priorities and purposes.
• Ensures institutional resources are used in the most effective and efficient ways and in accordance with state and federal law, Board policy, and standards of ethical practice.
• Provides opportunities and encourage faculty and staff development.
• Recognizes the constructive uses of dissent by providing appropriate forums for conflict resolution.
• Acts as a buffer between the University and the community to allow the unfettered pursuit and dissemination of knowledge.
• Ensures the institution maintains the highest standards of integrity, excellence, and caring; while enhancing the existing climate of higher expectations in which the best is expected of faculty, staff and students and diversity is respected and affirmed.
• Refines the strategic planning mechanisms in which the aspirations and needs of the institution are coordinated and linked, when appropriate, to the institution’s budgeting process. Ensure that all university constituencies are afforded the opportunity to participate in the ownership of the institution’s future.
• Encourages the development of evidence driven decision-making and seek information from both internal and external sources for these purposes.
• Makes all possible efforts for the institution to anticipate state, regional and national trends which might affect the future of the institution.
• Continues to provide a model of professional behavior through service to the community. Engage in professional activity on statewide, regional and national fronts and use this involvement to acquire new ideas and to remain sensitive to trends affecting the institution.
• Examines and make visible the values to which the MUW community gives allegiance through policies, faculty/staff behavior and program content for the University’s students. Subject current values to continual examination and consider new or revised values as appropriate.
• Emphasizes concern for students by ensuring that practices, policies and commitments made to them are fulfilled in a climate of caring and high expectations.

Organizational Structure:

The following administrators report directly to the President of the University:

• University Counsel
• Provost and Vice President for Academic Affairs
• Vice President for Administration/Chief Financial Officer
• Executive Director of University Relations
• Executive Director of Development and Alumni Relations
• Vice President for Student Affairs
• Chief Information Officer
• Director of Athletics and Recreation

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Administrator: Provost and Vice President for Academic Affairs

The Provost and Vice President for Academic Affairs is responsible for the development and management of the academic divisions and the academic support services. The Provost and Vice President for Academic Affairs, who reports directly to the President, is the University’s second-ranking administrator. The Provost and Vice President for Academic Affairs assists in the implementation of the mission of the University by ensuring that the curricula and continuing education offerings are of the highest quality for all students.

Responsibilities:

• Coordinates and oversees the offices and programs of the three colleges, the Library, the Center for Teaching and Learning, the Office of Outreach and Innovation, the Study Abroad Program, the Mississippi Governor’s School, the Student Success Center, the Office of Sponsored Programs, the Center for Women’s Research and Public Policy, the Honors College, the Graduate Studies Office, the QEP Office, and the Associate Vice President for Academic Affairs.
• Oversees the hiring of faculty, staff and administrators in the above areas and make recommendations to the President on personnel.
• Coordinates systematic program of planning and evaluation of academic affairs.
• Maintains files with credentials on faculty members.
• Oversees budget requests for the President in each area of responsibility and oversee the budget in each area.
• Serves as chair of the Academic Council.
• Serves as the representative of Academic Affairs on the Administrative Council and President’s Cabinet.
• Serves as chair of the Administrative Policy Review Committee.
• Serves as ex-officio member of Graduate Council, Undergraduate Curriculum Council, General Education Curriculum Committee and Teacher Education Council.
• Evaluates the Associate Vice President for Academic Affairs, all deans and department chairs, all directors and coordinators in the unit.
• Ensures that the evaluation system for faculty/staff is carried out in each unit.
• Prepares and revises the Faculty Handbook.
• Prepares and submits to the President the agenda for university wide faculty meetings. Prepares reports for the Institutions of Higher Learning Board of Trustees and other agencies as requested.
• Serves on the Council of Chief Academic Officers of the Institutions of Higher Learning Board of Trustees.
• Prepares an annual report and Institutional Effectiveness Report for the Office of the Provost and Vice President for Academic Affairs.
• Oversees the promotion and tenure process and makes recommendations to the President.
• Oversees and makes recommendations on all curricular proposals.
• Coordinates all policy statements in Academic Affairs and coordinate development of new or revised policies.
• Directs orientation of new faculty (full-time and adjunct).
• Coordinates the preparation of the academic course schedules and plans for academic advising.
• Recommends assignment of faculty to university councils and committees.
• Coordinates the preparation and submission of new academic programs to the IHL Board of Trustees.
• Reviews all academic programs on a regular basis.
• Administers special budgets for faculty development, research, permanent equipment and teaching overloads.
• Coordinates the academic assessment process.
• Oversees preparation of the academic components in the University Bulletin.
• Oversees student evaluations of faculty.
• Oversees probation, suspension, late administrative withdrawal, and grievance procedures.
• Coordinates nominations and selection of emeritus faculty and make recommendations to the President.
• Assists with planning and carrying out plans for commencement.
• Serves as the Affirmative Action Officer for academic personnel.
• Serves as Chief Administrative Officer of the University in the absence of the President.
• Performs other duties as assigned by the President.

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Administrator: Vice President for Student Affairs

The Vice President for Student Affairs reports directly to the President serves as the administrator charged with leading and managing all activities, programs, and units housed within the Division of Student Affairs and serves as the Title IX Coordinator.

Responsibilities:

• Articulates the vision and mission of the institution to the staff of the division.
• Plans, coordinates, and evaluates short and long-range goals and programs for the division in conjunction with the University Strategic Plan.
• Oversees the fiscal and personnel management of the division Plan, directs, and evaluates all in-service training of the Student Affairs division.
• Develops and directs policies, plans and programs for the Student Affairs division.
• Coordinates preparation of Federal, State and institutional statistical reports for the division.
• Represents the University at official University and community functions.
• Supervises comprehensive programs of student activities to include cultural, social, spiritual, intellectual and physical programs.
• Plans and directs the editing of the Student Handbook.
• Manages the student conduct process, including policies and processes, and handle conflict resolution through mediation.
• Provides involvement and leadership opportunities to students, and serve as a resource to students and families.
• Chairs the University Behavioral Intervention Team, an interdisciplinary team of professionals charged with monitoring, assessing, and responding to reports of behavioral concerns on campus.
• Collaborates with other members of the university community regarding critical incident preparedness; oversee proactive risk management efforts in Student Affairs.
• Oversees the operation of the Student Emergency Fund and the Owl Food Pantry.

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Administrator: Vice President for Administration/Chief Financial Officer

The Vice President for Administration/Chief Financial Officer reports directly to the President of the University and oversees the financial management of the University and administers and supervises the support services of the University.

Responsibilities:

• Directs control of the budget upon its approval by the Board, including collection, custody, investment, disbursement, accounting, and auditing of all college funds.
• Oversees maintenance of financial records.
• Directs development and management of finances, human resources, Plymouth Bluff Center, outsourced enterprises, university apartments, resources management and formulates and administers policies pertaining to these areas.
• Oversees construction, repair, and renovation projects.
• Serves on the President’s Cabinet, Administrative Council, and serves on other University committees and councils as required.
• Represents the President at official University, Board, and community functions and meetings as required.
• Attends monthly IHL Chief Financial Officer meetings and Board meetings.
• Oversees the preparation, compilation, and distribution of financial reports for various agencies of the state government, the Board of Trustees, the President, and other agencies as required.
• Reviews financial status of all University departments (in conjunction with the Director of Accounting).
• Negotiates with industry representatives on costs and services for food services and other contracted services.
• Prepares plans and reports on the University’s short and long-range goals and operations for submission to the Board.
• Prepares operating budget draft for submission through the President to the Board of Trustees.
• Develops policies and procedures for procurement of goods and non-personal services for the University.
• Serves as the Affirmative Action Officer for non-academic staff.

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Administrator: University Counsel

University Counsel, the chief legal officer, oversees and manages the provision of all legal services to the institution to ensure maximum protection of its legal rights and to maintain its operations within the limits prescribed by law and in compliance with IHL Board Policies and Bylaws and serves as the co-chief diversity officer and legislative liaison. Provides strategic guidance, consultation and support to senior university administrators and other members of upper management on a comprehensive range of legal and associated issues involved in carrying out the mission of the institution. University Counsel reports directly to the President.

Responsibilities:

• Provides legal counsel and guidance to university administrators on all legal matters, as well as compliance with university policy; polices of the Board of Trustees; and federal and state statutes and regulations affecting public institutions of higher learning.
• Brings legal issues and concerns to the attention of university administrators in order to develop legal strategies and solutions, often in situations of significant political, public relations, or financial risk, and with limited time for assessing alternatives.
• Assists in the development, revision, and interpretation of university policies and procedures.
• Prepares, reviews and makes recommendations regarding the approval of contracts involving construction, leases, licenses, purchases, sales, insurance, employment, research and related matters to insure compliance with university policy, Board of Trustees policy, state and federal law, regulations and rules.
• Represents or oversees the representation of the institution and university administrators in judicial and administrative proceedings, and in negotiations with other state agencies.
• Confers with university administrators, faculty, employees, and student organizations on matters involving legal interpretation and decisions related to university activities, policy questions, and operating problems.
• Advises on academic issues and policies such as intellectual property, domain ownership and licensing, and academic and disciplinary matters.
• Advices university relations, athletics, and other relevant offices on issues related to licensing and trademark use of university marks.
• Responsible for registration of university official marks with the U.S. Patent and Trademark Office.
• Serves as the official point of contact for all public records requests for university departments.
• Provides legal advice on all issues relating to employment law, discrimination, diversity, and equal employment opportunity.
• Provides legal advice on all issues relating to student affairs, student conduct and discipline.
• Conducts investigations.
• Assumes additional responsibilities as required.

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Administrator: Executive Director of Development & Alumni Relations

The Executive Director for Development & Alumni directs the administration that includes development & alumni and serves as the Executive Director of the MUW Foundation. The Executive Director for Development & Alumni reports directly to the President.

Responsibilities:

• Oversees, coordinates, and evaluates the work of the office of Development and Alumni Relations to ensure effective operation.
• Directly manages the Directors of Alumni Relations, Planned Giving, and Annual Giving.
• Evaluates the performance of the staff of office of Development and Alumni Relations.
• Serves as the administrative liaison to the MUW Foundation Board of Directors assists the Director of Alumni Affairs in work supporting the Alumni Association Board.
• Seeks major gifts. Serves as University liaison to the community.
• Under the direction of the University President, plans, initiates, and oversees all programs of fund raising for the University and Foundation.
• Under the direction of the University President, plans, oversees, and participates in the identification of prospective donors and cultivates and solicits key prospects in collaboration with staff and volunteers.
• Participates in regular meetings of the University Administrative Council, Presidents Cabinet, and committees as assigned by the President of the University.
• Provides reports as required for the IHL Board and staff.
• Is discrete and confidential about the activities of the office of Development and Alumni Relations and the administrative functions of the University.
• Completes other assignments as required for the Division or as indicated by the President of the University.

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Administrator: Executive Director for Enrollment Management

The Executive Director for Enrollment Management works under the direction of the President.  The Executive Director for Enrollment Management serves as an active member of the President’s Cabinet.  This position works along side Academic Deans and Cabinet members to identify prospective students and make known the value of a degree from MUW and the experience and education offered.

Responsibilities:

• Oversees Office of Admissions.
• Oversees Office of Financial Aid.
• Works with departments including: undergraduate admissions, scholarships, and financial aid, international admissions, student recruitment, enrollment communication, data collection and analysis.
• Maintains communication with prospective MUW students.
• Coordinates activities related to enrollment.
• Serves as an active member on the President’s Council, Academic Council, Administrative Council, and leads the Enrollment Management Council.
• Works along side Orientation, Advisors, campus Navigators regarding incoming students, prospective students, intents to enroll and applications.
• Other duties as assigned.

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Administrator: Executive Director of University Relations

The Executive Director of University Relations reports directly to the President and is responsible for the overall marketing and communication for the University to its internal and external constituencies and serves as the co-chief diversity officer. The Executive Director provides recommendations on policy and action in the management of issues affecting the university, including all aspects of media relations.

Responsibilities:

• Serves as the University spokesperson on University-wide issues at the request of the President and provides counsel and advice on major public relations issues.
• Oversees the operations of the office of Public Affairs.
• Develops a public relations and marketing program that supports and advances the University.
• Provides direction and counsel for the administration of the University’s graphics and communications program, and oversees an external communication program to ensure that standards of high quality are maintained.
• Develops and implements the campus’s media relations for social, print, and broadcast media at the local, state and national levels.
• Works with deans, faculty and administration to assess their public relations needs and develops and carries out programs to meet those needs.
• Develops and carries out a strategic marketing plan for the University.
• Coordinates media strategy in support of the University’s development efforts.
• Counsels the University on issues of management and media relations.
• Develops and oversees the media portion of the institution’s crisis management plan.
• Develops a program of internal communication for the University.
• Other duties as assigned.

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Administrator: Chief Information Officer

The Chief Information Officer (CIO) provides leadership to the University for Information Technology Services (ITS), Institutional Research, and Institutional Effectiveness in support of the University’s Mission and serves as the liaison to the Southern Association of Colleges and Schools Commission on Colleges (SACSCOC).

Responsibilities:

• Provides university leadership and oversight for the Office of Information Technology Services.
• Serves as an advocate for information technology, with responsibility for planning, coordinating, implementing and evaluating a comprehensive technology environment.
• Serves as ex-officio member of the committee charged with the responsibility of governing campus technology.
• Serves as ex-officio member of the committee charged with the responsibility of governing campus technology.
• Aligns IT goals with the University’s overall mission and operating goals.
• Maintains and nurtures collaborative working relationships with directors and academic administrators, as well as faculty, student and staff communities.
• Formulates and proposes annual operating and long-range budgets for the IT and ensure they are consistent with campus priorities.
• Protects the overall quality of all IT functions and initiatives; ensures that they are cost effective, and mission-driven.
• Provides leadership and assistance, as necessary, in the development and implementation of information technology projects for academic and administrative units.
• Provides university leadership and oversight for the Office of Institutional Research and Effectiveness.
• Serves as Chair of the Institutional Effectiveness Committee Serve as the University’s liaison to SACSCOC.
• Executes projects leading to achieving and maintaining accredited status, including self-study reports.
• Provides leadership in the planning, development, promotion, and implementation of an integrated institutional effectiveness system aimed at improving programs and services.
• Establishes a long-term strategic focus that contributes to the overall achievement of the university’s strategic priorities.
• Leads development, implementation and ongoing monitoring of a system of integrated planning, assessment and evaluation across the institution to include research and analysis, environmental scanning, peer comparisons, monitoring of key trends, key performance indicators (KPI) and reporting on progress of strategic initiatives to institutional constituencies.
• Provides oversight for the collection, analysis, and reporting of institutional data regarding institutional research and assessment, survey administration, as well as research on specific topics that will assist in the decision-making process of the President and administration.
• Ensures that reporting processes are reliable, valid, and ethical, and that they comply with state and federal reporting obligations.
• Coordinates training of University staff in the use of data reporting tools and the appropriate reporting of data.
• Creates a collaborative analytical environment between Information Technology Services and campus to develop readily available reports using various reporting tools for data analysis and reporting across the University.
• Provides university leadership and oversight for Data Analytics and Automation.

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Administrator: Director of Athletics and Recreation

The Director of Athletics and Campus Recreation, who reports directly to the President, is responsible for planning, organizing and implementing The W’s re-instituted athletic and campus recreation programs. The Director is also responsible for sound and effective planning, fiscal responsibility, academic pursuits, leadership and administration of the Department of Athletics and Campus Recreation within the framework of the overall academic mission of the University.

Responsibilities:

• Secures membership into the optimum national association and conference.
• Helps build a program with the highest level of integrity and competitiveness.
• Collaborates on facility renovations, new facility design and construction, and facility maintenance.
• Supervises all administrative, operational and business functions of the Department in accordance with the policies and procedures established by the University.
• Prepares budget requests.
• Identifies and develops strategy and funding priorities and administer the annual operating budgets.
• Recruits and secures quality administrative and coaching staff.
• Organizes, directs and participates in activities that will promote the prestige of the University and the Department of Athletics.
• Cultivates and enhances relationships both on campus and in the community as necessary to support and represent the mission of the University and the Department of Athletics, including civic, media, and future fan/booster groups.
• Participates and conducts, when appropriate, alumni, public relations and fund-raising activities with all relevant constituencies.
• Appropriately partners with University Advancement on the cultivation of donors for athletics.
• Develops and maintains a long- range plan (between three-five years) for the Department. Demonstrates commitment to inclusion and diversity in all regards.
• Provides leadership, organization and management of the coaching and administrative staff to attain optimal operational, academic, fiscal and athletic performance.
• Provides general supervision to the coaching staff and to the entire athletics program. Initiates and coordinates the certification of academic and health eligibility of all varsity athletes.
• Coordinates and approves schedules and contractual agreements for contests in all sports.
• Supervises scheduling for all intercollegiate athletic events and facilities.
• Understands and fosters student-athlete academic success that will lead to graduation.
• Oversees compliance with University and future national association and conference rules and regulations.
• Represents the University at conference and other national meetings.
• Serves on committees that further the interests of the Department on campus and with future national and conference affiliations.
• Collects and analyzes departmental information for reports for department assessments, evaluations, and program outcomes.
• Provides oversight to scholar athlete recruitment.
• Oversees the recruitment and eligibility of student athletes as required by conference and NCAA.
• Ensures compliance with relevant NCAA rules and regulations.
• Responsible for the comprehensive management of Campus Recreation facilities, programs, and personnel.
• Provides leadership and oversight for the following departmental programming areas: aquatics, facilities management, intramural sports, memberships, reservations, special events, and wellness.
• Provides vision and leadership to develop, modify, and manage Master Plan for Campus Recreation, including resource management, improvements to facilities, and long-term fiscal planning.
• Develops and manages the departmental budget for Campus Recreation
• Utilizes Campus Recreation facilities and programs to positively impact student recruitment and retention.
• Coordinates with contractual services on custodial, maintenance, and facility concerns.
• Develops, maintains, and interprets policies and procedures for designated program areas.
• Facilitates recommendation for improvements to campus recreation facilities and programs necessary to maintain efficient operation.
• Assumes other duties, responsibilities and relationships as assigned by the President.

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Administrator: Associate Vice President for Academic Affairs

The Associate Vice President for Academic Affairs reports directly to the Provost/Vice President for Academic Affairs and is responsible for overseeing academic offices as detailed below and for collaborating with the Provost to ensure effective management and coordination of academic organizations and policies.

Responsibilities:

• Serves as Director of the Ina E. Gordy Honors College.
• Oversees the Student Success Center.  The Director of the center reports directly to the AVPAA.
• Oversees the Office of Sponsored and Collaborative Projects. The Director of the office reports directly to the AVPAA.
• Oversees the Center of Women’s Research & Public Policy. The Director of the center reports directly to the AVPAA. 
• Oversees the Office of Study Abroad Programs. The Coordinator of the office reports directly to the AVPAA.
• Works with the assessment coordinator when appropriate to support faculty involvement in program planning and assessment.
• Serve as a member of Academic Council, Deans Council, Administrative Council, Undergraduate Curriculum Council, Teacher Education Council, and QEP Committee.
• Collaborates with the Provost to ensure timely review of university and academic policies.
• Represent the Provost at meetings or events when called upon.
• Perform other duties as assigned by the Provost.

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Administrator: Academic Deans

The deans of academic units report directly to the Provost and Vice President for Academic Affairs. The deans, in consultation with the chief academic officer, department chairs and faculty, are responsible for college/unit management, faculty affairs and instructional oversight.

Responsibilities:

The dean is responsible for the following college/unit management duties:

• Coordinates the development and implementation of short- and long-range college/unit programs, plans, goals, and priorities.
• Calls and presides over college/unit meetings to provide information, discuss common problems, interpret policies, and coordinate the activities of departments and individuals.
• Coordinates and supervises the activities of the department chairs and/or other subordinates and staff as applicable.
• Supervises the preparation, submission, allocation, and expenditure of the college/unit budgets.
• Supervises the college/unit inventory, management of facilities, and equipment.
• Approves college/unit requisitions, travel requests, and work orders for repairs and renovations to facilities.
• Coordinates all activities involving the college/unit and its departments with other colleges/units, other areas of the University and with external agencies including articulation courses/programs with other institutions.
• Establishes college/unit committees and recommends college/unit appointments to university-wide committees.
• Represents the college/school on campus and in the professional and local communities.
• Engages in appropriate fund-raising activities in conjunction with the Mississippi University for Women Foundation to meet the financial needs of the college/unit.
• Meets established deadlines for completion of responsibilities.
• Oversees preparation for accreditations, program reviews, and evaluations within the college.

The dean is responsible for the following Faculty affairs duties:

• Oversees all activities of the department chairs, or if in a unit without chairs, oversee the activities of the faculty.
• Supports excellence in teaching, advising, research/scholarship, and service.
• Directs the recruitment and appointment of faculty and staff in accordance with the University’s established personnel policies and affirmative action guidelines.
• Reviews and recommends for approval all faculty assignments including overload assignments.     
• Reviews and recommends to the CAO all faculty and professional actions, including reappointments, promotions, tenure, salary actions, and terminations following established policies.         
• Recommends appointments of adjunct faculty.
• Discusses evaluation philosophies and criteria with department chairs and with faculty members of the college/unit.
• Promotes faculty development activities within the college/unit.
• Reduces, resolves, and prevents conflict among department chairs, faculty members and staff following established policies.

The dean is responsible for the following instructional oversight duties:

• Coordinates and oversees the activities of the department chairs or, if in a unit without chairs, oversee the activities of the faculty.
• Coordinates recruitment, orientation, retention, advising and registration activities.
• Coordinates college/unit program reviews and the development of new academic programs.
• Authorizes student programmatic actions in line with and as required by institutional policies and procedures including the timely submission of grade reports.  
• Resolves student grievances in accordance with established policies.
• Performs other responsibilities as assigned by the CAO.

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Last Updated: October 3, 2023 by Webmaster.