Board and Committee Coordinator

Why Guelph:
**What we offer**
We offer competitive wages and comprehensive benefits to meet the needs of our diverse employees. Many of our positions offer:

- Paid vacation days, increasing with years of service
- Paid personal days;
- Hybrid and flexible work arrangements;
- Defined benefit pension plan with OMERS, including 100-per-cent employer matching;
- Extended health and dental benefits, including Health Care Spending Account;
- Employee and Family Assistance Program;
- Parental leave top up program;
- Learning and development opportunities including tuition assistance
- Employee recognition programs.

Position Overview:
**Key duties and responsibilities**
- ** Coordinate the advisory committee program of work**: Oversee all components of the advisory committee program of work to ensure efficient and effective community engagement.
- ** Support advisory committee meetings**: Attend all meetings to provide legislative and secretariat support, including agenda production, minute taking, procedural assistance, and hybrid meeting setup and hosting.
- ** Coordinate recruitment and appointments**: Coordinate the recruitment and appointment process for individuals to all City of Guelph agencies, boards, and advisory committees.
- ** Prepare and manage documentation**: Develop and manage information, documentation, and training materials to support legislative processes, including terms of reference reviews, vacancy postings, web content updates, and corporate policy reviews related to advisory committees.
- ** Interface with stakeholders**: Regularly interact with committee members, City Council members, staff, community groups, and the public regarding the business of agencies, boards, advisory committees, and City Council.
- ** Utilize the eScribe meeting management platform**: Use the eScribe agenda management platform to manage advisory committee membership and public materials, with the goal of continually increasing efficiency and transparency.
- ** Handle public inquiries**: Coordinate all public inquiries related to agencies, boards, and advisory committees.
- ** Lead staff training**: Train departmental staff on the Advisory Committee of Council Governance Framework and all related policies, procedures and processes.
- ** Lead committee training**: Organize and conduct training sessions for committee chairs and members on the Advisory Committee of Council Governance Framework and all related policies, procedures and processes.
- ** Prepare staff reports**: Create public appointment reports, statistical reports, and advisory committee reports.
- ** Support City Council meetings**: Provide coordination, secretariat support, and attendance at City Council and Committee of the Whole meetings as needed.
- ** Coordinate City Clerk’s Office projects**: Oversee projects including policy updates, software implementations/updates, KPI tracking, and best practice research related to agencies, boards, advisory committees, and City Council.
- ** Provide procedural advice**: Offer procedural guidance to committee members, staff, and the public on the Advisory Committee of Council Governance Framework, other advisory committee policies, the Procedure By-law, Closed Meeting Protocol, the Planning Act, the Municipal Act, and other relevant legislation.
- ** Support the delivery of the municipal election**: Assist with the delivery of the municipal election and other departmental and corporate functions as required.

**Qualifications and requirements**
- Experience providing administrative support to legislative bodies, including preparing agendas and supporting meetings.
- Experience using eScribe meeting management software and Microsoft Office 365 is considered an asset.
- Self-awareness, curiosity and adaptability that allows you to bring together diverse teams to achieve a goal.
- Ability to support customer service delivery to internal and external stakeholders in an empathetic and compassionate manner.
- Ability to work well under pressure, complete multiple assignments and find creative solutions to complex problems in a high-volume workplace.
- Ability to exercise discretion, good judgement, diplomacy and confidentiality in all aspects of day-to-day work, including discussions with senior-level staff and elected officials.
- Ability to communicate effectively with stakeholders, including agencies, boards, committees, City Council, senior staff and the public.
- Knowledge of relevant legislation, by-laws and policies, including the Municipal Act, the Planning Act, the Municipal Conflict of Interest Act, Procedural By-law, Code of Conduct for Council and Local Boards, and Closed Meeting Protocol.
- Availability and flexibility to regularly attend meetings outside regular working hours, typically in the evenings.

**Pay/Salary**
Non-Union Grade: 3: $66,626.56- $83,283.20

**How to apply