University of Waterloo

  • Assistant University Secretary and Administrative Officer

    Requisition ID
    2018-3276
    Job Category
    Administration
    Department
    5550 - Secretariat - General
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $64,718 - $80,897
  • Overview

    Term: 1 year

     

    The Assistant University Secretary and Administrative Officer is the senior administrator for the group of units reporting to the University Secretary, acts as the chief administrator for the Board of Governors, the Senate, and other committees as assigned. The incumbent provides senior executive support for the University Secretary (US).

    Responsibilities

    Senior Office Administrator

    Has full administrative responsibility for the Secretariat, and acts as the senior administrative resource for directors and managers reporting to the Secretary.  The AUSAO  is also responsible for space planning, administrative policies and procedures,  file system management, budget planning review, oversight and reconciliation, accounts payable, and liaison and support for the senior administrators in the offices reporting to the US.

     

    Executive Governance Support

    Has full managerial responsibility for the Board of Governors and the Senate, and all Board and Senate committees and councils for which the US is secretary.  The AUSAO is also responsible for records management, membership management, agenda management, all meeting logistics, and relationship management. The incumbent plays the primary role in event management for Board and Senate orientation, retreat and other receptions relating to these bodies. Maintain a thorough knowledge of the University of Waterloo Act, 1972, Board and Senate bylaws, and relevant policies, procedures, precedents and committee mandates.

     

    Deputy Chief Electoral Officer

    Acts as Deputy Chief Electoral Officer for the university, including for the Board of Governors, Senate, their committees and councils, and policy-based hiring committees.  Reporting only to the University Secretary, this responsibility includes among other things the highly complex annual Senate elections from staff, faculty and student constituencies, populating Senate committees and councils, and the even more complex management of Senate appointments to Board of Governors, staff elections to Board, and populating policy-based hiring committees.  Develops, maintains and promulgates electoral rules and guidelines as required, including identifying poor processes and potential solutions.  Maintain a thorough knowledge of the University of Waterloo Act, 1972, Board and Senate bylaws, and relevant policies. 

     

    Executive Administrative Support

    Acts as executive administrative support for the University Secretary, including calendar management, file management, strategic planning for the Secretariat and the units reporting to the US, and representing the US on several university administrative committees.  Advises the US on relevant developments in the sector, both provincially and nationally, and acts as the US lead resource on administrative matters internal to the university.  Manages most general inquiries from the university community on Senate, Board of Governors and administrative governance.  Is the principal assistant for the US on governance inquiry triage when questions cannot be managed in the first instance. In addition, the incumbent drafts agendas, minutes and reports for all committees for which the US is secretary.

     

    Liaison with Campus Community

    Is the first point of contact for members of the community coming to the Secretariat, responsible to maintain a basic understanding of more than 100 policies, procedures and guidelines in order to answer general questions , and is the principal assistant for the US on file triage

    Qualifications

    • University degree or equivalent education and experience required
    • Minimum of 5 years directly related experience in university governance and executive support
    • Must be an exceptional communicator, both orally and in writing
    • Must have a clear focus on relationship management, both internal to the Secretariat and with the group of units reporting to the University Secretary, and must be particularly sensitive to relationship management when dealing with senior administration, external members of the Board of Governors, community representatives and governmental authorities
    • Advanced MS Word, Excel and Powerpoint skills.  Intermediate level experience with financial management software required, Unit 4 preferred
    • Occasionally travels on behalf of the US to provincial and nationals conferences (once or twice annually)

     

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