Associate University Secretary

University of Waterloo; Waterloo; On-site; CAD 80,000 - 100,000; Full time

Job summary

A leading university in Canada is seeking an Associate University Secretary to provide procedural advice and support across governance bodies. The role involves managing Board and Senate operations, ensuring effective governance practices, and liaising with various stakeholders. The ideal candidate will have extensive experience in governance and public administration, along with strong communication skills.

Qualifications

• At least 8 years of experience in governance and public administration.
• Proven ability to guide complex meetings using parliamentary rules.

Responsibilities

• Manage Board and Senate operations and support governance processes.
• Coordinate meetings and materials for the Board and Senate.

Skills

Governance

Public Administration

Attention to Detail

Communication

Education

Undergraduate Degree

Postgraduate Degree

GPC.D., ICD.D or C.Dir Designation

Tools

Microsoft Office

Governance Portals

Job description

Overview

Reporting to the University Secretary (US) the Associate University Secretary acts as a neutral and objective resource providing procedural advice and support to three functional areas within the Secretariat:

• the Board of Governors and its committees
• the Senate and its committees and councils
• policy development and renewal, employee and student relations committees and quasi-judicial processes as captured in university policies and agreements

The Associate University Secretary will be assigned work by the US predominantly to support the work of the Board of Governorswith the expectation of cross-training to allow continuity of support in times of overload, vacation or illness. This may change from time to time as determined by the US.

Responsibilities

Management of Board and Senate Operations

• Overall responsibility for the work of the committees/councils the associate is assigned to serve
• Thorough understanding of the mandates of assigned committees/councils and a familiarity with the mandates of all such bodies supported by the Secretariat
• 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 agendas and supporting material, reports to senior governance bodies, and the written record of the meetings
• Ability to understand and appreciate diverse points of view about complex and often inter-related issues in a variety of contexts, such that the written record of a meeting can be captured succinctly, with clarity and precision
• Ability to apply principles to factual situations and work in a highly-confidential environment at the executive level
• Preservation of corporate memory with respect to the Board, Senate and assigned committees
• Capacity to develop an in-depth knowledge of the structure and composition of the governing bodies and their committees and a good political sense of the configuration of membership which enable committees to function optimally
• Thorough familiarity with university policies and procedures and with governance processes described in the The University of Waterloo Act, 1972, and related Board and Senate bylaws
• Maintain governance records, advise on governance matters, act as a governance liaison between the board and management and stakeholders
• Support the US with respect to the strategic direction, planning, and overall delivery of a suite of governance programs, structures and initiatives supporting the good governance of the University as a whole
• Support the US with Board succession planning and renewal, Board and Senate orientation, Committee and Committee Chair orientation, ongoing education sessions, effectiveness surveys, retreats, research and best practice implementation
• Coordinate approaches to implementing leading governance practices across the Board and Senate with formalized procedures and standard operating practice
• Liaison between governance bodies and the constituencies affected by their work, which often entails advising chairs and executives on the appropriate procedures and processes to follow in submitting material for approval
• Leads special projects of particular significance to the Board of Governors, Senate related to The University of Waterloo Act, 1972, the bylaws and related governance processes of the Board, and the highest level of rules and procedures for the operation of the Senate and its committees and councils as assigned
• Provides advice to executive sponsors on governance matters
• Maintains productive working relationships with people at all levels, both internally and externally
• Undertake research on various issues, assembling background material related to a committee's work from a variety of sources
• Ability to apply knowledge of people and practices to improve established processes, with depth of knowledge inspiring confidence among constituencies and among executives with respect to governance practices and processes
• Act as a liaison between the Secretariat and the Executive Director Group (EDEX) by participating on and providing plans, reports, and updates to that group as required including the coordination of Board and Senate materials
• Works with the President’s office to manage meetings and agendas, plan and executive governing body retreats, and work to ensure a seamless flow of information between administration and governing bodies
• Liaison with governance machinery residing outside the Secretariat, including in Faculties (ie. Faculty councils)

Duties within the Secretariat

• Support other Associate University Secretaries for Board and Senate governance-related matters, policy development and process advice, quasi-judicial processes and other activities as may be required
• The US may assign to the Associate responsibility for supervising administrative support staff
• Provide functional direction to Governance Officers with respect to committee responsibilities
• The US may assign the Associate Secretary to specific areas within the Secretariat which may change from time to time

Qualifications

• Undergraduate degree in a relevant field of study, a postgraduate degree and or a GPC.D., ICD.D or C.Dir designation considered an asset
• At least 8 years’ experience related to the specified responsibilities above. Related experience in governance, public administration, and a strong understanding of the bicameral governance structure of Canadian public universities.
• Proven ability to leverage knowledge of parliamentary rules of procedure (Bourinot’s, Robert’s) to guide complex meetings. Exceptional attention to detail and experience operationalizing best practices in governance, policy development and quasi-judicial matters. Comprehensive understanding of the administrative, academic, and governance structures of a university, as well as university regulations and policies. Significant professional experience in support of the administration of a decentralized complex environment. Knowledge of administrative law and the principles of natural justice gained through education or experience.
• Advanced Microsoft Office Skills
• Knowledge and experience with governance portals

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is co-ordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at [e-mail] or 519-888-4567, ext. 45935.