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Job Type:

Employee

Duration in Months (for fixed-term jobs):

12

Job Family:

Governance

# of Open Positions:

1

Faculty/Service - Department:

Administration Office, Office of the Vice-President, Governance

Campus:

Main Campus

Union Affiliation:

N/A

Date Posted:

November 18, 2024

Applications must be received BEFORE:

Hours per week:

35

Salary Grade:

Non-Union Grade NC7 - 35 hrs

Salary Range:

$81,771.00 - $101,486.00

The Office of the Secretary General includes the Secretariat, the Secretary General’s office, the Legal Counsel Office, the Access to Information and Privacy Office, Information and Archives Management and the Human Rights Office. The Secretariat supports the University of Ottawa’s bicameral governance system in accordance with legal requirements and obligations, the University of Ottawa Act (1965), policies and bylaws of the Board of Governors and the Senate, and best governance practices.

Position purpose:

Reporting to the Chief of Staff, the Governance Officer provides professional support and services to the University of Ottawa’s Board of Governors, the Senate, and their respective committees and administers a full range of functions and services to ensure the sound management of overarching and timely decision-making processes. 

*The position will remain open until filled.

*We operate in a hybrid environment, with three days per week on campus.

In this role, your responsibilities will include:

• Develops and manages agendas, prepares minutes and official requests to committees, develops briefing materials for the Chairs, follows up on outstanding items and ensures the timely dissemination of decisions taken at meetings.   
• In consultation with the Chief of Staff, advises Chairs and members of the Board, Senate and its respective committees and other members of the University community on the role and jurisdiction of the governing authorities in the context of the University of Ottawa’s governance structure and processes, and on the University’s policies, bylaws, regulations and procedures.
• Manages elections for support staff and faculty members on the Board and nomination processes for other members of the Board and its committees, and members of the Senate and their respective committees, in compliance with relevant by-laws and committee terms of reference.
• Performs in-depth research from internal and external sources on issues being discussed by the Board, the Senate and their respective committees, and prepares reports outlining research findings and recommended solutions.

What you will bring:

• University degree in administration, management or an equivalent combination of education and work experience.
• Minimum seven (7) years of progressive senior administrative experience in a corporate or public sector setting.
• A clear understanding of University governance structures, key roles and responsibilities, rules of proceedings, policies and procedures. 
• Extensive knowledge of the rules of proceedings and meeting practices and their potential impact on the activities of the Board, the Senate and their committees is mandatory.
• Experience in interpreting and applying legislation, by-laws, procedures and regulations.
• Experience in the development of meeting agendas, minutes and reports as well as the provision of governance advice and support to the University’s governing authorities.
• Experience in conducting elections and knowledge of nomination procedures. A clear understanding of governance structures, policies and procedures.
• Superior interpersonal skills to deal with a wide variety of stakeholders and a demonstrated ability to manage complex, evolving agendas and to adjust priorities in a high-pressure and dynamic environment while maintaining a discrete, calm professional demeanor
• Experience in using computer software such as databases, spreadsheets, e-mail, electronic agendas and Internet.
• Research, analysis and synthesis skills.
• Strong organizational and time management skills, autonomy and judgment.
• Highly developed oral and written communication skills in English and French.

#LI-Hybrid

Key Competencies at uOttawa:
Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.
Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.
Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.
Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.