Associate University Secretary

4 days ago

London, Canada King's University College Full time

**INTERNAL/EXTERNAL**

**JOB POSTING**
- This is an Association Exempt Position_

**JOB TITLE**:
Associate University Secretary - Job Reference #202412-06

**DESCRIPTION**:
As a member of the President’s Office, reporting directly to the Executive Director and University Secretary, the Associate University Secretary will support the governance function at the College including the provision of advice and guidance to all constituencies of the College as a demonstrably neutral and objective resource.

The Associate University Secretary will:

- Act as the primary Secretary of Academic Council, and Associate Secretary of the Board of Directors, to support the continuous improvement of governance, including processes, within the College.
- Provide logístical and organizational support for meetings of the Board of Directors and Academic Council, their committees, and related task or working groups.
- Coordinate the preparation of, and follow-up to, meetings, including agendas and supporting material, reports to senior governance bodies, and the written record of the meetings.
- Work with the Executive Director and University Secretary, leadership from the Board and Academic Council to develop annual Board, Senate, and Committee work plans complementary to College planning and work cycles.
- Support the development of policies, procedures, and bylaws, ensuring consistency with legal and regulatory requirements.
- Support effective communication between the College's governance bodies, administration, and other key partners.
- Prepare post-meeting newsletter contributions summarizing the activities and decisions of the Board of Directors and Academic Council for King’s Community Members
- Lead the research on issues of concern to the Secretariat, developing background materials and advisory documents for use by Academic Council, the Board, and members of the Senior Administration on matters pertaining to the College’s Governance.
- Research, assemble, and present analysis relative to quantitative and qualitative information necessary for the informed consideration of governance and policy issues.
- Review and edit reports prepared by others, ensuring that the Secretariat’s standards of accuracy, completeness, and overall quality are satisfied prior to forwarding for information or consideration of governance bodies.
- Establish effective working relationships with relevant governance body/committee chairs and related senior administrators, including keeping governance body/committee chairs apprised of developments associated with the progress of governance work, to ensure an appropriately consultative approach is taken in the timely and efficient operation of governance bodies, including strategic annual agenda plans, advance preparatory work for key requirements and/or initiatives coming forward for decision or information by governance committees and provision of advice on procedural, logístical or substantive matters to come before Academic Council or the Board.
- Provides support to the Executive Director and University Secretary, and President on key strategic projects.

**QUALIFICATIONS**:

- A minimum of a Masters degree or other advanced certification in public administration, public policy or a related field. A governance designation is considered an asset.
- A minimum of 5 years experience in progressively more responsible appointment. Experience providing support to governing bodies, a Senate and Academic Council preferred.
- Experience in a University or broader public sector organization.
- Comprehensive understanding of the administrative, academic, and governance structures of a University, as well as University regulations and policies.
- Knowledge of, and ability to advise on and apply, best practices for good governance.
- Experience and skill in interpreting legislation, by-laws, and policy.
- Strong organizational and administrative skills, with the ability to manage multiple projects, tasks, and deadlines simultaneously, and initiate and implement change while managing multiple projects.
- Strong ability to draft policy, high-level meeting minutes, briefing notes, and other documents.
- Excellent interpersonal skills, including ability to exercise discretion, tact, diplomacy, and perceptiveness in sensitive situations.
- Ability to function as a member of a team, to work cooperatively with colleagues and with diverse members of the internal and external University communities
- Effective analytical and practical problem-solving skills to help resolve administrative issues and make appropriate recommendations.
- Ability to identify when to escalate issues and recommend options.
- Excellent writing skills, with copy editing and formatting experience.
- Excellent verbal communication skills; and
- Proficient in Microsoft Office Suite and PDF editors like Adobe.

**TYPE OF JOB**:
Regular Full Time, 35 hours per week

**EFFECTIVE DATE**:
As soon as possible.

**SALARY RANGE**:
PSG 15 - $82,554 - $1

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