Governance Officer

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the University Secretary (US) the Governance Officer acts as a neutral and objective resource providing procedural advice and support to three functional areas within the Secretariat:

- the Board of Governors and its committees;
- the Senate and its committees and councils; and
- policy development, renewal and administration, employee and student relations committees and quasi
- judicial processes as captured in university policies and agreements.

The Governance Officer will be assigned work by the US predominantly in one or two functional areas with the expectation of cross-training to allow continuity of support in times of overload, vacation, or illness. This may change from time to time as determined by the US.

The Governance Officer has designated authority to act in the absence of an Associate University Secretary concerning the organization of the work of all committees and subcommittees as assigned. The incumbent will provide leadership and professional support with a high level of confidentiality to the governing bodies and their committees, and act as a resource for internal and external stakeholders on governance-related matters.

**There are 2 positions available.**

**Responsibilities**:
Governance Coordination
- Organizes committee meetings (Board, Senate, Stakeholder Relations) within their areas of responsibility, including planning and compiling the agendas; organizing and editing briefing documents; providing electronic materials; liaising with committee chairs and members; resolving procedural issues, monitoring issues and enduring that they are forwarded to the appropriate level of authority for approval; recording minutes and reporting decisions within the senior administration and to the university community as appropriate; posting and updating of agenda packages
- Expert administrator of the governance portal including training of other Secretariat staff and resource to the university community; high level of knowledge of all functions associated with the portal
- Drafting briefing and speaking notes for committee chairs as assigned
- Act as a key resource for issues arising from the work of assigned committees or processes
- Assesses, in concert with the AUS, what information can and should be released to stakeholders to maintain transparency and determine what information should remain confidential; makes recommendations regarding such to senior staff
- Advises on agenda requirements, meeting organization, formation for recommendations and motions, appropriate follow-up actions, methods of consultation with stakeholders
- Ensures that meeting procedures and processes are adhered to and provide advice to committees as required
- Manages the communication and records retention functions of the Secretariat (as assigned), including records of committees and quasi-judicial proceedings, maintenance of the university’s policy library, communications to Senate and Board and their committees, management of filing systems, archiving documents and records with administrative staff, maintaining inventory of motions
- Manages the Honorary Degree/Honorary Member/Distinguished Professor Emeritus nomination, evaluation, selection process, including organization and distribution of highly confidential packages, administering committee selection meeting(s) and liaising with high-profile selected nominees
- Ensures appropriate parties in units across campus are notified of decisions of the Board, Senate, committees and councils and that decisions are interpreted and explained, and that all are recorded in various databases for historical accuracy
- Supports the development, delivery and updating of training and education sessions for the University Community along with the Associate Secretaries
- Interfaces among peer executive offices within the senior administration, providing guidance and direction on Secretariat procedures
- Provides prompt and expert advice and guidance to the University Secretary, Associate University Secretaries and other administrative leaders regarding University Governance policies and procedures
- Provides support for the review of existing policies and procedures in conjunction with the Associate University Secretaries and University Secretary
- In collaboration with the Associate University Secretaries, provides support to coordinate and facilitate policy development and policy renewal processes
- Support the execution and delivery of the quasi-judicial responsibilities of the Secretariat as captured in various University policies and agreements, including those relating to faculty, staff and students

Elections and Nominations
- Administers elections to the Board, Senate, and other appointments in accordance with the by-laws of each governing body
- Liaises with the Office of Advancement and University Relations regarding communication strategies
- Ensures elections are appropriately advertised, results are announced in a timely manner, and r

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