Senate Operations Manager, Office of The Chancellor

2 weeks ago

Calgary, Canada The University of Calgary Full time

**Position Overview**

The **Office of the Chancellor and Senate** is currently seeking a Full-time Temporary Relief **Senate Operations Manager **for approximately 12 months.

The Office of the Chancellor and Senate ("OCS") is an integral part of the Community Engagement portfolio within the University of Calgary's Advancement team. Working closely with colleagues in OCS and the Office of the President, the Senate Operations Manager (External) provides support to the Director - Office of the Chancellor and Secretary to Senate, the University Senate and the Chancellor. This role reports directly to the Director - Office of the Chancellor and Secretary to Senate.

The Senate Operations Manager (External) fosters collaborative relationships with the broader University community and other stakeholders. Hours of employment for this position are standard, however some evening and early morning work is required due to the nature of the position. The role involves working with Senators within their volunteer roles, booking Senators to attend events on campus, briefing Senators on UCalgary matters and acting as the bridge between the community, the Faculties and the Senate.

**Position Description**

**Summary of Key Responsibilities** (job functions include but are not limited to):
Governance
- Working closely with Committee Chairs, creating and maintaining forward agendas to ensure appropriate routing for Senate and allocated committee work in compliance with the Senate bylaws, terms of reference, and additional governance documents.
- Responsible for all aspects of allocated committee activity including creating agendas, minutes, briefing notes, speaking notes, presentations, and proactively tracking future activity and routing based on the Strategic Plan, committee work plans, and action items from previous meetings.
- Responsible for the creation of all meeting packages and related material for allocated standing committees and ad hoc committees.
- Create and maintain long-term governance tools such as decision registers, delegation of authority registers, record keeping conventions, and archiving conventions.
- Using approved procedures, prepare and recommend leadership positions and committee memberships of Senators based on experience and previous activity.
- Attend allocated meetings as Recording Secretary.
- Oversee and implement the activities of the committees (excluding those requiring event planning), such as appointments to other university bodies, exit interviews, HD hosts, orientation, nomination review and selection, recruitment and selection, recognition, scholarship recipient selection, strategic planning, strategic plan implementation planning, workshops.
- Advise Senators regarding university codes, compliance, policies, and procedures.

Records/Administration
- Provide direction and advice regarding online content for OCS communications.
- Collaborate with Marketing and Communications teams to create recruitment advertisements and externally facing communications.
- Create process documents for Senate (Program plans, Zoom, Doodle Poll).
- Ensure that all IT/Zoom processes are fully functional and accessible by all Senators.
- Coordinate meetings, room bookings, prepare agendas, take minutes, and follow up on action items.
- Process and manage expenses, receipts, travel bookings and arrangements, and other related activities, as required.
- Respond to ad hoc requests for information from various stakeholders including departments, University, government, other universities, faculty, staff, students, etc.
- Ensure information requests are handled appropriately with highly developed judgment and communication skills.
- Maintain official lists of the OCS with the data team in the Office of Advancement: Chancellors, Senators, past Senators, Honorary Degree (HD) recipients, Order of the University of Calgary (OTUC) recipients.
- Maintain registers of all nominations for HD and OTUC with information about dates reviewed by bodies and those outcomes.
- Provide reports to the Chancellor and the President & Vice-Chancellor for selecting future HD and OTUC recipients.
- Accurately receive and record HD and OTUC nominations and communicate with HD and OTUC nominators regarding requests for additional information and status of nominations.

Relationships and Relationship management
- Support the Director, OCS, and other Advancement University leaders to proactively heighten the OCS to amplify the University's reputation and impact.
- Provide a single unified "triage point" for OCS at the University and central point for actively managing partner relationships.
- Provide, in collaboration with Advancement Services, central relationship management services for external OCS activities across the University.
- Manage complex University issues and challenging interpersonal interactions with composure and diplomacy.
- Perform onboarding/offboarding of Senators.
- Proactively develop and maintain trustworthy, pr

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