University of New Brunswick

Closing Date: December 18, 2024 at 4:00 PM

University Secretariat

The University Secretariat is accountable for the support of the governance of the University through the effective and efficient operation of the Board of Governors, Fredericton and Saint John Senates, their committees and other University bodies. As the repository of official Board and Senate records, the University Secretariat is a principal source of information and advice about University policies, procedures, regulations, precedents, practices, and past performance.

WHAT WE OFFER

Full-time | (18 Month) Term | Saint John | On-Campus

Standard Work Hours: Mon - Fri | 8:15 am - 4:30 pm | 36.25 hours per week

Salary Range: $76,626 -$104,433 per annum

YOUR FOCUS

Reporting to the University Secretary, the Associate University Secretary (Governance & Executive Searches) is responsible for administrative support to the Saint John Senate. The position also provides secretarial support to two Board Committees and provides critical support to executive search & review processes.

• Ensure the effective operation of the Senate and related committees including Honorary Degrees, Academic Planning & Resources, Senate Review, and Nominating and, jointly with the Fredericton Secretary, Academic Policy & Procedures.
• Prepare, compile, review, maintain and circulate agendas, meeting packages, minutes, other records of the Senate and committees.
• Attend meetings of Senate and committees and support chairs in presiding over such meetings, including advising on procedural and governance matters that arise.
• Provide advice and support with respect to submissions and recommendations to Senate.
• Track matters requiring further action and provide guidance on compliance with Senate decisions and directives
• Serve as Chief Returning Officer for at-large Senate elections and administer the election of Saint John faculty-at-large members of the Board of Governors.
• Liaise with and provide advice to the SRC to assist in the implementation of regulations for the election of student Senators.
• Provide general support and administrative services to the University Secretariat in connection with the University Secretary's capacity as Secretary to the Board of Governors.
• Provide associate level support to the Board of Governors and its committees.
• Act as recording secretary for the Board Finance & Properties and Board Human Resources Committees, and certain meetings of the Board of Governors.
• Liaise with and provide advice to the SRC to assist in the implementation of regulations for the election of student members of the Board of Governors.
• Coordinate and oversee the administration of executive level reviews/searches, including preparation of agendas, agenda packages, and minutes.
• Coordinate interactions and engagements between review/search committees and applicable stakeholder groups to solicit feedback necessary for the fulfilment of committee mandates.
• Maintain records of executive appointments, timelines for reviews as indicted by applicable legislation or incumbents' contracts, and intentions for re-appointment.
• Provide strategic advice to the University Secretary with respect to University Secretariat functions, primarily, but not exclusively, as it relates to the Saint John campus.
• Assist the University Secretary in researching and implementing best practices in university governance.
• Draft new, and draft amendments to existing, policies, procedures, rules, and regulations.
• Maintain and assist others in maintaining and accessing, records of the University Secretariat, the Board of Governors, the Senates and their respective committees, and other decision-making and advisory bodies.
• Respond to general inquiries made to the University Secretariat, primarily, but not exclusively, those that originate from the University community based in Saint John, regarding the Secretariat's functions and mandate, and proposed, prospective, anticipated and current academic programs, policies, procedures, rules and regulations.
• Attend external conferences and meetings as and when directed or approved by the University Secretary.
• Coordinate and manage special projects and events on behalf of the University Secretary.
• Perform such other tasks as directed by the University Secretary.

WHAT YOU BRING

• A bachelor's degree or equivalent in post-secondary education and professional development.
• 5 or more years of administrative/policy experience in a university or institutional environment, or significant direct involvement in university organizations with an excellent understanding of University's mission and the academic and administrative planning and decision-making process.

Additional Strengths

• Strong analytical, interpretive, evaluative and problem-solving skills.
• Ability to carry out functions with minimal supervision.
• Strong oral and written communication including minute taking skills.
• Strong organizational and administrative skills.
• Demonstrated personal integrity and a strong ability to evoke trust.
• Technical proficiency with Microsoft 365.
• Ability to quickly learn new computer programs.