Coordinator, Secretariat

Description

The Secretariat is currently seeking a Full-time Temporary Relief Coordinator for approximately 14 months.

Reporting to the University Secretary, the Coordinator, Secretariat performs effective management of the senior administrative responsibilities and operational processes within the Secretariat.

The Secretariat manages the principal governing bodies of the University and facilitates the effective governance of the University while the Student Appeals Office oversees and facilitates fair and effective student appeals processes at the University (the University Secretariat and Student Appeals Office are together referred to as the Secretariat).

The Board is the senior governing body at the University and is supported by seven committees. The University operates under a shared governance model that includes a senior academic council, the General Faculties Council (GFC), that is also supported by seven committees. The Board and the GFC are both operated out of the University Secretariat.

The Coordinator, Secretariat deals with highly confidential and sensitive matters and materials, and requires the ability to exercise considerable discretion discrimination, good judgment, initiative, and independent thought concerning the effective management of information and issues, both internally and externally, as well as specialized administrative functions. The incumbent must have significant knowledge of university-wide practices and the complexities of the University' including its organizational structure, as well as a comprehensive understanding of the Secretariat's priorities, portfolio, and commitments.

The incumbent will work with minimal supervision in a highly collaborative work environment. Regular components of this role include high work volume, high need for accuracy, and moderate levels of stress. Attention to detail and ability to meet deadlines is critical.

Summary of Key Responsibilities (job functions include but are not limited to):

• Act as the first point of contact for the Secretariat and a strong ambassador for the portfolio
• Provide administrative support to the governance and decision-making bodies overseen and supported by the Secretariat, as required, such as catering, room management, bookings, access, audio-visual, set-up and clean-up, information requests, correspondence, and parking
• Provide executive administrative support within the Secretariat, including calendaring, scheduling, travel coordination, correspondence management, and meeting, event, and commitment preparation and materials for the University Secretary
• Assist with planning, coordinating, implementing, and supporting Board dinners, events, and conferences
• Manage the schedules for the governing bodies managed by the Secretariat including drafting the annual meeting schedules and calendar invites management for designated Committees
• Support the setup and check-in process for GFC and Board meetings
• Lead new staff onboarding
• Develop, implement, and monitor effective procedures and practices relevant to the administration of the Secretariat
• Lead documentation and records management including the archiving process
• Day-to-day office administration, including: mail distribution and couriers; ordering of office supplies; invoice processing and expense management; website management; IT oversight and liaison; and Secretariat space administration and maintenance including kitchen maintenance
• Act as the Governance Coordinator for the Calendar and Curriculum Subcommittee, the Academic Program Subcommittee, and the Graduate Academic Program Subcommittee, including producing agendas, coordinating meeting materials and providing guidance and support to proponents, scribing meetings, writing minutes, managing committee records, liaising with the Subcommittee Co-Chairs, and answering committee member questions
• Provide additional support for other governing bodies (e.g., other GFC Committees, task forces, or ad hoc) managed by the Secretariat as needed
• Respond to enquiries applicable to the role from the campus and external communities

Qualifications / Requirements:

• Bachelor's degree or a combination of education and experience
• Minimum 5 years of experience supporting senior executive position(s)
• Editing experience is an asset
• Ability to communicate effectively with internal stakeholders at all levels of the institution, as well as various external stakeholders, such as the Alberta government
• Expertise in dealing professionally with a wide variety of persons and a demonstrated ability to build productive relationships and constructively solve problems
• Exceptional organizational skills and time management skills
• Diligent attention to detail and a high degree of process-orientation and consistency
• Ability to resolve complex issues, act decisively and exercise a high degree of independent judgment, especially regarding confidential information and interpersonal interactions
• Ability to work independently with minimal direction, manage multiple responsibilities simultaneously, prioritize work, and meet deadlines
• Demonstrate excellent verbal and written communication skills, as well as document management and record-keeping skills
• Ability to work in a team environment, and demonstrate a willingness to take on different roles and responsibilities, assisting where needed to advance the work, functions and goals of the Secretariat
• Demonstrate diplomacy, problem solving, integrity, and flexibility, which qualities are critical to the success of this position
• Problem solve by respectfully listening, clarifying understanding, and taking appropriate follow-up action
• Identify the need for new abilities and continuous improvement on the job, and take the initiative to add knowledge and skills through research and by seeking and taking advantage of opportunities for development
• Keep abreast of developments and current best practices in governance and demonstrate strong research capabilities using internal and external resources
• Expert computer skills including MS Office (particularly Word and Outlook), and Peoplesoft

Application Deadline: May 3, 2024

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ) and requests for accommodations can be sent to Human Resources ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.