Associate University Secretary (Board of Governors/OIEC)

Overview

This positing will remain open until filled

Lakehead University is seeking an experienced and highly skilled Associate University Secretary, Board of Governors to join the University Secretariat. Reporting to the University Secretary, this role provides senior governance advice and support to the Board of Governors and its standing committees, while also providing peripheral support to the Ogimaawin Indigenous Education Council (OIEC) and other governance bodies as required.

The Associate University Secretary is a trusted advisor who brings sound judgment, political acumen and a strong understanding of university governance to a complex and fast-paced environment. The position works closely with the University Secretary, Board Chair and committee Chairs, Governors, senior university leaders, faculty, staff and other members of the University community.

Responsibilities

• Provide senior governance, procedural, and strategic advice to the University Secretary, Board of Governors, committee Chairs, and senior leadership.
• Coordinate and administer Board, committee, and subcommittee meetings, including scheduling, agendas, materials, minutes, records, and follow-up actions.
• Ensure compliance with governance requirements, statutory obligations, the University Act, bylaws, policies, procedures, and parliamentary rules.
• Support governance operations for the Board of Governors, OIEC, and other University governing bodies as required.
• Prepare governance-related briefings, reports, speaking notes, and other materials for University leadership.
• Coordinate annual governance activities, including elections, appointments, orientation, training, and educational programs for Governors and committee members.
• Identify and implement opportunities to enhance governance practices, Secretariat operations, and institutional effectiveness.
• Provide leadership, guidance, and training to governance support staff and collaborate with University departments on governance planning and scheduling.
• Support the development, review, maintenance, and communication of University policies and procedures through research, analysis, drafting, and revision.
• Maintain governance resources, including website content and the University's online policy and procedures library.
• Foster effective communication and collaboration among governance bodies, Administration, Indigenous governance partners, and other key stakeholders.
• Participate in governance reviews, strategic planning initiatives, professional development activities, and cross-functional collaboration within the University Secretariat.
• Act on behalf of the University Secretary, as required, and perform other related duties as assigned.

Qualifications

• A bachelor’s degree in Business, Law, Political Science, Education or a related field.
• College diploma in a related field combined with a minimum of five years of relevant work experience may be considered.
• Three to five years of progressive experience in governance or policy, preferably within a post-secondary or government environment.
• Demonstrated experience supporting governing boards, committees or complex institutional governance processes.
• Experience handling confidential and highly sensitive information and maintaining secure corporate records.
• Proven experience managing complex projects with critical deliverables and milestone objectives.
• Experience creating, tracking and managing online forms, databases and complex networked computing systems.
• Demonstrated experience evaluating and improving processes and procedures to maximize efficiency and improve stakeholder experiences.
• Sound knowledge of institutional governance, governing boards and policy development.
• A strong understanding of university governance and the roles and responsibilities of governing bodies within a post-secondary environment.
• Knowledge of the legislative framework governing Lakehead University.
• Advanced knowledge of parliamentary procedures, including Robert’s Rules of Order.
• Knowledge of policy development, interpretation and implementation.
• Strong political acumen and the ability to assess sensitive and emerging issues with sound judgment and discretion.
• Expert writing skills at a university level.
• Expert minute-taking skills and meeting facilitation abilities.
• Strong leadership and mentoring skills.
• Excellent organizational skills and exceptional attention to detail.
• Strong project management, planning and time management skills.
• Well-developed interpersonal and communication skills.
• Excellent administrative and records management skills.
• Knowledge of accessibility requirements, including the Accessibility for Ontarians with Disabilities Act (AODA), and experience preparing compliant documentation.
• Familiarity with Lakehead University policies, procedures and organizational structure would be an asset.

AI may or may not be used for the screening purposes of this role.

Lakehead University is committed to creating a diverse and inclusive environment and welcomes applications from all qualified individuals including women, racialized persons, Indigenous people, persons with disabilities, and other equity-seeking groups. All qualified candidates are encouraged to apply; however, Canadian citizens and permanent residents will be given priority. This is in accordance with Canadian immigration requirements.

Lakehead University has a goal to recruit and retain a diverse workforce as measured by increasing representation of underrepresented groups among applicants, candidates, and hires. Experience working with Indigenous or racialized communities, and/or members of other equity-deserving groups, is a strong asset. A lived experience or worked experience of any of these issues is preferred.

We appreciate your interest; Lakehead University is committed to supporting an accessible environment. Applicants requiring accommodation during the interview process should contact the Office of Human Resources at (807) 343-8010 ext. 8334 or [email protected] to make appropriate arrangements.