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 mínimal 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