Term: 2 years 

The Governance Assistant provides governance and administrative support to the Governance Manager and the Board. The Governance Assistant is also responsible for the day-to-day administrative oversight of Waterloo Undergraduate Student Association (WUSA) services as this role is the first point of contact for general student inquiries, providing proactive, student-focused responses to a variety of issues and challenges experienced by members of our diverse University of Waterloo population, escalating, or redirecting the inquiry to the appropriate individual in WUSA if appropriate.

This position handles each interaction professionally, effectively, empathetically and in accordance with WUSA and the University’s values regarding diversity, accessibility, and inclusion. The Governance Assistant will need to be highly knowledgeable in solutions workflows, interpreting policies, and raising exceptional cases to the executive team for setting new precedent.

Governance

• Supports the governance Manager in planning, arranging, and monitoring a schedule of meetings for the Board and committees
• Attend and keep accurate records of Board and committee meetings. Collate and distribute agenda, minutes, meeting papers and other relevant documentation as required
• Assist with the administrative requirements associated with the appointment and resignation of directors
• Assist in coordinating programs for transition, and training of directors and officers
• Support the Governance Manager in ensuring the information on record and on WUSA’s website is up to date
• Assist in managing inquiries from the undergraduate community regarding administrative governance and processes
• Provide administrative support for WUSA elections/referendums, senate elections and by-elections
• Supports annual review of all elections/referendums and provides input to the summary report and recommendations
• Undertake any other relevant work as directed by the Governance Manager, Executive Director, Officers, or the Board

Student Support

• Acts as the first point of contact in WUSA, supports students by providing information in an accurate, friendly, empathetic, student-focused, and timely manner. The range of services that the Governance Assistant will be representing is wide and varied, including answering inquiries about clubs and student-run services, governance, fees, and administered services, providing general guidance on WUSA policies and processes as well as student leadership, part-time employment and other involvement opportunities
• Review the nature and complexity of student inquiries and determines actions to be taken, advising   stakeholders as appropriate
• Accurately interprets and applies the appropriate regulations, procedures and policies to the cases presented by students to offer them information concerning their situation and initiates resolution of complex problems
• Proactively looks for ways to enhance the student’s experience beyond the immediate request by being knowledgeable of alternative options and resources available
• Processes verification of membership from student inquiries to make sure students are registered for the ser.vices they need. Advises students on how to register or opt-out of services during the change-of-coverage period. Responsible for maintaining specific records for students who purchase student GRT passes
• Applies guidelines and procedures appropriately and represents WUSA professionally
• Upholds confidentiality and privacy of student information, inquiries, and cases as per University Policy 46

Administration, Operations and Systems Support

• Understands and provides support to the officers with respect to the various technology systems used by WUSA accounting and UW HR for payroll purposes
• Recognizes patterns in student concerns that highlight areas in WUSA or the University that would benefit from viable procedural changes and offers suggestions for improvement of services and recommending new pathways
• Maintains access to the WUSA member management system and works with IT in suggesting new plug-ins and interfaces to better serve students
• Maintains WUSA’s documentation and archives based upon appropriate guidelines regarding retention and shredding procedures
• Organizes payment collection from Account Receivable customers or students wishing to pay membership fees outside of Quest
• Attends meetings with administrated program partners to resolve issues and to discuss system updates, both quantitative and qualitative
• Supports processes, to create and maintain data integrity
• Takes initiative to draft correspondence and announcements concerning upcoming student issues concerning administered services like the health and dental plan and the GRT UPass
• Schedules meetings, handles responses and attends to special requests, including contacting campus partners for follow-up clarification and next steps on continuing projects
• Performs other administrative duties as assigned

• University degree in relevant field and/or equivalent work experience
• 2-4 years’ governance support experience combined with a front facing service role, preferably in a post-secondary environment. A proven ability to provide exceptional front-line service in a fast-paced environment is required
• An understanding of post-secondary education issues, student government, and service delivery agreements
  MS Word - Intermediate; Excel - Intermediate; Outlook – Intermediate; Microsoft OneDrive/SharePoint – Intermediate; MS Teams – Beginner; PowerPoint - Basic; Other - Experience using online forms and on-line Student Information Systems an asset
• Excellent oral and written communication skills, including the ability to write and edit quickly, accurately, and creatively, specialized for a student audience
• Ability to handle multiple complex assignments at the same time and meet tight deadlines
• Must possess creative problem-solving skills and sound judgement
• Keen attention to detail in reviewing governance documents, interpreting student accounts and fee application
• Understanding the need to maintain confidentiality
• Proven ability to take initiative, develop creative solutions, and be flexible in range of activities in an environment with rapidly changing priorities
• Proven record of conflict management and de-escalation in tense situations

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 hrhelp@uwaterloo.ca  or 519-888-4567, ext. 45935.