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Assistant University Secretary, Administration and Policy

Job Information
Author pmnationtalk
Date February 13, 2018
Type Full Time
Company Wilfrid Laurier University
Location Waterloo, ON
Category Education / Teaching - K-12 and other training
Client Wilfrid Laurier University
Contact Information
Apply Now!

Posting ID : 8751
Apply By : 2/13/2018
Position Title : Assistant University Secretary, Administration and Policy
Department : University Secretariat
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : University Secretary
Position Summary : At Laurier, we are a community. It’s what brings our students here and what keeps our people here.

As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity to join the Laurier community as an Assistant University Secretary: Administration and Policy.

The Assistant University Secretary, Administration & Policy performs a wide variety of governance, policy and office administration duties, reporting to the University Secretary The incumbent must be knowledgeable about governance, policy development, meeting management and office administration. The incumbent must display a high degree of professionalism, excellent judgment, exceptional research and communication skills, and the ability to work in a confidential environment. She/he will work with a high degree of independence, and have extensive contact with many members of the university community as well as those external to the university.

Accountabilities :
  • Has responsibility for office administration for the University Secretariat. Among other things, this responsibility includes ensuring regular review and maintenance of website/intranet properties; serving as a point of contact with the webteam for general issues; serving as the point of contact for general issues with office and meeting facilities used by the Secretariat; overseeing management of databases and files; planning and coordinating office retreats, events and other initiatives.
  • Provides support, as assigned, to the University Secretary for the governing bodies and other committees for which the University Secretary is secretary. Among other things, this responsibility includes records management, agenda development and management, note-taking, meeting scheduling and logistics, communications and relationship management.
  • Acts as committee secretary to committees and working groups, as assigned. Among other things, this responsibility includes agenda development and management, conducting research, report writing, providing governance-related advice to the chair and committee members, records management, minute-taking, meeting scheduling and logistics, communications and relationship management.
  • Accountable for ongoing review and analysis of budget, including planning and reporting. Provides support to the University Secretary for budget development.
  • Accountable for administering elections run by the University Secretariat, including all communications, logistics, documentation and issue resolution. Oversees the processes and ensures compliance with the governing documents of the University and best practices.
  • Initiatives review of University policies managed by the University Secretariat, including being first point of contact, conducting research, advising on consultation plans and approvals, assisting with writing and editing, working with various stakeholders and communicating revised policies to the University community via the website and other channels.
  • Provides support to the University Secretary with events and special projects managed by them, including orientation and education sessions, governance projects, enterprise risk management, strategic planning, and senior appointments.
  • Coordinates the packaging and mailing of materials to be deposited in the University Archives.
  • Other duties as assigned.

Qualifications :

  • Bachelor’s degree or other post-secondary education in office administration;
  • Experience working in a university environment strongly preferred;
  • Experience working in a professional office environment essential;
  • Experience scheduling large meetings and events, involving diverse groups and using different methods of communication (e.g. telephone, email, Outlook, Doodle poll);
  • Experience developing agendas, assembling and writing supporting documentation, and coordinating distribution of agenda packages for meetings of governing bodies;
  • Experience researching, writing and coordinating consultations and approvals for policy documents;
  • Experience managing budgets, accounts payable and other office administration responsibilities for multiple offices;
  • Excellent interpersonal skills and highly professional demeanor;
  • Excellent written and oral communication skills;
  • Exceptional organizational skills with the proven ability to handle multiple tasks and priorities;
  • Ability to deal with confidential matters in a discrete and sensitive manner;
  • Self starter and motivator with the ability to work independently;
  • Proven accuracy and attention to detail;
  • Ability to interact with a wide variety of people, from students to senior executives;
  • Ability to create and maintain information management and organizational systems for an office;
  • Familiarity with University governance and elections;
  • Familiarity with University policies and procedures;
  • High level of proficiency working with Microsoft Office software, database programs, budgeting software and web content management systems.

Grade : EX-E
Salary : $49,270 – $61,586
Salary Notes : This is a full-time, limited term position until October 31, 2018. The anticipated start date for this position is March 12, 2018.
Please Note :

Please submit a cover letter and resume.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any sexual identities and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives at Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Diversity and Equity Office at We have strived to make our application process accessible however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources at 519-884-1970 ext.2007 or



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