Assistant University Secretary

Assistant University Secretary

Tracking Code: req1859

Faculty/Department: Office of President

Number of Positions: 1

Appointment Type: Full-Time Continuing,

Hours of Work: 35 hours per week

Non-Union Hiring Zone: Job Level 9 - $75,900 - $95,700

Posting Date: December 2, 2025

Closing Date: December 9, :00 pm EST)

Job Summary

Assistant University Secretary supports the University Secretary in the fulfillment of all duties of the University Secretariat. Those duties include: being the primary governance advisor to the Board of Governors (Board), Academic Council (AC), the Committees thereof, the President and Vice-Chancellor, and the senior leaders of the University; providing secretariat support to the Board, AC and their Committees, administering the University's policy framework, administering and supporting the hearings of academic and nonacademic appeals, etc.

Responsibilities / Accountabilities
1. Secretariat - Board of Governors and Academic Council

• Prepare drafts of key governance documents (agendas, minutes, memos, work plans)
• Post materials to either the Board portal or the University website
• Monitor term limits for Governors, members of Academic Council, and their Committees
• Monitor the Board of Governors and Academic Council mailboxes
• Liaise with Governors, members of Academic Council, the Office of the President, Senior Leaders and their teams on matters proceeding to Board or Academic Council
• Provide meeting logistics support

2. Governance

• Advise Governors, members of Academic Council, senior leaders, and anyone else interfacing with the Board/AC on governance process and procedure
• Ensure governance web content is current
• Ensure Board portal resources content is kept current

3. Appeals

• Monitor the appeals e-mail box
• Triage incoming appeals for completeness
• Re-direct appellants to other areas of the University as appropriate
• Prepare preliminary packages for the Academic Appeals Committee
• Consult with the University Secretary on readiness of appeals for Committee review
• Schedule Committee reviews and hearings

4. Other Duties

• Support the other functions of the University Secretariat as needed; assist with special projects as assigned

Required Skills

• A sound understanding of corporate governance principles and a successful track record facilitating and advancing the work of governance bodies.
• Ability to maintain a high level of confidentiality while handling sensitive information and exercising appropriate protocol for working with this type of information.
• Exceptional attention to detail.
• A self-starter with excellent independent decision-making skills and the judgment to seek direction and guidance when required.
• Strong research, planning, analytical, critical, strategic and systems thinking, and problem-solving skills.
• Ability to work collaboratively and consultatively to build and maintain effective relationships with all levels of constituencies and stakeholders, including faculty, employees, students, and the external community.
• Excellent written and oral communication skills, tact, diplomacy, discretion, and conflict resolution skills.
• Superior organizational and time management skills to plan, execute, and complete tasks effectively; work well under pressure; and balance competing demands of routine work with new priorities.
• Strong computer skills with advanced proficiency in Google Suite, Microsoft Office Suite, Adobe Software, collaboration tools (Teams, SharePoint, OneNote, Lists, Forms), Mach Forms, CMS (website), and digital workflow systems.
• Openness to learning, professional development, and innovation.

Required Education

• Completion of a four-year university degree.
• An equivalent combination of education and related experience may be considered.
• *Verification of academic credentials may be required.*

Required Experience

• 3–5 years' experience with demonstrated understanding of university governance and academic and administrative planning and decision-making processes.

How to Apply:

Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until December 9, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.

Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.

Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.

If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university's Accessibility Policy.

The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.

Job Location: Oshawa, Ontario, Canada

Expected Start Date: 1/5/2026

---