Governance Administrator

3 days ago

St Catharines, Canada Brock University Students' Union (BUSU) Full time

Brock University Students' Union (BUSU), which was established in 1970, has long served the needs of students through impactful initiatives such as comprehensive access to healthcare benefits and public transit. Additionally, BUSU offers employment opportunities to hundreds of students on campus, hosts year-round events, and facilitates over 130 student clubs.

BUSU is overseen by an elected Board of student representatives.


We are currently seeking a dynamic individual to fulfill the role of Governance Administrator for a one-year contract for parental leave coverage.


Compensation Package:

Annual Salary: $60,000

Health & Dental Benefits

Gym Membership

$500 Food Allowance

$500 Wellness Spending Account

Paid Time Off

1-2 days working from home



BUSU Board and Senate Elections:

·      Works with the Graduate Students Association to recruit and hire for the Returning Officer (RO) and Deputy Returning Officer (DRO) positions. Supervise positions including payroll

·      Manage the distribution and verification of all nomination packages for BUSU elections.

·      Manage the administrative processes involved in any referendums.

·      Host an “All Candidates Meeting” to review election policy will all the candidates at the beginning of the election period in February and October.

·      Provide support to all candidates during their campaign prep weeks. Work to coordinate their marketing needs with the marketing team.

·      Assist candidates with campaign scheduling (ie. arranging tabling)

·      Assist the marketing team with scheduling candidates for BUSU promotional events.

·      Provide general campaign support to all candidates during the election periods.

·      Overseeing the Returning Officer and providing them guidance as needed in interpreting the elections policy.

·      Submitting candidate election expense reimbursements at the conclusion of the election period.


BUSU Advocacy Efforts:

·      Works with the VPEA to recruit and hire for the student Policy Writer position. Manage workload and supervise position including payroll

·      Supports sustainability initiatives throughout the organization in conjunction with the Director, Social Enterprises. Request sustainability funding for said initiatives as needed from the BUSU Board of Directors.

·      Works with the marketing team to recruit A-team (council) members.

·      Once A-team is formed, provide administrative support to the program and associated committees.  

·      Support the Food First Program (food insecurity program) with advocacy efforts throughout the year

·      Attend Thorold “Town and Gown” meetings to share any relevant updates from BUSU and note any concerns from the community

·      Assist in the development in an Advocacy campaign to encourage students to participate in any upcoming elections outside of Brock


Administrative Support:


Board of Directors

·      Work with legal to get appropriate corporate documentation updated with new Board members.

·      Plan and organize training for the new Board of Directors in May.

o  Schedule Board Members

o  Book venue and food

o  Plan training modules and book guest speakers accordingly

·      Acts as the Board Secretary

o  Schedule meetings

o  Create annual meeting plan

o  Creating agendas and distribute Board materials via Boardable

o  Taking minutes and record meetings and post online once approved

o  Prepare topic sheets for the Board as needed

o  Ensure any changes to policies or governance documents are updated and posted online to the BUSU website

Senate

·      Plan and arrange for new Senator training after following the start of their terms in June.

·      Work with the VPUA to fill Senate Committees.

·      Act as the liaison with the Senate Secretary.

·      Track attendance of Senators for the purposes of honorarium recommendations.

·      Attend monthly meetings with Vice Provost, Teaching and Learning and the Executive team to stay informed regarding issues that will come to Senate.

·      Work with the VPUA to schedule and facilitate regular meetings with student Senators

Ontario Undergraduate Student Alliance (OUSA)

·      Ensure OUSA contact information is up to date.

·      Work with accounting to ensure OUSA membership fees are paid

·      Work with the VPEA to determine delegates for OUSA General Assemblies and Lobby Weeks.

·      Make travel arrangements for all delegates of OUSA events.

·      Work with Accounting to ensure delegates receive honourarium and per diem payments

·      Work with the marketing team on promotion and coverage of OUSA events.

·        Assist the VPEA with collecting submissions and selecting a winner for the annual OUSA teaching awards

Executive Appointment

·      Work with the Assistant General Manager and BUSU Board of Directors to form hiring committees for each Student Executive position.

·      Determine committee availabilities, schedule committee meetings, interviews, etc.

·      Receive and distribute applications as appropriate.

·      Assist in the transition of the new Executive team

o  Collecting and distributing personal information.

o  Scheduling training modules

o  Sourcing and arranging for any consultants related to training.


 Student Refugee Program Management

·      Work with BUSU Clubs Manager and World University Services Canada (WUSC) to support our student refugee program

·      Work with BUSU Clubs manager and WUSC to help file necessary immigration paperwork and follow up documents as required by the Canadian Government

·      Works alongside the Clubs Manager to ensure the new student has a smooth transition to Canada and to Brock University:

o  Assisting with registering for classes and securing course materials.

o  Coordinating residence living arrangements with the University and summer off-campus housing.

o  Provide assistance in securing employment and managing finances.

o  Provide guidance and assistance in securing medical and dental care services.

o  Connect new student with previous students from the WUSC program for support.


Other Duties:

·      Assist in the execution of various events throughout the year including Badgerfest, Frost Week and club events

·      Assist in the planning and execution of student staff and full-time staff celebrations.


Requirements:

·      5+ years of Administrative experience at the Executive level.

·      Previous governance experience is an asset.

·      Previous post-secondary experience an asset.

·      Proven organizational skills and coordinating large groups.

·      Strong communication skills.

·      Multi-tasking skills to effectively balance competing priorities.

·      A passion for working with post-secondary students to improve the post-secondary experiences.

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