Associate University Secretary

Associate University Secretary

Laurentian University

Sudbury, Ontario

Laurentian University is located within the territory of the Robinson-Huron Treaty of 1850 and recognizes its placement on the traditional lands of the Atikameksheng Anishnawbek, as well as its proximity to Wahnapitae First Nation.

As Canada’s only university with a tricultural mandate, Laurentian offers an outstanding higher education and research experience in English and French, with a comprehensive approach to Indigenous education.

Laurentian prepares the next generation of leaders who bring innovative solutions to local and global issues, recognizing that experience is essential to the success of our graduates entering the workforce.

The university recently celebrated 60 years since its opening.

Now, on behalf of Laurentian University, we are seeking an Associate University Secretary to join their team! The Associate University Secretary is the associate corporate secretary to the Board of Governors, and its committees.

They have the delegated authority to act in the University Secretary’s absence as the University Secretary’s deputy. The role is principally responsible for the organization and monitoring of all Board committee and subcommittee work, dealing with Board areas of operation, managing the Secretariat’s day-to-day operations and maximizing resources to achieve a solid governance framework.

The incumbent will have a thorough knowledge of developments in areas related to a committee's mandate, briefing chairs and responsible executives and coordinating the preparation for and follow-up to meetings, including preparing agendas and supporting material, reports to senior governance bodies, and the written record (minutes) of the meetings.

This role is also responsible for the record management practices of the University Secretary’s office. The incumbent will also ensure that the Secretariat provides a high-quality service to the leadership of the Board and the University in all matters within the unit’s purview.

The office prides itself on being the go to office for advice and assistance on a wide range of matters and this role is essential to maintaining that goal.

Responsibilities

• Receiving, vetting and directing proposals from end-to-end in the governance process, ensuring seamless and effective decision-making.
• Being the point of contact for management and receiving and reviewing all materials which are proposed to be submitted to the Board and its various Committees, offering advice for compliance with legislation and good governance practices.
• Drafting, revising, and interpreting university policy, procedures and guidelines. Researching best practices and policy options for consideration by Board and / or administration, providing strategic advice to achieve goals.
• Supporting the Board’s nomination process (for new governors and members of the Board’s Committees);
• Advising senior management, faculty administrators, and staff on governance rules and procedures and university policy.
• Acting as a governance liaison between the Board and management and other stakeholders which requires a good political sense of the configuration of the Board and its membership.
• Acting as a delegate to the University Secretary and assisting in the coordination of Board activities, providing guidance to committee and subcommittee chairs, and acting as a subject matter expert on university policies and procedures.
• Maintaining strong systems to support institutional memory and coordinating timely and comprehensive communication of information to the university community.

Responding to requests for information and maintaining official documentation.

Providing day-to-day management of Secretariat staff in the absence of the University Secretary.

Qualifications and Experience

Education

• Undergraduate degree, with major in Public Policy, Public Administration or related field preferred.
• Graduate degree in a related field is considered an asset.

Experience and Skills

• Related experience in governance, preferably in post-secondary education;
• Comprehensive understanding of the administrative, academic, and governance structures of a university, as well as university regulations and policies;
• Experience drafting governance documents and providing advice based on sound governance practices;
• Experience analyzing, reviewing and developing policy;
• Experience working in a diverse environment where a high degree of collaboration is required;
• Well-developed organizational, time management and prioritization skills;
• Excellent attention to detail;
• Excellent ability to adapt to shifting priorities and produce under rigid deadlines;
• Excellent communication, diplomacy, interpersonal and conflict resolution skills;
• An ability to develop and maintain relationships, networks and partnerships within the university and externally;
• Demonstrated commitment to preserving confidentiality;
• Proficient use of Microsoft Office products, G Suite, Adobe Acrobat Pro;
• Ability to work fluently, verbally and in writing, in both official languages, French and English is an asset.

How To Apply