Governance Co-ordinator

7 months ago

Toronto, Canada Ontario College Of Pharmacists Ordre des Pharmaciens de L Ontario Full time

**GOVERNANCE CO-ORDINATOR**

**Position Summary**

The Executive Assistant, Governance:

- Supports the Board of Directors, Executive Committee, Governance Committee and Screening Committee in carrying out their governance responsibilities effectively and efficiently, in accordance with legislation, College bylaws and governance policies and principles of transparency and accountability.
- Supports the Registrar/CEO, to ensure the College stays in compliance with regulatory and statutory requirements and follows up to ensure execution of all the decisions, changes and resolutions put forward by the Board of Directors.
- Facilitates the day-to-day operations of the Board and the Committees identified above, maintaining an organization-wide perspective to ensure continuity, seamless coordination and timely completion of all meeting-related activities.
- Facilitates proper governance process through the coordination of elections, appointments, orientation, training and evaluation of Board and committee members either directly or indirectly.
- Works closely with the Registrar & CEO to ensure effective Board and Committee meetings, including activities such as agenda development, collation and posting of meeting materials, and recording meeting minutes, motions and action items.
- Collaborates with other Executive Assistants to cross-train in other Executive support tasks so as to share workload and provide backup support to Executives as needed.
- Works closely with and assists other College staff who support the Board and Committees

**What you'll do at OCP**

**_ Governance_**
- Becomes conversant with applicable legal requirements, governance policies and Board/Committee rules and procedures, to ensure the Board and Committee maintain compliance, flagging and escalating issues when concerns arise.
- Continually examines the efficiency of Board and Committee processes and tools, exploring opportunities for improvement through technology, elimination or altering of work processes, and makes recommendations to the Registrar & CEO.
- Taking an organization-wide perspective, offers recommendations about Committee operations and procedures to ensure compliance with Board direction, consistency with OCP strategy and culture, to improve efficiency and consistency in process and decision-making.
- Serves as a key liaison and point of contact for the Board and Committees with College staff, coordinating responses to issues as they arise.
- Supports effective evaluation and remediation programs for Board/committee members to improve committee competence and decision making.
- In collaboration with relevant College staff, supports orientation and training activities for Board and Committee members.
- Ensures Board/Committee policies are reviewed by the governance committee in accordance with established review schedule and/or as required as issues are detected.
- Maintains listing of required by-law amendments, and related policy amendments, and monitors ad hoc issues throughout the year, working with the Registrar/CEO and other Directors as needed to facilitate governance by-law or policy amendments to be proposed to Governance Committee.

**_
Board and Committee Continuity_**
- Provides support to the Registrar & CEO in relation to the Board and Committees, including conflict of interest issues and upcoming expiry of Board appointments.
- Throughout the Board year, works with Registrar & CEO, staff resources, Committee Chairs and the Board Chair to ensure that Committees remain fully constituted.
- Plans, coordinates and manages the annual Board election ensuring adherence to established by-laws and policies.
- Coordinates the recruitment of Professional Committee appointees and Lay Committee Appointees.
- In collaboration with relevant College staff, brings recommendations for the proposed Committee slate for appointments of Committee members to Governance Committee.
- In collaboration with relevant College staff, ensures committee representation is in accordance with the by-laws, statutory requirements, and established Committee composition principles.
- Supports relevant College staff in liaising with Public Appointments Unit, Ministry of Health, respecting appointments and expirations of Public Members’ Orders in Council (OICs), and Ministry-mandated orientation, as well as any other issues pertaining to public appointees; as well as liaising with Treasury Board as required regarding remuneration policies and procedures.
- Collaborates with Communications to ensure there is timely information posted to the website and/or provided to registrants and stakeholders regarding Board materials, governance changes, elections, and recruitment for committee appointees.

**_
Board Coordination_**
- In collaboration with the Registrar & CEO, Executives and other relevant College staff, coordinates all Board and Committee meetings, including:

- scheduling;
- agenda development;
- proactive solicitation of meeting materials

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