Governance Officer

Competition 2325

This is a 12-month contract with the possibility of extension. Internal secondments will be considered.

This position is excluded from the bargaining unit.

In accordance with the Handbook of Employment for Management and Professional Staff (Excluded), this position has a comprehensive benefits package and an annual salary which will be commensurate with qualifications.

Location - This role is hybrid with a mix of remote and in-person. Work primarily takes place at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all First Peoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the University Governance

The University Governance Unit is responsible for the effective operation and administration of the University's governance system.

University Governance supports informed decision making by the Board of Governors, General Faculties Council and their committee structures by ensuring that due process has been followed on all items prior to being presented for consideration.

With oversight of the operational aspects of the board, academic and judiciary governance systems, the Governance Team sets in place the highest standards for: the planning and distribution of agendas, writing and distribution of minutes, the dissemination of decisions and follow-up action required, the maintenance of accessible indexes of decisions and the answering of questions from various stakeholders about policy, precedent and process.

University Governance is responsible for the systematic retention of the University's records, the provision of information resources to the University community, and the oversight of the development of systems designed to maintain institutional knowledge and memory on all governance matters.

Position

Reporting directly to the University Secretary, the Governance Officer provides anticipatory and meticulous support for the University Secretary in the coordination of the Board of Governors (the “Board”), General Faculties Council (“GFC”) and their respective standing committees (collectively, the Board, GFC and their respective standing committees are referred to herein as the “Principal Governing Bodies”). The Governance Officer supports the daily activities of the Principal Governing Bodies, their membership, and the coordination of their business and workflows.

The Governance Officer carries out the position's purpose by providing support for:

(a) a portfolio of Principal Governing Bodies defined by the University Secretary (the “Portfolio”), including coordinating for materials, the development and publication of meeting minutes, and general meeting operations;

(b) information systems to support the Portfolio, including membership within the Portfolio, and communications with respect to the Portfolio; and

(c) initiatives and processes to improve the effectiveness and smooth operation of the Portfolio, in collaboration with the balance of the UGov team members.

The role has regular access to confidential documents related to university labour relations materials, including but not limited to collective bargaining strategy and mandates as well as labour relations and collective bargaining board updates.

Duties

GOVERNANCE MEETING AND DECISION SUPPORT

The Governance Officer assists the University Secretary with respect to the governance of the University by:

• Developing, assembling and disseminating meeting agendas and materials for their portfolio;
• Arranging and attending meetings, creating minutes/meeting summaries, providing information for follow-up action responses and ensuring the preservation of the records of their Portfolio;
• Supporting effective meeting processes through the creation of calendar and Zoom invitations, attending to room bookings, tracking member attendance and public attendance at meetings, anticipating and coordinating information technology requirements, managing presenters and their materials, coordinating catering or accommodations as required, assisting with special event planning, and other logistics;
• Maintaining a high standard of full, accurate, timely, impartial, and sometimes confidential, information dissemination and documentation, including agendas, proposals, final motions reports, and minutes;

STRATEGIC GOVERNANCE ADVISORY

• Acting as a strategic advisor to the University Secretary and senior executives on governance best practices, ensuring that the institution remains compliant with all legislative, regulatory, and policy requirements;
• Actively participating in the development, review, and implementation of governance-related policies and frameworks across the university, ensuring alignment with institutional goals and governmental regulations;
• Providing guidance on governance-related risks, ensuring that university practices meet legal, ethical, and regulatory standards;          

PARTICIPATION IN GOVERNANCE INITIATIVES

• Playing a leadership role in major governance improvement initiatives, such as the digital transformation of governance workflows, the adoption of new governance-related technologies, and/or the restructuring of institutional governance processes to improve efficiency;
• Proactively identifying and helping to implement process improvements in governance workflows across the scope of the work of UGov, including decision-making protocols and governance reporting mechanisms;
• Developing key performance indicators for governance processes, including meeting efficiency, decision accuracy, and stakeholder satisfaction;

GOVERNANCE INNOVATION AND THOUGHT LEADERSHIP

• Proactively supporting the university’s efforts to adopt sector-leading governance practices, such as the automation of governance workflows, and the use of artificial intelligence in decision support;
• Representing the university at governance conferences, forums, and think tanks, and publishing thought leadership pieces on governance trends, innovations, and best practices within the post-secondary sector;  

INFORMATION SYSTEMS SUPPORT

• Working with the UGov team, supporting, implementing, and monitoring the performance of administrative resources, systems, and tools, as well as systems for information, membership, and records management, in hard copy and/or the electronic environment;
• Supporting the assurance of the accuracy of information regarding membership within the Principal Governing Bodies including monitoring the term-end dates, completing and maintaining membership information and other actions as determined by the University Secretary or their designee; and

PROCESS INNOVATION AND EFFECTIVENESS

• Working with the balance of the UGov team to support creative innovation, streamlined processes and linkages in decision-support activities, engaging others, and using resources, including technology, to enhance effectiveness.

Qualifications

• A post-secondary degree is preferred. However, a diploma combined with a minimum of five years of related administrative experience or an equivalent combination of education and experience may also be considered.
• Working knowledge of the University leadership hierarchy and governance structures, along with key applicable policies and procedures.
• Exceptional organizational skills.
• Attention to detail and excellent record-keeping, and problem-solving abilities.
• Proven information management skills.
• Ability to work effectively as a member of the UGov team and independently and under pressure.