Job Description

The University of Guelph (U of G) is like no other university in Canada. Research-intensive and learner-centred, our campuses span urban hubs and rural communities. We are known for excellence in the arts and sciences, and for our commitment to developing exceptional thinkers and engaged citizens.

The University Secretariat advances the mission of the University of Guelph by providing expert advice and support to our Board of Governors and Senate, and by stewarding key University-wide compliance functions, including Student Judicial Services, records management, access to information, privacy and corporate filings.

As Governance Assistant you will play a key role in the implementation of university-wide priorities by facilitating their consideration through the University\'s bi-cameral governance processes. Reporting to either the Associate University Secretary (Board) or the Associate University Secretary (Senate), the Governance Assistant is responsible for:

• Working with senior leadership, including Vice-Presidents and the President\'s Office, to collect and collate background materials for meetings of the Board of Governors, Senate and their respective committees.
• Drafting meeting agendas and meeting materials and reviewing them for accuracy and completeness in cooperation with the lead Secretariat staff member.
• Ensuring meeting information and materials are appropriately distributed to governance volunteers and members of senior leadership.
• Managing the flow of material through the department\'s online document management system.
• Organizing meeting-related logistics, including, room booking and set-up, web conferencing and audio-visual requirements, hospitality, parking, accommodations, etc.
• Providing professional administrative support to Governance volunteers, members of senior leadership and external service-provides (e.g. counsel, external auditors), whose work contributes to the effective governance of the University.
• Serving as the front-line point of contact and support for the University Secretariat including, receiving inquiries and providing assistance on routine matters to a wide variety of individuals from inside and outside the University and engaging in a variety of day-to-day office activities in support of the efficient operation of the University Secretariat.

The Governance Assistant also works closely with all staff in the University Secretariat, as well as with members of the University\'s senior leadership team, Board of Governors and Senate. In keeping with the nature of work within the University Secretariat, the incumbent will maintain the highest levels of professionalism, confidentiality and accuracy in undertaking their work.

This position is based on site at the University\'s main Guelph campus, a flexible work arrangement may be possible in keeping with University policy. Occasional early morning, evening and/or weekend work may be required in support of the Board of Governors and Senate.

To be considered for the position of Governance Assistant, you will need a meaningful combination of educational training and work experience, and should have at least:

• a 2-year college diploma and a minimum of 2 years\' professional work experience or an equivalent combination of educational training and work experience

We are looking for a governance or administrative professional who has:

• Knowledge of governance principles, practices, and organizational structure of the University of Guelph.
• Experience supporting a Board, academic Senate, senior executive team and/or other governance body.
• Strong computing skills and ability to use a range of software and online tools.
• Excellent organizational, analytical, writing and oral communication skills.
• Experience scheduling and coordinating meetings.
• Understanding of the Ontario university system, including political nuances and related implications for the institution and University Secretariat.
• Ability to operate in a fast-paced, high volume, constantly changing and stressful environment.
• Ability to multi-task and prioritize work while replying to emails, arranging impromptu meetings, and managing other interruptions.
• Professionalism, tact, diplomacy, discretion, patience, flexibility and sound judgment.
• Ability to act and work independently or in a team environment, and to interact effectively with other staff, senior-level administrators, and students.
• Ability to anticipate, take initiative, and an appetite for continuous learning.

Position Number 017-TFT
Classification P02

At the University of Guelph, fostering a is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution.

University of Guelph