University of Waterloo

Tribunal Clerk

Requisition ID 2021-6520
Job Category
Administration
Department
Secretariat
Employment Type
Temporary
Time Type
Full-Time
Hiring Range
$57,962 - $72,453

Overview

Term: 1 year

 

The Tribunal Clerk (“Clerk’) will support assigned associate university secretaries by managing university-level tribunal processes, assisting with some aspects of University Risk Management, Internal Audit and Statutory Compliance matters.

 

The mission of the Secretariat is to provide professional support and guidance to University of Waterloo governing bodies, their committees and councils, and to senior University officers on all governance, policy and operational issues which might affect the institution.

 

The Secretariat also plays a significant role in the development, promulgation and interpretation of University of Waterloo policies and procedures, and supports the activities of senior search committees, as well as relations and grievance/appeal committees.

 

The Clerk 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, manage 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
  • Assist 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
  • Calculate procedural timelines under University policies, ensuring deadlines are met and procedures are followed
  • Advise participants on process, timelines, completion of forms, submission of material and the hearing process
  • Review appeal notices for completeness and follow up on deficiencies
  • Organize and manage files, including requesting, indexing and organizing documents
  • Prepare charts, chronologies and summaries of documentary evidence for use by tribunal members and individuals involved in hearings
  • Assist with formation of tribunals, including identifying potential conflicts of interest, tracking requests and responses, and maintaining up-to-date records of availability
  • Provide support prior to and during hearings, including organizing attendance of witnesses and set up of room and preparing hearing schedules
  • Communicate 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
  • Ensure integrity of records related to the process
  • Draft summaries of student matters for posting on web
  • Book meetings and hearings, and make necessary arrangements for these meetings and hearings when required

 

University Risk Management, Internal Audit and Statutory Compliance

  • Be familiar with Policy 11 – University Risk Management and the related Institutional Risk Management programs and guidelines
  • Assist with the preparation and distribution of reports, data charts, PowerPoints, Excel charts
  • Maintain complete, up-to-date files, master charters, SharePoint sites, websites, binders and other records
  • Research and answer questions as assigned
  • Field general questions and correspondence from University community members related to Institutional Risk Management processes

 

General Support for Associate University Secretaries

  • Assess unexpected situations that may require immediate attention
  • Provide background research, guidance, consultation and support in preparing for meetings
  • Handle confidential materials with discretion
  • Assist with drafting, formatting, proof-reading, signing and distribution of decisions, correspondence and other documents
  • Maintain and update the office calendar and other calendars as required
  • Develop and implement innovative strategies to improve process, procedures and records and file management
  • Other duties and special projects as assigned

Qualifications

  • A law clerk or legal assistant diploma, or equivalent combination of education and experience
  • Several years’ experience as a law clerk or legal assistant, including experience with natural justice processes
  • 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
  • There may be unusual hours (e.g. flexible/extended work hours to meet changing priorities, pressing deadlines or tribunal availability)

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 Inuit/Inuk, 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.

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