Job Description

Job Title
Associate University Secretary




Permanent Full-Time Excluded Position
8:30am to 4:30pm / Monday to Friday
( Telecommuting Options Available )
Grade 8 ($67,445 to $89,940 per annum)

Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.


The Associate University Secretary is responsible for providing service to the University\xe2\x80\x99s Board of Governors and Senate and brings expertise in good governance practices, policy development and record-keeping. The Associate University Secretary works closely with the University Secretary; President + Vice-Chancellor; Vice-President, Academic + Provost; Executive Director, Student Services + Registrar; Board of Governors and Senate to ensure that matters coming before the Board of Governors and the Senate are coordinated and clearly communicated in an effective and timely manner. This role requires the successful candidate to perform their duties with a high degree of autonomy and discretion. Furthermore, the Associate University Secretary shall endeavor to foster a culture of equity, diversity and inclusion (EDI) for all those who attend our campus for work, study or collaboration. This will require that they remain current in EDI trends impacting their field of work and make recommendations to the University Secretary on how to improve governance processes and structures.

Benefits of Joining the Emily Carr community:

• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the College Pension Plan.
• Access to personalized telecommuting options.
• Competitive Vacation and Professional Development benefits.

Some Typical Duties Include:

• Maintains thorough knowledge of the University Act, Board and Senate bylaws, Committee terms of reference, and University policies and procedures so as to provide relevant information and advice to University stakeholders.
• Monitors legislative and regulatory requirements affecting the Board and Senate and provides timely information and analysis to the University Secretary, Chairs and the President regarding compliance-related impacts and deadlines. As required, develops recommendations for satisfying regulatory and statutory requirements.
• In consultation with the University Secretary, manages internal and external enquiries received on behalf of the Board of Governors and the Senate. Directs communications to appropriate departments/individuals in a respectful and timely manner.
• Conducts research and prepares briefing materials on items of concern arising for the Board of Governors and Senate. Liaises with legal counsel and other advisors as necessary to provide information to the Board, Senate and other stakeholder groups.
• In consultation with the University Secretary, policy officers and stakeholders, supports policy development by conducting research, preparing reports, maintaining tracking documents, coordinating consultation and communicating policy updates.
• In consultation with the University Secretary, develops content and coordinates logistics for orientation, educational, and planning sessions of the Board of Governors and Senate.
• In consultation with the University Secretary and the Board, Senate and Committee Chairs, prepares and distributes meeting agendas, and recommends resolution wordings for Board of Governors and Senate consideration. Drafts meeting minutes for the Board of Governors, Senate and committees, as assigned.
• Employs knowledge of leading practices in records management and applicable statutory requirements in the preparation of the official records for the governance bodies and ensures that the dissemination and storage of the records is compliant with the University\xe2\x80\x99s obligations under the applicable legislation. Develops annual summaries of activities and indexes of meeting records for the Board of Governors and Senate.
• Provides oversight of the workflow of the governance bodies to ensure that information-sharing, approvals and actions are coordinated and timely. Develops memoranda, schedules, and tracking sheets as required to support the coordination of activities.
• Liaises with the Board and Senate Chairs, Senate Nominations Committee, the Registrar and the University Secretary to coordinate nominations, elections and appointments to Board, Senate and committees. In collaboration with the Board Chair and the University Secretary, prepares submissions for the Crown Agencies & Board Resourcing Office.
• In consultation with the University Secretary, supports the Board of Governors in conducting searches, reappointment, and evaluation processes of the President + Vice Chancellor, as directed by the Board.
• Maintains and regularly updates the governance sections of the University\xe2\x80\x99s website including entries for the Board of Governors, Senate, and University policies and procedures.
• Manages special projects as assigned by the University Secretary.
• Acts in the place of the University Secretary when authority has been delegated.
• Performs other related duties as required.

Required Qualifications

• Bachelor\xe2\x80\x99s Degree in a related field.
• Minimum of three years\xe2\x80\x99 experience providing Board of Governors and/or Senate support in a post-secondary education environment.
• Or an equivalent combination of education and experience.
• Familiarity with applicable laws and regulations governing the post-secondary environment.
• Direct experience with governing boards and committees, particularly in the public sector.
• Knowledge and experience in policy development, academic research, and report writing.
• Demonstrated experience preparing meeting minutes and other official records of a high quality.
• Demonstrated experience in working effectively with a wide variety of representatives from government, academia, and the private sector.
• High degree of judgment, tact, diplomacy, and institutional awareness in receiving and conveying confidential information.
• Highly developed interpersonal skills to relate effectively to students, staff, faculty members and external contacts as a positive representative of the University.
• Ability to develop and manage project documents, such as project tracking, reports, and formal communications.
• Excellent oral and written communication, interpersonal, organizational, problem-solving and analytical skills.
• Flexibility to work the occasional evening or weekend for special events.

Preferred Qualifications



Additional Information
Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.


Posting Detail Information



Posting Number
SA011-2023


Open Date
02/27/2023


Close Date
03/13/2023


Open Until Filled
No


Special Instructions to Applicants
Please provide a personal statement on your contributions to diversity, describing any professional skills, community experience, or willingness to engage in activities that advance institutional diversity and equity.