Governance Assistant

Competition Details

Position Information Position Number S01125 Position Title Governance Assistant Division/Portfolio Office of the President Department/Program President's Office Location Kelowna Other Flexible Work Options Your Opportunity Under the supervision of the Governance and Privacy Coordinator (Coordinator) and in collaboration with the Education Council Chair (Chair) and the Provost and VP Academic (Provost), the Governance Assistant (Assistant) provides administrative support and assistance to Education Council and its standing committees as well as general governance assistance to the Board of Governors. This includes the coordination and dissemination of information; preparation of complex agendas; maintenance of records; organization of calendars and schedules; and is responsible for the efficient management of the day-to-day operations of Education Council.

In support of the College governance framework, the Assistant monitors and analyzes academic policies and Education Council governance documents to ensure they remain current and comply with institutional objectives and government regulations.

At times, the Assistant will be required to support the Board of Governors.

Functions and Duties Education Council Support
1. Provides administrative support to Education Council and its committees, in consultation with the Chair and the Provost. This includes drafting agendas, compiling meeting package and recording minutes.
2. Supports the development and implementation of Education Council's workplan to ensure efficient and timely institutional workflow and to ensure timelines are met.
3. Coordinates meetings by liaising with committee members and other stakeholders, following up and/or taking action on items, preparing correspondence as needed, recording and transcribing minutes and communicating information to all pertinent parties.
4. As the initial contact for inquiries received by the Education Council office, researches and compiles background information as required, and responds or refers to the appropriate person for response.
5. Annually creates a meeting and meeting deadline schedule for Education Council and its committees.
6. Ensures all meeting logistics are arranged appropriately including technology requirements, location, equipment, food, and beverages.
7. Prepares memos and correspondence as required.
8. Verifies, confirms and codes all Education Council expense claims. Initiates and processes honorarium payments for student members.
9. Monitors the monthly Education Council Office budget reports and reports unusual variances.

Curriculum & Program Development Assistance
10. Works with the Curriculum Coordinator to ensure curriculum changes developed through the curriculum management system (Kuali) are presented to Education Council as appropriate.
11. Monitors the curriculum management system for items requiring the Council's attention.
12. At the direction of the Provost and in consultation with the Chair, dean or department chair assists with the preparation of submissions to government-required review processes such as the Degree Quality Assurance Board and the Post Secondary Institution Proposal System.

Record Keeping
13. Develops and maintains a complete and comprehensive record of Education Council decisions. Ensures Education Council decisions and documents are distributed to appropriate personnel. Maintains the central repository of all Education Council matters and records. These include policies, governance, by-laws, procedures, minutes, proposals, record of Education Council members, committee members, and terms of appointment; Ministry correspondence regarding proposals, etc. and ensures that historic documents are efficiently archived for easy access and retrieval. Responsible for preparing and distributing approved documentation to the internal community.
14. Maintains Education Council information on the web site, ensuring it is accurate and current.

Governance Co-orientation
15. In collaboration with the Chair and the Coordinator facilitates the flow of information between Education Council and the Board. This requires preparing proposals for submission by the Chair to the Okanagan College Board.
16. Works with the Coordinator and the Chief Returning Officer to prepare and distribute Education Council election material as required ensuring adherence to Election rules and the College and Institute Act.
17. Assists with the orientation of new Council members.

Other Items
18. In the absence of the Coordinator, acts as the Board secretary.
19. In the absence of other staff in the Executive Office, provides support to the President and Vice Presidents
20. Other duties as assigned.

Education and Experience
• Requires the minimum completion of a diploma from an accredited post-secondary program.

• Requires a minimum of four years administrative experience.

• Knowledge of a post-secondary or other governance structure is considered an asset.

• Combination of relevant experience and education may be considered.

Skills and Abilities
• Ability to work effectively both independently and as part of a team with an aptitude for working in a collegial and collaborative environment.

• Superior attention to detail and accuracy.

• Responsive to and capable of providing timely communication.

• Ability to synthesize data/information and develop/deliver findings and recommendations.

• Excellent written and verbal communication skills

• Demonstrated ability to accurately record and transcribe complex meeting minutes.

• Demonstrated initiative and creative problem-solver.

• Highly developed level of integrity and discretion and able to maintain strict confidentiality and to handle sensitive issues with tact and diplomacy.

• Must be flexible and able to manage high work volume and conflicting priorities to meet deadlines and can organize and prioritize tasks.

• Strong customer service skills with ability to deal tactfully and diplomatically with internal and external contacts.

• Competence and proficiency in the use of computer systems and software including MS365 and Adobe.

Preferred Qualifications Requires the minimum completion of a diploma from an accredited post-secondary program. Requires a minimum of four years administrative experience. Knowledge of a post-secondary or other governance structure is considered an asset. Combination of relevant experience and education may be considered. Desired Start Date 07/02/2024 Position End Date (if temporary) Schedule Monday-Friday
8:30am-4:30pm
Some evening hours required each month Annual Salary/Hourly Rate Range $57,038 to $79,854. Typical Hiring Range $68,446 to $76,051 Appointment Type Exempt - Continuing Full-time Special Instructions to Applicants Employee Group Excluded Posting Detail Information Competition Number C002835 Posting Open Date 06/03/2024 Posting Closing Date Open Until Filled Yes Inclusion Statement Okanagan College is committed to increasing the equitable and inclusive participation of marginalized people in all aspects of college life. We welcome and encourage applications from Indigenous Peoples, Black People, members of racialized groups/visible minorities, people with disabilities and people with diverse gender identities or expressions. People with disabilities who anticipate needing accommodations for any part of the application

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