Policy Support Coordinator

6 months ago

Waterloo, Canada University of Waterloo Full time

Overview:
The Policy Support Coordinator provides expert administrative support to the Directors, Policy Planning and Decision Support and Faculty Relations as well as to the Associate Vice-President, Faculty Planning and Policy, including but not limited to policy management, and relevant committee logistics. The Policy Support Coordinator is an integral contributor to the Office of the Associate Vice President, Faculty Planning and Policy and must observe strict rules of confidentiality in handling highly sensitive materials.

This position is an integral component of a highly collaborative team. The incumbent demonstrates initiative, personal accountability, outstanding time management skills and excellent judgment in prioritizing duties, responsibilities, tasks, and projects to ensure accurate and timely completion. The incumbent also welcomes and fosters a collaborative work environment with all staff with a high level of precision, demonstrating attention to detail, efficiency, and a commitment to excellent client service. Professional writing skills and attention to detail are essential to this position.

**Responsibilities**:
Decision Support
- Assists with the management of processes brought to the Office of the AVP FPP under Policy 33 - Ethical Behaviour, Policy 36 - Dispute Resolution for University Support Staff, Policy 42 - Prevention of and Response to Sexual Violence, Policy 70 - Student Petitions and Grievances, Policy 71 - Student Discipline, Policy 72 - Student Appeals, the Memorandum of Agreement - UW/FAUW. This necessitates an understanding of the governing documents, procedures, timelines, forms, documentation, and individuals and offices that may be involved and involves reviewing draft documents and correspondence, identifying deficiencies and recommending improvements, communicating with stakeholders and drafting as required
- Maintains a strong knowledge base of university policies, procedures and guidelines, resources and services, developing and fostering strong and constructive working relationships with senior leadership
- Attends meetings as requested, including intake meetings
- Offers advice on prioritization of matters considering urgency, deadlines and other requirements
- Research as assigned, including research related to internal processes, external process and best practices
- Ensures deadlines are met and procedures are followed
- Organizes and manages files, including requesting, indexing, and organizing documents
- Ensures integrity of records related to policy-based processes
- Maintains knowledge of current events and matters of concern, to offer suggestions related to unprecedented decisions
- Ensures that matters are closed and documents closings accordingly

Policy Development Assistance
- Assists with the management of work in support of Policy Drafting Committees and Relations Committees assigned to the Directors of Policy Planning and Decision Support and Faculty Relations, as well as the AVP FPP (as required), including drafting and reviewing documents, gathering and organizing feedback, and responding to requests for information
- Demonstrates a solid understanding of Policy 1 - Initiation and Review of University Policies and the requirements contained therein
- Compiles historical information on policy matters
- Complies environmental scans on policies and procedures at other institutions and makes recommendations on best practices
- Strategizes on methods to move policy work forward and assists in establishing priorities
- Drafts and manages documents and communications related to policy development as requested
- Assists with the comparison of newly drafted or redrafted policies, procedures, and guidelines for consistency with other existing policies, procedures and guidelines
- Contacts representatives from other institutions for guidance on best practices where applicable
- Attends meetings as requested
- Other policy related tasks as assigned

Administrative Leadership and Support
- Supports and provides advice and guidance to the Directors and the AVP based on thorough understanding of administrative and procedural practices in a University environment
- Drafts and manages unit communications to the university community
- Ensures the Directors and the Associate Vice-President are prepared for meetings by means of briefing folders, notes
- Develops spreadsheets, reports and other tracking materials as required with the highest level of accuracy
- Provides administrative support to the Director, Policy Planning and Decision Support and Faculty Relations for committee work, specifically in managing meeting logistics and preparing for meetings whether held in-person or online
- Arranges meetings for several committees and councils, often for large groups, usually involving complex and demanding individual schedules
- Liaises with other support staff, both within the unit and throughout the campus community, to aid in efficient and effective conduct of c

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