Policy, Governance and Administration Officer

The Association of Professors of the University of Ottawa (APUO) is a certified union representing full-time faculty members, professional librarians, language teachers and continuing special appointments professors employed at the University of Ottawa. As a union, the APUO’s principal functions are to negotiate the Collective Agreement and to ensure that the rights of its members under the Collective Agreement and the law are protected on a day-to-day basis.

We currently have an opening for a self-motivated, highly organized and capable individual to work as a **Policy, Governance and Administration Officer** within our team.

This position will be for up to twenty-four (24) months with a possibility of being permanent. Partial telecommuting is allowed.

**PRIMARY DUTIES AND RESPONSIBILITIES**:
**Policy and Programs**
- Support and advise the APUO Administrative Director and President in identifying potential internal policy and procedure needs.
- Coordinate the APUO’s governance review, ensuring policies, procedures, by-laws and the constitution are reviewed every few years, and updated as required.
- Coordinate the writing and editing of policies, procedures, by-laws, etc., as needed.
- Coordinate the writing and editing of orientation materials for members to the Executive Committee and Board of Directors.
- Manage the Student Awards Program.
- Manage both the Award for Excellence in Research Program and the Award for Excellence in Teaching Program.

**Governance**
- Respond to all inquiries relating to the APUO’s internal governance.
- Prepare agendas of Executive Committee, Board of Directors and General Assembly meetings.
- Monitor the meetings of the Executive Committee, Board of Directors and General Assembly to ensure they are in accordance with the established governance standards and procedures.
- Draft the minutes from the Executive Committee, Board of Directors and General Assembly meetings, and motions, as required.
- Ensure the implementation of resolutions from Executive Committee, Board of Directors and General Assembly meetings.
- Manage the electoral process for Officers and Directors of the APUO, as well as other Member-related committees.
- In collaboration with the Administrative Director, monitor and maintain various lists and databases, relating to APUO Members, including monthly deductions of members’ dues, collective agreement deadlines, committee membership and mandates, etc.
- Support the Administrative Director, the President and the Nomination and Election Committee in the recruitment and appointment of Members to committees.

**Administration**
- In collaboration with the Administrative Director, manage the day-to-day operations of the APUO.
- Act as the APUO’s first point of contact for internal and external contacts to facilitate smooth, effective and accurate flow of information.
- Responsible for the scheduling and coordination of the General Assembly, Board of Directors and Executive Committee meetings.
- Support the Administrative Director in managing the administration of funds, reconciliation, audit functions, budget creation and financial analyses.
- Perform banking, bookkeeping and accounting tasks, such as facilitating bill payments and deposits.
- Coordinate and/or support conference travel for staff and members, including registrations, flights, hotels, and other logistics.
- Maintain inventory and purchase office supplies, office equipment and furnishings, as required.
- Update the website to ensure its content is accurate and up-to-date and manage the APUO listservs, in collaboration with the Communication, Mobilization and Research Officer.
- Assist in the revision of translated French and English governance documents.
- Responsible for record keeping, filing and other information management procedures.
- Undertake any other clerical and administrative duties associated with the position as required.

**QUALIFICATIONS**:
**The successful applicant will**:

- Have an undergraduate degree or equivalent.
- Possess excellent spoken and written English and French.
- At least three years of professional experience in performing administrative duties as per the job description.
- Demonstrated experience in accurate minute-taking.
- Advanced knowledge of MS Office software programs and videoconferencing systems (Zoom, MS Teams).
- A demonstrated knowledge of union and board governance.

**Assets**
- Experience with Sage 50 Accounting
- Be acquainted with the postsecondary sector provincially and regionally, and comfortable in an academic environment.
- Have a demonstrated commitment to the principles of equity, diversity, and inclusion (EDI) and to the core academic values of fairness and academic freedom and responsibility.

**Competencies**
- Excellent interpersonal skills and sound judgment.
- A high degree of personal initiative.
- The ability to work both independently and collaboratively.

**ADDITIONAL INFORMATION**
- Reports to the APUO Administrative Director