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Governance Assistant

2 months ago

Kitchener, Ontario, Canada University of Waterloo Full time

Job Summary

The Governance Assistant provides critical support to the Governance Manager and the Board, ensuring the smooth operation of governance and administrative functions. This role is responsible for providing exceptional front-line service to students, handling inquiries, and resolving complex issues.

Key Responsibilities

  • Support the Governance Manager in planning, arranging, and monitoring a schedule of meetings for the Board and committees
  • Attend and keep accurate records of Board and committee meetings, collate and distribute agenda, minutes, meeting papers, and other relevant documentation as required
  • Assist with the administrative requirements associated with the appointment and resignation of directors
  • Coordinate programs for transition and training of directors and officers
  • Support the Governance Manager in ensuring the information on record and on WUSA's website is up to date
  • Manage inquiries from the undergraduate community regarding administrative governance and processes
  • Provide administrative support for WUSA elections/referendums, senate elections, and by-elections
  • Support annual review of all elections/referendums and provide input to the summary report and recommendations

Student Support

  • Act as the first point of contact in WUSA, supporting students by providing information in an accurate, friendly, empathetic, student-focused, and timely manner
  • Review the nature and complexity of student inquiries and determine actions to be taken, advising stakeholders as appropriate
  • Accurately interpret and apply the appropriate regulations, procedures, and policies to the cases presented by students to offer them information concerning their situation and initiate resolution of complex problems
  • Proactively look for ways to enhance the student's experience beyond the immediate request by being knowledgeable of alternative options and resources available
  • Process verification of membership from student inquiries to ensure students are registered for the services they need

Administration, Operations, and Systems Support

  • Understand and provide support to the officers with respect to the various technology systems used by WUSA and UW HR for payroll purposes
  • Recognize patterns in student concerns that highlight areas in WUSA or the University that would benefit from viable procedural changes and offer suggestions for improvement of services and recommending new pathways
  • Maintain access to the WUSA member management system and work with IT in suggesting new plug-ins and interfaces to better serve students
  • Maintain WUSA's documentation and archives based on appropriate guidelines regarding retention and shredding procedures

Qualifications

  • University degree in a relevant field and/or equivalent work experience
  • 2-4 years' governance support experience combined with a front-facing service role, preferably in a post-secondary environment
  • Excellent oral and written communication skills, including the ability to write and edit quickly, accurately, and creatively, specialized for a student audience
  • Ability to handle multiple complex assignments at the same time and meet tight deadlines
  • Must possess creative problem-solving skills and sound judgment