Associate University Secretary

University of Guelph

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Professional and Managerial Group

Associate University Secretary (Board of Governors)

University Secretariat

Hiring #: 2022-0816

Please read the Application Instructions before applying

Reporting to the University Secretary, the Associate University Secretary (Board of Governors) serves as the primary adjunct and deputy to the University Secretary in providing leadership and management for the overall operation of the University Secretariat. The Office of the University Secretariat carries the responsibility for coordinating and facilitating the activities of the Board of Governors and of the Senate, and their committees, subcommittees, councils, boards, and student judicial hearing and appeal committees to ensure the effective and efficient operation of the University’s bicameral system of government. The Secretariat also holds responsibility for institutional compliance with the provincial Freedom of Information and Protection of Privacy Act (FIPPA); and, for providing timely, accurate, and objective information, advice, interpretation and application of policy and legislation as it relates to access to information and privacy or the University of Guelph Act (1964).

The Associate University Secretary (Board of Governors) is the senior advisor to the University Secretary with respect to matters related to the Board of Governors and directly supports and guides the governance and deliberative processes of the University by providing timely information and advice on policies, precedents, procedures and protocol for the Board of Governors, and has overall responsibility for all Board standing and ad hoc committees. This requires a thorough knowledge of developments in areas related to a committee’s mandate, briefing and advising committee chairs (senior members of the Board of Governors), and coordinating the preparation for and follow-up to meetings (including agendas and supporting material, and the legal written record of the meetings). The Associate University Secretary (Board of Governors) also liaises between governing bodies for which they are responsible, and those constituencies affected by the work of a particular committee, which often entails reviewing and advising chairs and members of senior administration on draft policies and procedures, and on the appropriate procedures and processes to follow in submitting material for approval. The Associate University Secretary (Board of Governors) is expected to undertake research on various issues, as required, identify and assemble material related to a committee’s work from a variety of sources, and oversee special departmental projects as assigned.

The Associate University Secretary (Board of Governors) may also serve as an advisor in relation to other areas within the Secretariat mandate, including student judicial services, compliance, policy, some access/privacy matters, and for governance services in support of select Senate committees, so as to acquire and retain sufficient knowledge of the full range of Secretariat operations to allow service in a back-up capacity to the University Secretary and other Associate University Secretaries (Senate and Compliance/Special Projects). Often there are significant overlapping issues/matters arising and there are peak times when the Associate University Secretary (Board of Governors) acts as, or on behalf of, the University Secretary.

The Associate University Secretary (Board of Governors) will bring and obtain specialized knowledge related to the mandate of the Board of Governors and its standing and ad hoc committees, and the political context in which they operate; as well as depth and clarity of thought and the ability to think strategically, and the ability to provide leadership within the Secretariat and more broadly within the University. The role provides advice to the President, senior administration, senior members of the Board of Governors, and requires the ability to forge productive relationships at all levels of the University, to inspire confidence and gain respect generally among constituencies served, to negotiate and influence change, and to apply knowledge of people and practices to improve established processes. Utmost levels of tact and diplomacy are required in order to provide advice and deal with sensitive issues that arise on a regular basis.

As is the case with all members of the University Secretariat, the incumbent maintains the highest levels of professionalism reflecting the confidential nature of many aspects of the work of the Secretariat and the high level of accuracy demanded in relation to the governance bodies of the University.

Requirements of the position include: Completion of a Master’s degree or other graduate or professional education in governance, public policy, or law, combined with several years’ relevant and broad experience in a university-setting, or an equivalent combination of education and experience. Also required are high levels of judgement and decision-making skills, superior research capabilities and problem-solving skills, and exceptional oral and written communication skills. High levels of tact, diplomacy, discretion, patience, adaptability and collegiality are essential. The successful candidate will have the ability to think strategically, analytically and critically, have a track record and demonstrated ability to provide strategic advice on high impact and time sensitive matters, be able to work well under pressure and respond effectively to competing demands and often changing or competing priorities. A thorough understanding of University governance processes and governance best practices, related legislation, policies and procedures, and government processes, and experience with policy implementation and interpretation will be considered strong assets

Position Number 017-012
Classification P08
Professional/Managerial Salary Bands

At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

Posting Date: 2022 12 05
Closing Date: 2023 01 04 (extended)

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