Assistant Secretary of the Governing Council and Ombuds Officer, UTSC

University of Toronto•Toronto, ON

8d•Hybrid

About The Position

The Assistant Secretary of the Governing Council and Ombuds Officer (UTSC) is a dual-role with a dual-reporting structure. As Assistant Secretary, the incumbent supports the UTSC Campus Council and other Governing Council bodies by providing secretariat support, advice on policies, precedents, procedures, and protocol, and maintaining strict neutrality in policy advice. This role contributes to governance enhancement, oversees related policies, and acts as a liaison between Campus Council, senior administration, and constituent groups, advising on matters before the Council and appropriate submission procedures. As Ombuds Officer (UTSC), the incumbent serves as a primary contact for faculty, staff, and students at UTSC seeking assistance from the Office of the Ombudsperson. This office provides impartial and confidential service to resolve concerns about treatment by University authorities, focusing on procedural fairness and just outcomes. The Ombuds Officer manages and coordinates cases, conducts investigations including interviews, provides information, advice, and referrals, and writes final reports. They collaborate with academic and administrative offices to address complaints and seek resolutions. In coordination with Ombuds Officers on other campuses, this role is also responsible for the Office’s communications, including strategy development, education, outreach, research, analysis, and website/social media management.

Requirements

University graduation
Experience in a post-secondary educational institution
Several years of governance committee work and experience as recording secretary, or equivalent
Experience with the work and function of an ombuds office
Experience working with students in a post-secondary environment
Proficiency in MS Office Suite including SharePoint, PowerPoint, Word, Excel, and Adobe suites
Proficiency in various scheduling software
Strong analytical skills
Precision of thought and attention to detail
Ability to apply principles to factual situations
Ability to work independently
A sense of process
Ability to serve the needs of multiple “client” needs while preserving and guarding the intent / integrity of policy and principles with utmost neutrality and objectivity
Strong “integrative” skills related to understanding cross-functional implications and inter-relationships of issues and decisions
Integrity
Meticulous approach to work
Ability to deal with difficult or confidential situations
Political sensitivity, tact and diplomacy
Exercise judgement and discretion
Strong negotiation and persuasion skills
Ability to remain neutral in highly trying or political circumstances
Ability to influence others over whom there is no direct reporting relationship to achieve tasks and functional responsibilities by means of esteem, credibility and relationship-building skills

Nice To Haves

Advanced degree
Knowledge of governance portals

Responsibilities

Support the work of the UTSC Campus Council by providing secretariat support for the Campus Council and its Committees and of other Governing Council bodies as required.
Provide advice and information on policies, precedents, procedures and protocol for assigned governance bodies.
Maintain strict neutrality in providing policy advice and in the performance of duties.
Contribute to the ongoing enhancement of the governance function and provide appropriate oversight of related policies and procedures.
Provide liaison between and among Campus Council and its bodies, senior administration and constituent groups.
Advise parties on matters that come before the Campus Council and its bodies.
Advise senior central and divisional administrators on appropriate procedures and processes to follow in submitting matters to Boards and Committees for approval.
Serve as a primary contact for faculty, staff and students at UTSC seeking assistance from the Office of the Ombudsperson.
Manage and coordinate a range of cases that are presented to the Office.
Manage investigations including: conducting interviews, providing information, advice, and referrals and writing final reports.
Work closely with all levels of academic and administrative offices across the University in considering complaints, making informal enquiries, and seeking resolution to matters brought to the Office.
Coordinate with Ombuds Officers on other campuses for the Office’s communications, including developing communication strategy, education and outreach, conducting research and analysis, as well as management of the website and social media.