Description

The University Secretariat within the Office of GC, People & Culture is currently seeking a Full-time Regular Governance Specialist.

Reporting to the University Secretary and Associate Vice-President (Governance) and working closely with the Assistant Secretary, the Governance Specialist's work will focus on supporting Board of Governors and/or General Faculties Council committees as assigned.

Summary of Key Responsibilities (job functions include but are not limited to):

- Coordinate governance activities of a variety of Board and General Faculties Council committees, and any task forces or ad hoc committees as applicable.
- Serve as a senior administrative resource, providing decision support and advice on protocol, precedent, and procedure.
- Produce agendas, scribe meetings, write minutes, reports, and communications, coordinate meeting materials, and help manage records.
- Provide direction and support to proponents of a variety of governing committees, including navigation of deadlines and review and advice on motions, routing, and executive summaries for proposals, presentations, reports, and other relevant materials.
- Work with the University Secretary to create, draft, or review processes, procedures, documents, and reports.
- Respond to enquiries from, and serve as a governance resource to, the campus and external communities, including historical record enquiries.
- Assist with member orientation, training and events.
- Assist with the intake and coordination of individual student appeals.
- Assist with managing the Forward Agenda and Document Processes.
- Assist with training of colleagues within the Secretariat and those who work with the Secretariat.

Qualifications / Requirements:





The successful candidate will:

- Have a post-secondary education (business administration, library and information science, legal, or related fields are considered an asset) combined with a minimum of 5 years of progressively responsible experience in a senior administrative role, experience supporting finance, audit, or investment governance committees is an asset.
- Demonstrate a willingness to take on different roles and responsibilities and assist where needed to advance the work, functions, and goals of the Secretariat.
- Ability to communicate knowledgably with internal stakeholders at all levels of the institution, as well as various external stakeholders, such as the Alberta government
- Demonstrate excellent verbal and written communication skills; document management and record-keeping skills; and familiarity with financial terminology.
- Be organized, detail oriented and demonstrate the ability to manage their own time and be able to independently set priorities and meet commitments and deadlines.
- Follow through on tasks and assignments despite obstacles.
- Be able to work with, and adapt successfully to, shifting priorities, variations in work schedules, locations and/or tasks and respond to changing procedures, technology and/or policies in a positive, appropriate manner.




- Have the ability to work under constant pressure and deadlines, a strong ability to multi-task and a demonstrated ability to deal with pressure and other workplace stressors appropriately.
- Demonstrate diplomacy, integrity, and flexibility, which qualities are critical to the success of this position.
- Be discrete and able to handle highly confidential and sensitive material using well-developed discretion and judgment.
- Expertise in dealing professionally with a wide variety of stakeholders, including senior level executives, and have a demonstrated ability to build productive relationships.
- Have the ability to operate in a complex work environment and be able to maintain composure in challenging situations and use a positive problem solving approach to achieve desired results.
- Demonstrate effective team skills such as facilitation, listening, conflict resolution, creativity and problem solving.
- Problem solve by respectfully listening, clarifying understanding, and taking appropriate follow-up action.
- Demonstrate the ability to work in a large organization across departments and/or among institutions and other organizations.
- Demonstrate or be able to quickly develop mastery of technology, systems, processes, and/or information sources.
- Identify the need for recent abilities on the job and take the initiative to add knowledge and skills through research and by seeking and taking advantage of opportunities for development.
- Keep abreast of developments and current best practices in the governance and demonstrate strong research capabilities using internal and external resources.
- Possess advanced knowledge of basic office software (i.e. Word, Excel, P

📌 Governance Specialist, University Secretariat (Calgary)
🏢 University of Calgary
📍 Calgary