University of Waterloo

  • Governance Support Specialist

    Requisition ID
    2019-3797
    Job Category
    Legal
    Department
    5550 - Secretariat - General
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $49,965 - $62,456
  • Overview

    Term: 18 months

     

    The Governance Support Specialist (the “Specialist”) will support the Associate University Secretaries (the “Secretaries”) by providing: expert administrative and logistical support to the Secretaries in relation to committees, councils and other decision-making bodies of the University; and professional administrative, drafting and research support to the Secretaries with respect to University policy management. The Specialist is often the first point of contact for members of the University community in their dealings with the Secretaries, and, therefore, must personify professional courtesy, maintain current knowledge of the work of the Secretariat and observe strict confidentiality concerning discussions, correspondence and other written materials.

     

    The Secretariat functions to support, facilitate, and guide governing bodies, committees, councils, tribunals, the University executives, and other decision-makers at the University in carrying out their mandates and on virtually any matter of operation. The Secretariat also oversees management of the University’s policy framework and risk environment. The Secretariat performs these functions independently and impartially, with extreme confidentiality, discretion and the highest level of professional ethics at the center of every activity.

     

    The Specialist assists in achieving the mission of the Secretariat as described above, striving to enhance the department’s overall effectiveness and efficiency by performing a wide range of tasks.

    Responsibilities

    Provide Governance Support to the Secretaries

    • Assists the Secretaries with the drafting, formatting, execution and appropriate distribution of documents, such as meeting agendas, minute meetings and meeting presentations
    • Drafts, completes, formats and distributes, as appropriate, a variety of other documents, including forms, templates and correspondence, independently or with minimal supervision, accurately and to the highest standards of written communication
    • Is the point of first contact for members of the community and external parties who have dealings with the Secretaries, providing initial assistance where appropriate; conducting intake interviews, assessing urgency and assigning priority for handling by the Secretaries; and arranging meetings, managing logistics and helping the Secretaries to prepare for meetings
    • Performs a wide variety of research tasks as directed by the Secretaries, gathering documents in paper and electronic formats, conducting interviews, summarizing and highlighting information pertinent to the issue, and reporting on the results of research to the Secretaries
    • Regularly managing and assessing filing systems to ensure efficiency and effectiveness and proposes changes where necessary or desirable
    • Responsible for tracking the progress, status and deadlines related to Secretariat matters with the utmost accuracy, reporting to the Secretaries on a regular basis, ensuring legal deadlines are not missed, and bringing forward items for action when and where necessary
    • Assists the Secretaries with meeting the requirements of the Law Society of Ontario related to membership and continuing professional development, by tracking requirements, credits and deadlines, completing forms and arranging for payment, and registering the Secretaries for courses and managing logistics related to the Secretary’s attendance
    • Handles highly confidential, legally privileged materials with discretion
    • Prepares records for transfer to storage facilities in accordance with record retention policies
    • Provides other assistance with matters, as required by the Secretaries

    Provide Support to the Secretaries in Policy Management Duties

    • Develops and maintains a thorough understanding of the University’s policies, procedures and guidelines, and the framework within which they are managed
    • Designs, implements and maintains a document management system for electronic and paper versions of historical and current policies, ensuring integrity, usability, scalability and compliance with University policy and document retention schedules
    • Regularly assesses document management system to ensure efficiency and effectiveness and proposes changes where necessary or desirable
    • Independently manages filing for all policy matters handled by the Secretaries strictly in accordance with Secretariat filing protocols and document management system designed for policy management
    • Responsible for tracking the progress, status and deadlines related to the policy project and policy management, more generally, with the utmost accuracy, reporting to the Secretaries on a regular basis, ensuring deadlines are not missed, and bringing forward items for action when and where necessary
    • Assists the Secretaries with managing the consultation process for each policy under review, including arranging meetings or the Secretary’s attendance at pre-arranged meetings; preparing and distributing meeting materials;  tracking consultations completed, approvals and comments received; and arranging for signatures, posting, filing and distribution of approved copies
    • Is the point of first contact for members of the community and external parties who have dealings with the Secretaries on policy matters, providing initial advice/assistance where appropriate; gathering information regarding requests, assessing urgency and assigning priority for handling by the Secretaries; and arranging meetings, managing logistics and helping the Secretaries to prepare for meetings
    • Monitors the uw.policy@uwaterloo.ca email inbox, providing initial advice/assistance where appropriate, gathering information regarding requests, assessing urgency and assigning priority for handling by the Secretaries, tracking progress in handling requests, and bringing forward items for action where necessary
    • Manages all logistics for policy drafting committee meetings, including: booking meetings, rooms and catering; creating and maintaining mailing lists and SharePoint sites; producing and distributing meeting materials; and corresponding with members and resources, as requested
    • Manages the policy websites (the main site and policy project site) ensuring accuracy, completeness and currency
    • Regularly assesses policy websites and proposes changes where necessary or desirable
    • Performs a wide variety of research tasks related to policy matters, gathering documents in paper and electronic formats, conducting interviews with internal and external resources, summarizing and highlighting information pertinent to the issue, and reporting on the results of research to The Secretaries
    • Assists with drafting, formatting and proofreading new and revised policies using the new policy template
    • Creating and maintaining a database of policy advice provided to the community and assisting with assembling and maintaining an FAQ
    • Preparing records for transfer to storage facilities in accordance with record retention policies
    • Handles highly confidential materials with discretion, including details of discussions and correspondence

    Support to the Secretaries in Duties as Committee Secretaries

    • Develops and maintains a thorough understanding of the governance structure of the University, including the mandates of all committees/councils/governing bodies supported by the Secretariat, as described in The University of Waterloo Act, related Board and Senate bylaws, and resolutions/terms of reference for committees and councils
    • Is thoroughly familiar with University policies, procedures and guidelines related to the business of the governing bodies supported by the Secretaries
    • With minimal supervision, assists the Secretaries with the preparation of agendas, minutes, memoranda and reports, and assembling needed background material for committees/councils/governing bodies
    • Manages all logistics for meetings including: assisting the Secretaries in populating committees/councils/governing bodies and assisting with membership transition and orientation; arranging times and dates for committee /council/governing body meetings in consultation with the committee/council/governing body secretary, and chair, resource persons, members, and others as required; coordinating parking, catering and room bookings for meetings; preparation of rooms for meetings; distributing agendas and minutes to committee/council/governing body members and others as appropriate, and posting committee/council/governing body materials to the internet; manages committee/council/governing body databases, binders, and websites; and handles record management responsibilities for committees/councils and governing bodies
    • Manages all logistics for administrative law matters handled by the Secretariat including appeals made by faculty, staff and students under University policy
    • Assists the Secretaries in populating tribunals and assisting with membership transition and orientation, arranging times and dates for tribunal meetings and hearings, maintaining communication with appellants and respondents, witnesses and tribunal members, maintaining SharePoint sites related to appeals, and maintaining all incoming and outgoing correspondence related to the appeal
    • Assists the Secretaries in drafting and distributing decisions
    • Providing back-up for the assistant university secretary (administration) as necessary
    • Maintaining and updating the office calendar and the Secretary’s calendar
    • Preparing records for transfer to storage facilities in accordance with record retention policies
    • Handles highly confidential materials with discretion, including details of discussions and correspondence
    • Providing other administrative support, as required

    Qualifications

    • A university degree or equivalent education and/or experience
    • 4-5 years of experience providing administrative and governance support in a highly confidential, challenging environment
    • The incumbent will have a thorough knowledge of the University, its governance structure and policies and procedures
    • Experience supporting executive leaders with the highest level of professionalism and courtesy
    • Proven ability to manage a large volume of work, conflicting priorities, and competing deadlines
    • Outstanding interpersonal skills, positive and professional attitude.
    • Excellent communication, organizational, problem solving, technical and writing skills
    • Waterloo Content Management System - Advanced
    • MS Word - Advanced
    • MS Outlook - Advanced
    • MS Excel - Intermediate
    • MS Access - Intermediate
    • SharePoint - Advanced
    • Adobe Acrobat Professional - Advanced

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