Assistant University Secretary - Jobs in Ontario

Job Description

Assistant University SecretaryTracking Code: req320Faculty/Department: Office of PresidentNumber of Positions: 1Appointment Type: Full-Time Continuing,Hours of Work: 35 hours per weekSalary Range: Level 9 - Annual Hiring Salary, $70,765, with annual step progression in accordance with the Salary Grid.Posting Date: September 14, 2022Closing Date: October 5, 2022Job Summary:The Assistant University Secretary supports the University Secretary in the fulfillment of the duties of the University Secretariat. The Secretariat is responsible for the effective operation of the University’s bicameral system of governance. Administering the governance of the University by providing consistent advisory and administrative support to the Board, Academic Council, their standing and ad hoc committees, the Secretariat is responsible for the interpretation and implementation of the University’s legislation and by-laws as well as Board and Academic Council policies and procedures. Reporting to and supporting the University Secretary, the Assistant University Secretary will serve as a dedicated resource to manage all aspects of Board and Academic Council operations.Nature of work:This position reports to the University Secretary.Main areas of work:

• Supporting the work of the Board of Governors, the Academic Council, and their standing and ad-hoc committees
• Advising on, and improving, University governance
• Triaging academic and non-academic appeals
• Supporting other functions of the University Secretariat as assigned
• Coordinating and attending functions hosted by the Board of Governors and Academic Council will involve some work in the evening and on weekends.

Responsibilities/accountabilities:The Assistant University Secretary is responsible for:

• Supporting the continuous improvement of governance and governance processes within the University.
• Providing logistical and organizational support for the meetings of the Board of Governors, Academic Council, their standing Committees, any ad-hoc Committees, and related task- or working-groups.
• Working with the President and members of the Senior Leadership Team to support the Board in developing annual Board and Committee work plans complementary to University planning and work cycles.
• Coordinating the timely preparation of meeting agendas and the distribution of meeting packages, including all associated reports and presentations.
• Conducting research and applying working knowledge of the University’s policies and procedures to create and draft reports and papers as required for submission to the Board of Governors and Academic Council at meetings, presentations etc.
• Serving as recording secretary for such meetings of the Board, Academic Council or related Board and Academic Council Committee meetings, as directed by the University Secretary.
• Developing and maintaining the portions of the Secretariat website dedicated to Board and Academic Council and in so doing:
• Ensuring that the appropriate materials are included, linked and updated as required.
• Ensuring that the records of decisions of the Board, Board Committees, Academic Council, and standing committees of Academic Council are organized, current and appropriately accessible.
• Ensuring the timely posting of materials and agendas to OnBoard.
• Providing logistical and organizational support for Board and Academic Council membership and appointment processes, including Chancellor Search, Honorary Degrees, Board Recruitment, and Board and Academic Council elections and committee membership processes.
• Ensuring the timely and appropriate flow of communication and information between the Board and Board Committees and Academic Council and Academic Council Committees, between the Board and Academic Council, and between these two governing bodies and executive and planning bodies within the University.
• Working with the leadership of each of the Board and Academic Council to establish and publish annual meeting cycles and/or meeting dates.

Required Skills:

• A sound understanding of corporate governance principles and a successful track record facilitating and advancing the work of governance bodies.
• Ability to maintain a high level of confidentiality while handling sensitive information and exercising appropriate protocol for working with this type of information.
• Exceptional attention to detail.
• A self-starter with excellent independent decision-making skills with the judgment to seek direction and guidance when required. Strong research, planning, analytical, critical thinking and problem-solving skills.
• Ability to work with others using a professional, collaborative and consultative manner to build and maintain effective relationships with all levels of constituencies and stakeholders including faculty and all other employees, students and the external community.
• Excellent written and oral communication skills, tact, diplomacy, discretion and conflict resolution skills.
• Superior organizational and time management skills to plan, execute and complete tasks effectively, work well under pressure and balance the competing demands of routine work with requirements of new priorities.
• Strong computer skills with the knowledge and ability to use a wide range of software applications for a variety of activities (e.g. word processing, spreadsheet creation and database maintenance).

Required Education:

• Completion of a University Program consisting of Four Academic Years

• Verification of Academic credentials may be required

Required Experience:

• 3 to 5 years of administrative/policy/governance experience in a university, institutional or comparable environment and a demonstrated understanding of university governance and academic and administrative planning and decision-making processes.

How to Apply:Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until October 5, 2022 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.Ontario Tech University is an equal opportunity employer and welcomes applications from all qualified candidates, while especially encouraging applications from women, members of visible minorities, Indigenous peoples, persons with disabilities, and persons of any sexual orientation, gender identity, and gender expression. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents and Indigenous Peoples in Canada will be given priority.Ontario Tech University respects peoples different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.Prior to May 1, 2022, the university required all students, faculty, staff and visitors (including contractors) to be fully vaccinated against Covid-19 as defined by our mandatory vaccine directive. This directive was paused, effective May 1, 2022, but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts. All employees of the university will be expected to comply with the requirements of this directive.The university recognizes faculty and staff may require accommodations. We are committed to an accommodation process in which individualized needs (e.g. for medical and religious/creed grounds) are appropriately addressed under the Ontario Human Rights Code. A COVID-19 Vaccination Accommodation Application Form is available. If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.Job Location: Oshawa, Ontario, CanadaExpected Start Date: 10/10/2022Expected End Date:Quick Apply

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