Governance and Policy Coordinator

Wilfrid Laurier University•Waterloo, ON

1d•CA$63,429 - CA$79,284•Hybrid

About The Position

The Governance and Policy Coordinator will support the University Secretariat’s Office through all aspects of the governance process by providing expert governance, logistical, planning, and administrative support in relation to the Board of Governors, Senate, their committees and other decision-making bodies of the University. This position contributes to a strong team environment and the department’s overall effectiveness and efficiency through a wide range of responsibilities: ensuring the integrity of the governance processes, assisting with the efficient administration of the governing bodies and committees, organizing and managing information and providing executive and research support related to a number of initiatives and other tasks (e.g. University policies, budgeting). The incumbent must personify professional courtesy, maintain current knowledge of the work of the Secretariat and maintain confidentiality concerning discussions, correspondence, and other written materials. They must be knowledgeable about governance, project and meeting management, organizational effectiveness, work well under pressure and manage competing priorities. The incumbent must display a high degree of professionalism, excellent judgment, and organization, exceptional analytical, research and communication skills. They will work with a high degree of independence and have extensive contact with many members of the university community, including the President, as well as those external to the university.

Requirements

Post-secondary education, coupled with 2 years related work experience
Experience working in a professional office environment and/or client service oriented role is essential
Ability to work in a fast paced environment while demonstrating a high degree of accuracy and attention to detail
Ability to work collaboratively within a team environment
Experience scheduling large meetings/events, involving diverse groups and using different methods of communication (e.g. telephone, email, Outlook, Doodle poll)
Experience developing agendas, assembling and writing supporting documentation, and coordinating distribution of agenda packages for meetings of governing bodies or similar responsibilities
Experience researching, writing and coordinating consultations
Excellent interpersonal skills and highly professional demeanor
Excellent written and oral communication skills
Exceptional organizational and time management skills with the proven ability to handle multiple tasks and priorities
Adaptability/flexibility
Ability to deal with confidential matters in a discrete and sensitive manner
Self starter and motivator with the ability to work independently
Ability to interact with a wide variety of people, from students to senior executives
Ability to create and maintain information management and organizational systems for an office
High level of proficiency working with Microsoft Office software, database programs, budgeting software and web content management systems

Nice To Haves

Experience working in a university environment and governance related position is strongly preferred
Experience managing budgets, accounts payable and other office administration responsibilities for multiple offices is preferred
Familiarity with University governance and elections is preferred
Familiarity with University policies and procedures is preferred

Responsibilities

Develops and maintains a thorough understanding of the governance structure of the University, including the mandates of all committees and governing bodies, as described in The Wilfrid Laurier Act, related Board and Senate By-laws, governing documents, and terms of reference for committees.
Is thoroughly familiar with University policies, procedures and guidelines related to the business of the governing bodies.
Coordinates and manages all logistics, operations, and governance functions of the University Secretariat, including Board, Senate and committee meetings: Initiating, planning and coordinating the provision of logistical and technical support related to each meeting (e.g. coordinating parking, catering and room bookings for meetings; travel arrangements; preparation of rooms for meetings; distributing agendas and minutes); Organizing pre-event planning meetings.
With minimal supervision, assists the Associate University Secretary, Senate and the Secretariat’s Offices, as needed, with the preparation of agendas, minutes and assembling needed background material, including: Drafting preliminary agendas and supporting documentation; proofreading content; formatting documents; assembling relevant meeting material/creating agenda packages; posting agendas and agenda packages online, as appropriate.
Provides governance leadership and/or acts as committee secretary to committees and/or working groups, as assigned. Among other things, this responsibility includes drafting workplans and agendas, proofreading content, formatting documents, posting agendas and agenda packages online, minute-taking, record keeping, conducting research, report writing, meeting scheduling and logistics, communications, and relationship management.
Provides support and coordinates all aspects of standing governance functions, events, and special projects, including the Board retreat, governance dinner, education sessions and orientation. Among other things, this could include planning, executing, monitoring, and closing out projects and events as well as logistical arrangements.
Assists the University Secretariat’s Office in managing workload and deliverables, as needed , including but not limited to: Populating committees/governing bodies and with membership transition and orientation; Arranging times and dates for committee/governing body meetings in consultation with others as required; Providing support for elections run by the University Secretariat’s Office, including all communications and logistics.
Handles highly confidential materials with discretion, including details of discussions and correspondence.
Interacts regularly with various stakeholder within and outside the university.
Assists with other tasks/support to the University Secretariat’s Office, as needed.
With input from the Associate University Secretary, Senate, develops and maintains an understanding of the University’s policies, procedures and guidelines, and the framework within which they are managed.
Supports the University Secretariat Office with the development of university policies and procedures, as needed. Among other things, this could include policy development and implementation, research, coordinating consultations, assisting with drafting and housekeeping updates (e.g. formatting, position titles, names of units), reviews, revisions, record keeping, and audits.
Provides back-up for the Associate University Secretary, Senate, as necessary.
Responsible for record management, retention and archiving of records and decisions for committees and governing bodies to meet governance requirements and compliance with University policies (e.g. record retention policy) and the Freedom of Information and Protection of Privacy Act.
Resolves issues about archiving, retrieval and retention of records and decisions, with support from the Secretariat Office, as required.
Provides information and guidance to the University Secretariat’s Office related to records management and processes.
Updates and maintains the Secretariat’s Office website and the confidential database of governing body members, ensuring accuracy, completeness, and currency. Regularly assesses best practices and proposes changes where necessary or desirable.
Manages the implementation of the online Board and Senate portal. Acts as a liaison with the portal provider, Board and Senate members, and senior leaders. Maintains/updates access to and arranges appropriate permissions to electronic materials (e.g. shared drive, portals, emails, internet, access).
In collaboration with the Assistant University Secretary, Governance & Policy , ensures that the office is running efficiently, and that proper business processes and systems are implemented and consistently followed.
Works proactively to identify and facilitate the actions necessary to implement the University Secretariat’s Office priorities.
Ensures that the logistical and administrative needs of the University Secretariat’s Office are achieved. Among other things this includes monitoring of fund availability, processing financial transactions, obtaining office supplies etc.