Associate Academic Governance Officer
1 month ago
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Posting End DateSeptember 13, 2024Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
Applicants can be based in Vancouver or the Okanagan
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
Job Description Summary
The Associate Academic Governance Officer provides secretariat services to the University s academic governance bodies, with a focus on standing and ad-hoc committees of the Vancouver /Okanagan Senates and the Council of Senates. This position also manages Senate-approved and other content for publication in the Calendar and collaborates with the Calendar production team.
Organizational Status
Reports directly to an Academic Governance Officer in Senate & Curriculum Services for operational matters and to the Deputy Registrar, Okanagan campus for local matters. Interacts with Senators, Faculty curriculum representatives, members of the University executive, senior governance staff, and communications service providers.
Work Performed
- Provides secretariat services to governance bodies, including the faculties, the Senates and the Council of Senates, with a focus on standing and ad-hoc committees of the Vancouver/Okanagan Senates. Secretariat services include agenda preparation, report/proposal/policy drafting, minutes writing, records management, meeting scheduling and facilities coordination. Routine to moderately complex tasks are performed independently under general supervision, while complex issues may require involvement of senior secretariat staff.
- Advises governance bodies and members of the University community on institutional policies and procedures, precedents, and guidelines.
- Coordinates approval workflows between Enrolment Services, Faculties, and academic governance bodies to ensure that proposals (including a large volume of curriculum proposals) move efficiently from one level of approval to the next and that appropriate consultation takes place.
- Assists with the conduct of University elections.
- Makes routine to moderately complex oral and written presentations to governance bodies;
- Conducts research into matters of institutional policy both internal and external to the University; summarizes findings and reports results.
- Drafts the University s academic year, in accordance with UBC policies and procedures and in consultation with the campus community.
Calendar Coordination:
- Editorial: Writes, edits, and proofreads content for publication in the Calendar. Reviews submissions for compliance with Senate policies, procedures, and decisions, as well as University guidelines for Calendar content and style; makes decisions on inclusion of proposed content and communicates those decisions to academic and administrative units.
- Content management: Maintains Senate-approved and other Calendar content in several databases. Participates in the selection and/or development of databases and other content management tools.
- Project management and production liaison: Works with content owners and production staff to finalize content and plan Calendar web launches.
- Participates in decision making related to the following: selection/development of tools for Calendar content management, and the overall structure, layout, and design of the Calendar to optimize the user experience.
Communications Planning and Execution:
- Coordinates the annual communications planning process for the Senate & Curriculum Services unit and participates in cross-departmental and cross-portfolio integration of annual unit plans.
- Manages content for the unit s website and other communications media in order to execute annual communications plans.
- Performs other related duties as required.
Consequence of Error/Judgement
The Associate Academic Governance Officer plays a critical and visible role in supporting the academic governance of the University and in the presentation of Calendar information to the public. The position has access to sensitive governance, policy, and strategic planning information, the untimely disclosure of which could cause acute embarrassment to the University and/or legal action.
The Calendar is the official record of the University s admissions standards, academic regulations, and curricula; errors, omissions, or delays result in confusion and difficulty for students, faculty, and staff at UBC, as well as prospective students and their advisors. The Calendar forms a type of contract between the University and its students, and the University is therefore legally liable for any errors.
Supervision Received
Reports directly to an Academic Governance Officer for operational matters and to the Deputy Registrar, Okanagan campus for local matters. Works independently on projects under general direction.
Supervision Given
Supervises the Senate & Curriculum Services clerical staff on a project basis and other Enrolment Services temporary clerical staff on an as-needed basis.
Minimum Qualifications
- Willingness to respect diverse perspectives, including perspectives in conflict with one's own
- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications
Undergraduate degree in a relevant discipline.Minimum of three years experience or the equivalent combination of education and experience.A minimum of three years higher-education or public-sector experience preferred, with working knowledge in the areas of governance and policy development. Experience in project management an asset. Effective oral and written communication skills. Technical writing, editing, and proofreading skills in compliance with style guides and with superior attention to detail. Working knowledge of parliamentary procedures an asset. Demonstrated tact, sensitivity, and diplomacy. Ability to establish and maintain effective working relationships. Ability to lead multifaceted projects and to work with a variety of stakeholders to ensure project success. Ability to work independently within broad policy and procedural frameworks. Ability to adapt to changing priorities, work under pressure, and meet deadlines. Knowledge of databases, word processing, spreadsheets, and web authoring tools. Demonstrated ability to function as a member of a team.
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