Associate University Secretary, Office of University Secretary

Required Position

Full-Time Appointment

Responsibilities

The Associate University Secretary is the associate corporate secretary to the Board of Governors, and its committees. They have the delegated authority to act in the University Secretary's absence as the University Secretary's deputy.

The role is principally responsible for the organization and monitoring of all Board committee and subcommittee work, dealing with Board areas of operation. This includes the following:

• Receiving, vetting and directing proposals from end-to-end in the governance process, ensuring seamless and effective decision-making;
• Being the point of contact for management and receiving and reviewing all materials which are proposed to be submitted to the Board and its various Committees, offering advice for compliance with legislation and good governance practices;
• Drafting, revising, and interpreting university policy, procedures and guidelines. Researching best practices and policy options for consideration by Board and/or administration, providing strategic advice to achieve goals;
• Supporting the Board's nomination process (for new governors and members of the Board's Committees);
• Advising senior management, faculty administrators, and staff on governance rules and procedures and university policy;
• Acting as a governance liaison between the Board and management and other stakeholders which requires a good political sense of the configuration of the Board and its membership.

This role holds primary responsibility for managing the Secretariat's day-to-day operations and maximizing resources to achieve a solid governance framework. The incumbent will have a thorough knowledge of developments in areas related to a committee's mandate, briefing chairs and responsible executives and coordinating the preparation for and follow-up to meetings, including preparing agendas and supporting material, reports to senior governance bodies, and the written record (minutes) of the meetings. This role is also responsible for the record management practices of the University Secretary's office. The incumbent will also ensure that the Secretariat provides a high-quality service to the leadership of the Board and the University in all matters within the unit's purview. The office prides itself on being the "go to" office for advice and assistance on a wide range of matters and this role is essential to maintaining that goal.

Key areas of oversight and responsibility are:

• Governance and Policy - Acting as a delegate to the University Secretary and assisting in the coordination of Board activities, providing guidance to committee and subcommittee chairs, and acting as a subject matter expert on university policies and procedures.
• Communication and Advising - Maintaining strong systems to support institutional memory and coordinating timely and comprehensive communication of information to the university community. Responding to requests for information and maintaining official documentation.
• Leadership and Management - Providing day-to-day management of Secretariat staff in the absence of the University Secretary.

Qualifications

• Undergraduate degree, with major in Public Policy, Public Administration or related field preferred;
• Graduate degree in a related field is considered an asset;
• Related experience in governance, preferably in post-secondary education;
• Comprehensive understanding of the administrative, academic, and governance structures of a university, as well as university regulations and policies;
• Experience drafting governance documents and providing advice based on sound governance practices;
• Experience analyzing, reviewing and developing policy;
• Experience working in a diverse environment where a high degree of collaboration is required;
• Well-developed organizational, time management and prioritization skills;
• Excellent attention to detail;
• Excellent ability to adapt to shifting priorities and produce under rigid deadlines;
• Excellent communication, diplomacy, interpersonal and conflict resolution skills;
• An ability to develop and maintain relationships, networks and partnerships within the university and externally;
• Demonstrated commitment to preserving confidentiality;
• Proficient use of Microsoft Office products, G Suite, Adobe Acrobat Pro;
• Ability to work fluently, verbally and in writing, in both official languages, French and English is an asset.

The official University hours of operation shall be from 9:00 a.m. to 4:30 p.m., Monday through Friday, during, and including, the months from September to April, and from 8:30 a.m. to 4:00 p.m Monday through Friday during and including May to August., amounting to thirty-three and three-quarter (33.75) hours per week.

Apply Now

Applications will only be accepted through our online form.

Position No.

Salary $ 82,834 - $ 94,943

Competition ends
Open until a suitable candidate is found.