Governance Services Manager

University of Victoria - Victoria, BC (29 days ago)

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An employee in this classification is excluded from the bargaining unit as defined in the Labour Relations Code.

The salary range for this position is:
Recruitment range: $81,244 - $101,555 maximum starting salary is determined through knowledge, experience and internal equity.

Performance range: starting salary to max of $116,787 is available through annual performance increases

This position is currently under review, which may impact the salary range. Confirmed salary information will be provided to candidates selected for assessment.

Job Summary

Department Summary:
The mission of the office is to promote the good governance of the University of Victoria through service as the university’s corporate secretariat, including:

the provision of high quality support to the Board of Governors, Senate, Foundations and senior advisory committees of the university;
the effective and timely administration of appeals, elections, ratifications, executive searches; and the establishment of senior administrative appointment and review committees; oversight of the development of records management policies and procedures and the Directory of Records coordination and facilitation of university policy review and development and maintenance of the university’s official policy manual;
administrative oversight and facilitation of equity and human rights activities; and
provision of support to the Chancellor and oversight of Convocation on behalf of Senate.

Mandate or core purpose of role:
Reporting to the University Secretary, the Governance Services Manager enables the Office of the University Secretary (USEC) to fulfill its mission by overseeing governance services delivery; and managing the administrative staff, budget, records, systems and other aspects of the office and its day-to-day operations.

Summary of roles, functions and areas of focus:
In addition, the Governance Services Manager

coordinates the university policy review process, overseeing, monitoring and facilitating the development and review of university policies and procedures
assumes responsibility for coordinating and providing professional support to the Chancellor (primary contact/professional lead)
assumes responsibility for university elections and the composition of appointment committees.
provides project planning and/or management for USEC office activities including executive searches
assumes responsibility for ensuring the office’s website and other communication mechanisms are effective and current
provides corporate secretariat functions for the university’s board, senate and/or foundations on behalf of the university secretary and the associate university secretary as required
provides quality assurance for USEC projects and processes.
Job Requirements
Qualifications and experience

An undergraduate degree
5+ years experience as an administrative officer or manager in an academic or administrative unit that included demonstrated ability to supervise staff successfully

An equivalent combination of education and experience may be considered.

Demonstrated capacity to manage projects, units and/or teams to produce desired outcomes
Has a good understanding of the institution’s governance and administrative structures and the roles of senior executive, academic administrators and faculty within these structures
Experience in the conduct and management of governance processes (preferred)
Experience in budget planning, implementation and reporting in an institutional setting
Experience in planning, implementation and monitoring the effectiveness of information and other systems in an office environment
Knowledge and a high level of understanding of university policies, procedures and reporting with respect to finance, budget, human resources, space and other matters
Experience in drafting, editing and proofreading communications and documents.

Key job-specific competencies

Using sensitivity, tact and diplomacy, takes a flexible, creative and collaborative approach to problem-solving in a team setting, considering as many aspects of the situation as possible
Able to successfully manage multiple critical deadlines using time management techniques including computer technology
Knowledge of best practices in managing a work group and developing office procedures
Demonstrates a broad understanding and knowledge of the institution’s structures and the roles of senior administrators and academics
Demonstrates a clear understanding of issues and policies related to confidentiality, security and privacy to deal successfully with staff relations, elections, appeals
Communicates clearly and presents information diplomatically, thoughtfully, honestly and tactfully, providing context where helpful and appropriate
Celebrates achievements and recognizes accomplishments of team members
Listens with care and responds in a manner that is appropriate for the situation and follows through on commitments
Plans ahead to ensure unit has human resources capacity to carry out its mission, for example, proactively hiring additional support staff to cover employee absences or during peak busy periods
Demonstrated interest in attention to detail and a commitment to quality and accuracy in carrying out responsibilities.

Unusual Working Conditions
Pace of activity in the Office of the University Secretary is intense, demanding and continuous. Peak busy periods before and during Board of Governors and Senate meetings are fraught with challenges to the admin team. Challenges include late submission of agenda materials; last minute production of multiple sets of different and complex dockets, some of which contain confidential material that cannot be distributed to everyone on the distribution list thus introducing a potentially serious risk; back-to-back committee meetings with requirement for revisions to agendas to be carried out during brief period between. During these times, the governance services manager supervises and monitors support staff, providing advice and guidance as may be required to ensure each is coping and that the work of the unit is carried out in a calm and professional manner. The governance services manager is also available to assist professional staff to carry out their responsibilities successfully, for example, welcoming invited guests and speakers when they arrive at the university.

The potential for high risk errors is ever present. Examples include potential for missing policy-set deadlines for elections of members to Board of Governors and Senate which may be construed as a violation of the rules governing elections in the Senate Handbook; failing to convey appropriate messaging to Chancellor or senior administrative and academic candidates which may result in embarrassment or contribute to a less-than-successful search process. Errors in conducting elections could result in a failed election, with a requirement to cancel and reschedule the election.

In supporting the Board, Senate, and Chancellor and in responding to requests from the president and vice-presidents, expectations for comprehensive and high quality work delivered in a timely and appropriate manner are high.

UVic is committed to upholding the values of equity, diversity, and inclusion in our living, learning and work environments. In pursuit of our values, we seek members who will work respectfully and constructively with differences and across levels of power. We actively encourage applications from members of groups experiencing barriers to equity.

Read our full equity statement here: www.uvic.ca/equitystatement.

Persons with disabilities who anticipate needing accommodations for any part of the application and hiring process may contact Belinda Fontes, HR Programs and Project Manager, at uviccareers@uvic.ca. Any personal information provided will be maintained in confidence.

Additional Information
997195-USEC-2019-UPD JD-Governance Services Manager-ME9