Administrative and Governance Coordinator

Note:

• This position is offered as a one-year contract, with the potential for extension.
• The Ontario Tech Student Union is a not-for-profit organization. We operate as a separate entity from Ontario Tech University.
  

SUMMARY

The Administrative and Governance Coordinator provides vital support by coordinating governance processes and supporting the Board and executive leadership with documentation and compliance tracking. This role also contributes to HR and administrative functions, including maintaining employee records, assisting with recruitment, health and safety, onboarding/offboarding, and general office coordination. While governance and elections are the primary focus, the role offers flexible administrative and HR support to ensure smooth organizational operations. During elections season, the Chief Returning Officer (CRO) is responsible for leading and overseeing the planning, execution, and integrity of all student elections in accordance with established Bylaws, policies and procedures.

DUTIES AND RESPONSIBILITIES

Chief Returning Officer and Governance

• Oversee the planning and execution of the annual General and Society student elections
• Coordinates the Elections Committee including scheduling meetings and preparing and presenting reports and informational updates
• Manage election candidates by enforcing policies, procedures, and coordinating activities
• Plans and execute student-facing meetings and workshops involving elections, such as Campaign School, All-Candidates meeting and Candidate Forums
• Coordination of other OTSU staff in the execution of election-related events and marketing
• Assists Executive Director with Board of Director and standing committee activities including secretarial duties (i.e. Meeting Minutes, Agenda Prep, Committee organization), and Annual General Meeting planning
• Participate in committees to document meetings and support policy reviews, ensuring accurate records and assisting with policy updates and version control
• Assists Executive Director with Governance assurance and quality control, best practices and compliance with Bylaws and Canada Not for Profit Corporations Act

Human Resources & Administration Support

• Maintain and update employee information in BambooHR, ensuring accurate records, confidentiality, and compliance with internal protocols
• Coordinate training schedules, track completion, and support performance review processes through scheduling and document preparation
• Assist with job postings, interview scheduling, and reference checks
• Support onboarding and offboarding by preparing documentation, coordinating setup or logistics, and tracking checklist completion
• Support health and safety administration, including tracking incident reports, scheduling training, and maintaining documentation for compliance
• Assist with employee engagement initiatives such as events, surveys, recognition programs, and internal communications
• Collaborate occasionally with student workers to coordinate tasks and ensure smooth workflow
• Monitor office supply levels and maintain an organized inventory tracking system
• Provide ad hoc administrative support to HR, Executive team, and Board
• Assist with scheduling, document formatting, and maintaining shared drives or filing systems
• Support logistics for internal meetings or small events as required
• Coordinate graduation photo sessions for students and liaise with photography vendor

QUALIFICATIONS

Education and Certifications

• Bachelor's degree, Certificate, or Diploma in Business or Public Administration, Human Resources, Office Management, or related field

Experience

• 1 to 3 years of relevant experience in administrative support, governance coordination, or HR assistance
• Experience with elections
• Familiarity with governance processes, HRIS, or administrative functions is an asset
• Experience working in the post-secondary sector as an asset

Knowledge, Skills, & Abilities

• Knowledge of the Canada Not for Profit Corporations Act (CNCA) and Regulations
• Knowledgeable about Board of Directors, particularly in a Not-for-Profit setting
• Demonstrated strong computer skills working with MS Office Applications (Word, Excel, Outlook, PowerPoint)
• Demonstrated ability to establish and maintain personal credibility and broad relationships
• Strong integrity with ability to maintain confidentiality and manage highly sensitive information
• Pro-active self-starter; able to work well independently with minimal supervision

WORKING CONDITIONS

Physical Effort

On an infrequent basis, some physical labour may be required e.g. moving materials around the office. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions.

Physical Environment

The work in this position is performed within routine office conditions.

Sensory Attention

Working on a computer, working with and communicating with students, staff and community members.

Mental Stress

Must be able to work in a fast-paced environment and work through complex situations with changing priorities.