This position provides oversight to the administration of the UBC Board Secretariat Office in all board governance activities. Provides leadership, direction, and expertise to the Governance Coordinators to ensure the effective operation of the University's Board of Governors meetings and committees. It also supports the Board Chair, Committee Chairs, and the Board Secretary to ensure smooth interaction with senior leaders of the University's administration in aligning the work of all governance and senior leadership bodies in support of organizational goals and objectives.
The Governance Officer provides advisory and administration services to senior administration and the Board of Governors. Advises and coaches administration on policies, processes, and best practices.
This position reports to the Board Secretary, and liaises with senior administrative staff of the University.
The Board Secretary reports to the Chair of the Board of Governors, and the University President in a primary information flow and logistical support role. Under the Secretary's leadership, the Board of Governors Secretariat Office is responsible for managing the meeting process for the Board of Governors, and the organization and administration of Board and University governance records, including governance compliance matters.
The Board of Governors is responsible for the management, administration, and control of the property, revenue, business, and affairs of the University (Vancouver and Okanagan campuses), including the appointment of senior administrative positions.
- Manages the flow of information between senior administrators of UBC and the Board of Governors in partnership with the Board Secretary.
- Oversees the administration of the UBC Board Secretariat Office in all governance activities to ensure effective operation at Board and Committee meetings. Oversees operational and administrative flows of Board submissions.
- Provides strategic oversight and direction to the logistics required for Board meetings and Committees. Anticipates needs and implements workflow efficiencies to ensure Board meetings and Committees follow a logical and time efficient flow.
- Coaches, assists and advises administration throughout the meeting preparation process to ensure Board requirements are clearly understood and appropriately communicated to all administration involved in the process; and identifies items that require approval by the Board, drafting resolutions as required while ensuring that, where appropriate, a legal review has been undertaken.
- Reviews submissions to ensure compliance with laws and Board policies.
- Leads the evaluation of Board processes, practices and standards, identifies efficiencies and develops and recommends new practices, procedures and standards to the Board Secretary.
- Serves as a senior administrative resource, providing decision support and advice on Board protocol, precedent, and procedure to UBC executives, senior administrators, the Board chair, committee chairs, and the Board Secretary
- Interprets and advises on the application of policy. Conducts research and participates in policy development.
- Researches background material, compiles data, and analyzes and summarizes data for projects, reports, presentations, and correspondence, in support of the Board of Governors and Committee Chairs.
- Establishes and leads the administrative flow of Board reports. Assessing impacts that appropriately meet the needs of the Board of Governors, develops strategies, provides direction, identifies issues, and researches best practices to identify and implement efficiencies accordingly.
- Ensures that decisions taken by the Board are communicated to administration in a timely manner. In consultation with the Board Secretary ensures all consequential actions are taken by the University.
- Liaises with external parties (e.g Government, affiliated bodies, and stakeholders) and internal parties (e.g legal counsel, public affairs, senior administration, associations, and unions) on behalf of the Board with respect to governance-related matters.
- Supports the Board Secretary in relationship management of the Board of Governors, Chair of the Board of Governors, Chancellor, and Committee Chairs.
- Writes board and committee meeting minutes and reports, including some that form part of the University's permanent governance records, and drafts reports for the Crown Agencies and Board Resourcing Office (CABRO), as required.
- Coordinates onboarding of new members to the Board of Governors.
- Responds to inquiries from, and serves as a governance resource to, the campus community.
- Recruit, hire, support, develop and retain staff. Conduct performance reviews; make decisions regarding compensation; discipline and terminations if required
- Performs other related duties as assigned
Works closely with other members of the Board Secretariat Office. Receives direction from the Board Secretary.
Responsibilities are impacted by frequently changing conditions and priorities, and require ongoing prioritization
Orients/trains incoming Board of Governors Secretariat administrative support staff; may provide direction on as-needed basis.
Directs the activities and manages the performance of Governance Coordinators. The Governance Officer is responsible for hiring, supporting, developing and retaining staff.
Consequence of Error/Judgement
A high level of independent judgment is required in a complex, confidential governance environment.
The position has access to highly confidential information related to the governance of the University, which requires handling with discretion. Errors could lead to negative impacts on the University's public relations, finances, and credibility.
Tact and sensitivity to both internal and external issues impacting the University is required in all activities. The incumbent is expected to respond well to unexpected circumstances and exercise independent judgment and flexibility. Inappropriate communications of sensitive issues could have a serious impact on operations and have legal implications.
Undergraduate degree in a relevant discipline. . Minimum of six years of related experience including at least three years of experience in academic governance, policy approval processes or the equivalent combination of education and experience. Experience in one or more of the following areas would be an asset:
Interpretation and application of policy frameworks;
Interpretation of statutes, policies, and procedures;
Experience in drafting technical documents and resolutions;
Experience with university judicial processes. - Sophisticated understanding of governance concepts, particularly in the context of university governance and the Board Secretary role.
- Thorough knowledge and understanding of the concepts of institutional autonomy, shared governance, and constitutional and statutory provisions.
- Ability to serve the needs of multiple stakeholders while preserving and guarding the intent/integrity of policy and principles with the utmost neutrality and objectivity.
- Ability to influence others over whom there is no direct reporting relationship to carry out functional responsibilities.
- Ability to use the consultative process to develop solutions or strategies in an environment with a variety of needs and viewpoints.
- Ability to deal with confidential information in a mature and judicious way.
- Ability to engender trust and confidence and to uphold the core values of fairness, impartiality, openness, respect and helpfulness.
- Ability to anticipate, and interpret future trends, using insight and critical thinking skills by drawing on background, experience and University knowledge to effectively decide, problem- solve and align others and resources in challenging and complex situations.
- Excellent interpersonal skills; the ability to deal with a wide range of individuals with ranging interests tactfully and diplomatically.
- A high capacity for work, including the management of multiple responsibilities and incessant deadlines. - Demonstrated ability to build, manage and maintain high-quality and productive relationships across cultural difference.
- Demonstrated ability to effectively communicate and interact with empathy, understanding and respect of diverse and divergent perspectives and behaviours.
- Works in a collaborative and inclusive manner, fostering equitable experiences and a respectful environment for all staff, faculty, students and key stakeholders.
- Acknowledges, reflects upon and challenges one's own biases and assumptions.
- Recognizes and addresses personal and institutional assumptions and behaviours that create barriers to inclusion.
- Actively seeks to understand the climate of reconciliation in Canada and at UBC and its relationship with UBC's commitment to inclusion.
$75,507.00 (minimum) - $94,385.00 (midpoint) - $117,980.00 (maximum)
Please note that this salary range is currently under review.
Guiding principle: "Midpoint" of the hiring salary range means the individual possesses full job knowledge, qualifications and experience.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.
All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.
Job Type: Full-time