Associate University Secretary - Senate
Overview
The Associate University Secretary (AUS) is the assistant corporate secretary to at least one of the university’s governing bodies (Board of Governors, Senate, or the Ogimaawin Indigenous Education Council) and provides peripheral support to the university’s other governing bodies. This position reports to the University Secretary but collaborates with and assists all members of the University Secretariat team. The AUS plays a critical role in supporting effective governance at the university through administrative governance support, policy compliance, consultation, research and training.
Responsibilities
- Responsible for ensuring that the statutory duties and powers of the university’s governing bodies and their standing committees are effectively and efficiently delivered.
- Provides logistical and organizational support for meetings of one or more of the Senate, the Board of Governors, the the Ogimaawin Indigenous Education Council, their Standing Committees and subcommittees, by scheduling meetings, leading and coordinating the preparation of agendas and supporting materials, including drafting and reviewing reports, distributing meeting packages, drafts and maintains official records of meetings, leads and coordinates meeting follow-up.
- Briefs the University Secretary to all governance and standing committee meetings, highlighting potential emerging issues, procedural or logistical matters and provides advice on how these issues could be managed.
- Provides governance and procedural expertise, support and advice to members of the governing bodies governing body Chairs and committee Chairs, including drafting reports and speaking notes.
- Acts as Secretary for standing committees and/or subcommittees, as assigned.
- Coordinates and executes annual requirements of governing bodies and their standing committees, including but not limited to elections and appointments.
- Assists in the regular review and assessment of governance documents, including reviews of the bylaws, policies, and committees' Terms of Reference.
- Provides direction, leadership and training to administrative governance support staff for standing committees.
- Assists in the development of the annual governance schedule, coordinating with the Office of the President and the offices of the President’s Executive Team members.
- Assists the University Secretary in providing governance and procedural expertise and advice to members of the governing bodies, the Administration and other members of the University community, including the interpretation of the University Act, bylaws and University policies and procedures.
- Assists in the development of orientation, governance training and support, for members of the governance bodies and the University Community.
- Identifies gaps and opportunities to continually improve the University’s governance structure, and the work of the University Secretariat.
- Assists in the maintenance of the Secretariat and governance sections of the Lakehead website.
- Supports the University Secretary in the research, development, review, and maintenance of University policies, and procedures.
- Performs other duties as required.
Qualifications
- A bachelor’s degree in Business, Law, Political Science, Education, or a related field is required. A college diploma in a related field and a minimum of five years of related work experience may be considered. An ICD.D designation would be a considerable asset.
- Minimum of 3-5 years of progressive experience in governance or policy, preferably within academia or government.
- Proven experience with managing complex projects with critical deliverables and milestone objectives.
- Proven experience in evaluating and improving processes and procedures to maximize efficiency and improve stakeholder experiences.
- Knowledge of institutional governance, governing boards and policy development.
- Advanced knowledge of parliamentary procedures (Robert’s Rules).
- Knowledge of AODA and creating compliant documentation.
- A strong understanding of bicameral governance, collegial governance, and the roles of the governing bodies and Lakehead University as defined in the University Act.
- Experience developing and interpreting policy documents, minute-taking skills meeting facilitation, organizational skills and exceptional attention to detail.
- Strong project management and planning skills, time management skills and ability to work with frequent interruptions, under the pressure of changing priorities and short deadlines.
- Well-developed interpersonal communication skills.
Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.
Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.
We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or human.resources@lakeheadu.ca to make appropriate arrangements.