Policy Program Coordinator

27209BR

Integrity & Compliance

Position Overview

The Office of Audit, Risk & Compliance (OARC) provides leadership and university-wide services that strengthen accountability, mitigate significant risks, and reduce the consequences of non-compliance with federal and state laws. As a unit of OARC and stewards of the University Policy Program , Policy Administration is responsible for maintenance and oversight of the Policy Library , the university’s official archive for policy. Policies help put the University of Kansas’ mission into practice by clarifying roles and expectations, facilitating efficient operations, mitigating risks, and supporting the university’s compliance with state and federal laws and regulations. Policy Administration collaborates with subject matter experts and stakeholders across the university and strives to make each policy development process as inclusive as possible to ensure that policies address institutional need and serve our campus community.

Reporting to the Director of Policy Administration, the Policy Program Coordinator serves as a resource specialist on the Policy Development Process . This position engages with many different KU units, affiliated entities, members of the university community, and the public and provides the incumbent with a unique perspective of nearly every aspect of the university.

In addition to a competitive salary, KU offers great benefits to employees with up to 176 hours of paid vacation per year, 8 hours of sick leave earned every month, nine paid holidays plus one discretionary day, a retirement program, medical & dental insurance, life and disability insurance, other benefit plan options and State of Kansas discounts offered by various vendors.  KU also offers employees educational and professional development opportunities. KU is a great place to work! The University actively encourages applications from members of underrepresented groups.

Job Description

45% Policy Administration Representation

• Provide guidance on the formulation, review, publication, and implementation of policies and procedures, including recommendations on involvement of key stakeholders.
• Educate the campus community about the policy development process.
• Be aware of the impacts (to individuals, units, and/or existing policies, processes, or other documents) that the policy process may entail, recommending action to the Director based on the understanding of impacts of policy creation, revision, storage, and maintenance.
• Build partnerships with representatives of policy-making offices across the university, including policy contributors and policy decision makers, to grow and promote the use of the Policy Library.
• Advise on potential conflicts with existing policies.
• Coordinate with colleagues at the KU Medical Center in the development of all-university policies, as requested by the Director and senior administrators.
• Represent Policy Administration at meetings when policy development or revisions are being considered.
• Provide editorial assistance in the development of new or revised policy, including drafting and editing policies.
• Oversee, coordinate, and maintain the Policy Administration email account, using good judgment when considering response and functional area referral.
• Assist policy-owning units with the development of policies and the comment period and approval process.
• Facilitate the dissemination of university policies for the Lawrence Campus and all budgetary units reporting to the Lawrence Campus, advising responsible units as to strategies to improve the communication of policies.
• Coordinate and facilitate the Policy Administration communications calendar.

• Oversee and further develop the electronic Policy Library.
• Consider and implement ways to improve the user experience in the Policy Library for both policy contributors and campus constituents.
• Coordinate the policy review process, provide reminders, track progress of policy reviews, and provide reports to the Director.
• Provide insight to promote the maintenance and improvement of the technology behind the Policy Library.
• Coordinate communication plans and website updates regarding latest features and announcements about the Policy Library.
• Provide support to all Policy Library users.
• Serve as primary liaison to staff in policy-making offices, train and troubleshoot use of the Policy Library, ensuring user access is updated annually and as needed.
• Review policies entered into the Policy Library to ensure the policies or policy revisions have appropriate approval.
• Review links (within policies) to other relevant policies and procedures, ensuring the links are appropriate and comprehensive, and other editorial issues of content entered therein.
• Oversee and coordinate the maintenance of Policy Library training tools, templates, user guides, and FAQs for visitors to the Policy Library.
• Research policy questions, developments, best practices, and other topics as related to policy in higher education.
• Provide exceptional customer service to campus constituents seeking policy knowledge, referring inquiries to policy owners/contacts as appropriate.
• Serve internal and external constituencies as a source of accurate information about university policies and procedures.
• Ensure that other Policy Administration staff and interns have appropriate cross-training in order to assist in management and maintenance of the Policy Library.
• Develop familiarity with policies outlined by the Board of Regents and monitor Board of Regents agendas and summaries to identify policy changes; then alert the Director of such changes, review policies that are impacted by the change, and suggest courses of action to ensure KU policies remain compliant with Board of Regents policies.

• Promote increased risk awareness and identify opportunities to strengthen the risk mitigation strategy of the university.
• Stay current on consequential legal and regulatory developments that may have policy implications.
• Participate in relevant professional organizations and networks to gain insight on best practices and trends.
• Participate and partner with OARC and other university personnel on advisory committees and working groups.
• Other duties as assigned.

Required Qualifications

Preferred Qualifications

Contact Information to Applicants

Abigail Ropes
[email protected]

Additional Candidate Instruction

In addition to the online application, the following documents are required to be considered for this position:

Incomplete applications will not be considered.

#LI-HR1

Advertised Salary Range

Starting at $60,000

Application Review Begins

06-Mar-2024

Anticipated Start Date

29-Apr-2024

Primary Campus

University of Kansas Lawrence Campus

FLSA Status

Administrative

Employee Class

U-Unclassified Professional Staff

Job Family

Administrative/Management-KUL

Work Location Assignment

Hybrid

Disclaimer

The University of Kansas prohibits discrimination on the basis of race, color, ethnicity, religion, sex, national origin, age, ancestry, disability, status as a veteran, sexual orientation, marital status, parental status, gender identity, gender expression, and genetic information in the university's programs and activities. Retaliation is also prohibited by university policy. The following person has been designated to handle inquiries regarding the nondiscrimination policies and is the Title IX coordinator for all KU and KUMC campuses: Associate Vice Chancellor for Civil Rights and Title IX, [email protected], Room 1082, Dole Human Development Center, 1000 Sunnyside Avenue, Lawrence, KS 66045, 785-864-6414, 711 TTY.