Board Operations Governance Officer

University of Saskatchewan•Saskatoon, SK

4d•CA$72,511 - CA$119,943•Onsite

About The Position

The Governance Office provides administrative, organizational, and operational support to the institution’s governing board, its committees, and senior governance leadership. This role is responsible for maintaining the systems, schedules, records, work plans, deadlines, and information flows that enable effective and efficient governance operations. Working collaboratively with administrative staff across the university, the officer coordinates the timely development of complete and accurate governance materials, tracks decisions and action items, and maintains compliance with governance requirements and timelines. Operating within established policies and procedures, this position supports the execution of governance activities under the direction of the university secretary, who retains accountability for governance strategy, policy advice, management of sensitive issues, and key institutional relationships.

Requirements

A bachelor’s degree in business administration, public administration, communications, management, or a related field.
Minimum of three years of progressively responsible experience coordinating senior committees, boards, projects, or executive-level administrative processes in a complex organization.
Experience preparing agendas, minutes, meeting packages, records, correspondence, and tracking systems for formal decision-making bodies.
Exceptional organizational and project coordination skills.
Strong communication, editing, and information-synthesis skills, including the ability to prepare clear, accurate, and concise materials for senior audiences.
Strong attention to detail and a consistent record of accuracy, follow-through, and reliable completion of commitments.
Sound judgment and the ability to distinguish routine operational matters from issues requiring substantive review or escalation.
Excellent interpersonal skills, including tact, diplomacy, discretion, patience, and the ability to build effective working relationships.
Demonstrated ability to work independently within established direction and collaboratively as part of a small, service-oriented team.
Proficient computer skills, including Microsoft Office applications and experience using document management, records management, collaboration, or board portal systems.

Nice To Haves

Experience in a post-secondary institution or public-sector environment, and familiarity with university governance are assets.

Responsibilities

Coordinates the annual calendar, work plan, and recurring business of the governing board and its committees, including meeting dates, submission deadlines, approvals, reporting requirements, and dependencies.
Maintains master tracking tools for agendas, submissions, decisions, action items, follow-up commitments, and other governance deliverables, and provides regular status updates to the university secretary.
Acts as the primary operational contact with administrative staff in other colleges and units to request, receive, organize, and follow up on materials for board and committee business.
Reviews submitted materials for completeness, consistency, formatting, required approvals, and alignment with established templates and processes.
Supports the university secretary in developing meeting agendas and plans and prepares routine drafts of agendas, resolutions, minutes, briefing materials, correspondence, and other governance documents for review and approval.
Coordinates the secure preparation, quality control, distribution, and archiving of board and committee packages and administers access to the board portal and related document systems.
Coordinates meeting logistics for board and committee meetings, retreats, orientations, evaluations, and other board activities, including schedules, attendance, facilities, technology, and supporting documentation.
Maintains the university’s official corporate and board records in accordance with approved records management, retention, confidentiality, and access requirements.
Tracks statutory, policy-based, and annual governance obligations and alerts the university secretary to upcoming deadlines, required decisions, appointments, filings, and reports.
Provides administrative coordination for board member recruitment, appointments, onboarding, orientation, succession-related activities, and evaluations.
Coordinates the implementation of approved governance procedures, templates, systems, and operational improvements and supports consistent use across the unit and partner units.
Conducts background research, compiles information and data, and prepares clear summaries, timelines, and options to support the unit.
Coordinates assigned projects by maintaining work plans, timelines, deliverables, records, and status reports; follows up with contributors and promptly escalates risks, delays, or unresolved issues.
Coordinates routine communications and follow-up among the University Secretary, Board and committee members, senior administrators, and administrative staff, facilitating the direction of questions and requests.
Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment.