Tribunal Clerk & Administrative Assistant - Jobs in Waterloo, ON

Job Description

Overview:The Tribunal Clerk and Administrative Assistant provides expert administrative support to assigned Associate University Secretaries through the management of university-level tribunal processes. This position also provides general administrative support to the Associate University Secretaries, including but not limited to, University Risk Management, Internal Audit and Statutory Compliance, policy management, and relevant committee logistics. The Tribunal Clerk and Administrative Assistant is an integral contributor to the mission of the Secretariat and must observe strict rules of confidentiality in handling highly sensitive materials.Responsibilities:Tribunal Support

• With minimal supervision, manages tribunal and decision-making processes under Policy 36 – Staff Dispute Resolution, Policy 72 – Student Appeals, Policy 76 – Faculty Appointments and Policy 77 – Tenure and Promotion of Faculty Members. This necessitates an understanding of the governing documents, procedures, timelines, forms, documentation, and individuals and offices that may be involved
• Assists with the management of processes under Policy 33 – Ethical Behaviour, Policy 42 – Prevention of and Response to Sexual Violence, and Policy 70 – Student Petitions and Grievances
• Calculates procedural timelines under university policies, ensuring deadlines are met and procedures are followed
• Advises participants on process, timelines, completion of forms, submission of material and the hearing process
• Reviews appeal notices for completeness and follows up on deficiencies
• Organizes and manages files, including requesting, indexing, and organizing documents
• Prepares charts, chronologies, and summaries of documentary evidence for use by tribunal members and individuals involved in hearings
• Assists with formation of tribunals, including identifying potential conflicts of interest, tracking requests and responses, and maintaining up-to-date records of availability
• Provides support prior to and during hearings, including organizing attendance of participants to hearings and set up of room and preparing hearing schedules
• Communicates throughout the process with tribunal members, involved individuals (who may include students, staff, faculty, managers, the vice-president academic & provost, the president, Faculty deans and other senior administrators) and lawyers retained by the individuals or the university. This requires awareness of the sensitivity of the matter and the exercise of tact, diplomacy and strict confidentiality
• Ensures integrity of records related to the process
• Drafts summaries of student matters for posting on web
• Books meetings and hearings and makes necessary arrangements for these meetings and hearings when required

University Risk Management, Internal Audit and Statutory Compliance

• Familiarity with Policy 11 – University Risk Management and the related Institutional Risk Management programs and guidelines
• Assists with the preparation and distribution of reports, data charts, PowerPoints, Excel charts
• Maintains complete, up-to-date files, master charters, SharePoint sites, websites, binders and other records
• Completes research and compiles findings as assigned
• Fields general questions and correspondence from university community members related to Institutional Risk Management processes

General Support for Associate University Secretaries

• Provides administrative support to the Associate University Secretaries for committee and tribunal work, specifically in preparing for meetings whether held in-person or electronically
• Assists with meeting logistics, including the preparation and distribution of agendas, minutes and other meeting materials, parking, catering, and room bookings
• Arranges meetings for several committees and councils, often for large groups, usually involving complex and demanding individual schedules
• Liaises with other support staff, both within the department and throughout the campus community, to aid in efficient and effective conduct of governing committees
• Fields general questions and correspondence from committee members
• Maintains committee and council records, membership lists, databases, and websites with special attention to timely updating, accuracy, currency and consistency, and compliance with UW governance processes
• Develops and maintains department websites to reflect current legislation, best practices
• Develops and implements innovative strategies to improve process, procedures, record and file management
• Undertakes research, as directed by Associate University Secretaries
• Other administrative duties as assigned

Qualifications:

• A law clerk or legal assistant diploma, or equivalent combination of education and experience
• 3-5 years’ experience as a law clerk or legal assistant
• Experience in administrative law is ideal, however, a demonstrated record of high-level administrative assistance where attention to detail, superior written and verbal communication skills, and superior time management and organizational skills were required will be valued
• Demonstrated experience working in a highly confidential environment at the executive level
• Proven project management experience and the ability to manage numerous projects concurrently
• Understanding of administrative law
• Demonstrated outstanding interpersonal and relationship-building skills, tact, judgment and diplomacy and positive and helpful attitude
• Ability to apply principles to factual situations
• Ability to understand and appreciate diverse points of view about complex and often inter-related issues
• Demonstrated ability to take initiative and work independently in a fast-paced and challenging environment
• Organizational and planning skills, with ability to think logically and to anticipate issues
• Independent judgment in areas of time management and task prioritization
• Ability to balance competing demands on tight deadlines within a results-oriented environment
• Demonstrated experience with filing systems and ability to manage large files, including requesting, indexing and organizing documents with unwavering attention to detail
• Demonstrated ability to effectively handle large volumes of work; ability to calculate procedural timelines and ensure adherence to same
• Understanding of the mandates of several committees/councils and a familiarity with the mandates of all such bodies supported by the Secretariat
• Familiarity with UW policies, procedures and UW governance processes described in the University of Waterloo Act and related Board and Senate Bylaws
• Awareness of national current issues and events in post-secondary education
• Ability to handle confidential materials with discretion

Equity Statement:The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.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+.All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.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 hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.Quick Apply

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