Associate University Secretary

2 weeks ago

Nanaimo, Canada Vancouver Island University Full time

**Associate University Secretary**:

- Employment Group
- ADMIN
- Position Number
- 01024
- Division
- President
- Department
- University Secretariat
- Campus
- Nanaimo campus
- Location
- Nanaimo, British Columbia
- Country
- Canada
- Appointment Type
- regular full-time
- FTE
- 1.0
- Workload
- 35 hours per week
- Pay Level
- Excluded Pay Band 10: Minimum salary is $101,013 and maximum salary is $114,787.
- Starting Salary
- Normal salary placement at the time of hire is $101,013 (prorated if part-time). This position is eligible for annual performance-based salary increases.
- Appointment Start Date
- 02-Apr-2024
- Applicant Documents
- CV/Resume, Cover Letter, Referees/References
- Posted Date
- 23-Jan-2024
- Closing Date
- 07-Feb-2024
- Job Reference
- 2304

**Duties**:
The Associate University Secretary is a key leadership role within the University's administrative hierarchy. Reporting directly to the General Counsel and University Secretary, the incumbent will play a pivotal role in ensuring the efficient functioning of the university's governance structure. This position entails leading two skilled Governance Administrators who provide essential decision-making support as well as provide administrative and corporate support to the Board of Governors, University Senate, and their respective standing committees. This role is responsible for ensuring that the statutory duties and powers of the Board of Governors, University Senate and their committees are effectively and efficiently delivered by providing direction and leadership to staff responsible for coordinating all governance processes and procedures. The Associate University Secretary will collaborate closely with university leadership, faculty members, and external stakeholders to uphold the highest standards of governance at VIU.

**Leadership and Team Management**:

- Lead, mentor, and guide the team of Governance Adminstrators to execute their roles effectively and efficiently.
- Foster a collaborative and productive work environment, promoting professional development and growth among team members.
- Oversee the recruitment, training, and performance evaluation of Governance Administrators.

**Governance Support**:

- Collaborate with the General Counsel and University Secretary to develop and implement governance policies, procedures, and best practices.
- Coordinate the preparation and dissemination of meeting agendas, materials, and minutes for the Board of Governors, University Senate, and standing committees.
- Ensure timely communication of decisions, resolutions, and recommendations from governance bodies to relevant stakeholders.

**Committee Management**:

- Manage the logístical aspects of committee meetings, including scheduling, room reservations, and technology setup.
- Coordinate with committee chairs to ensure accurate recording and reporting of discussions and decisions.
- Assist in drafting and reviewing committee-related documents, reports, and resolutions.
- Compliance and Documentation:

- Maintain accurate and up-to-date records of all governance-related activities, ensuring compliance with applicable laws and regulations.
- Develop and maintain a repository of governance documents, including bylaws, charters, policies, and historical records.
- Monitor and communicate changes in regulations and laws affecting the university's governance structure.

**Stakeholder Engagement**:

- Collaborate with university leadership, faculty, and staff to facilitate communication between governance bodies and the broader university community.
- Engage with external stakeholders, including government agencies, other special purpose teaching universities, and university organizations, to ensure alignment with governance requirements.

**Special Projects**:

- Contribute to the execution of special projects related to governance enhancement, institutional strategic planning, and policy development.
- Analyze data and trends to provide insights that inform decision-making at the university level, as well as providing regular reporting on key performance indicators to ensure continuous improvement of governance supports in both bicameral governance chambers.

**Required Qualifications**:
A master's degree in a relevant field (e.g., law, public administration, higher education administration) and six years recent, related experience. An equivalent combination of education and experience may be considered.
- Extensive experience in higher education governance, administrative management.
- Strong understanding of bicameral university governance structures.
- Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
- Excellent communication, interpersonal, and leadership skills.
- Proficiency in utilizing technology for administrative tasks and record-keeping.
- Ability to work collaboratively in a dynamic and fast-paced environment.
- Experience working with data systems, privacy,

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