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Coordinator, Governance- Board of Governors, University Secretariat

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Job ID: 14271

Updated: December 19, 2017

Location: Main Campus

Position Overview

The University Secretariat is currently seeking a Full-time Regular Coordinator, Governance- Board of Governors.

The Governance Coordinator for the Board of Governors (Board) reports to the University Secretary.

This position involves senior level administrative responsibilities, including the creation and management of operations, processes and records, and some document drafting.

Skills required for this position include excellent organization and writing skills, detail orientation, professionalism and initiative, a high degree of discretion, diplomacy and flexibility, good judgment and the ability to work both independently and in a team environment.

The Board is the senior governing body at the University and is supported by a number of committees. The University operates under a shared governance model that includes a senior academic council, the General Faculties Council (GFC) that is also supported by a number of committees. The Board and the GFC are both operated out of the University Secretariat.

Position Description

Summary of Key Responsibilities (job functions include but are not limited to):

  • Coordinate the business and activities of the Board, its committees, and any task forces or ad hoc committees struck by the Board
  • Serve as a senior administrative resource, providing decision support and advice on protocol, precedent and procedure
  • Produce agendas, scribe meetings, write minutes, coordinate meeting materials, and help manage the records of the Board and its committees
  • Provide direction and support to proponents to the Board and its committees, including navigation of deadlines and review and advice on motions, routing and executive summaries for proposals, presentations, reports and other materials for the Board
  • Provide direction and support to Board and Board committee members, and assist with Board member appointments
  • Work with the University Secretary to create, draft or review processes, procedures, documents, and reports
  • Respond to enquiries from, and serve as a governance resource to, the campus community

Qualifications / Requirements:

  • University degree with a minimum of 5 years of progressively responsible experience in a senior administrative role
  • Demonstrate excellent verbal and written communication skills; and document management and record-keeping skills
  • Be organized, detail oriented and demonstrate the ability to manage their own time and be able to independently set priorities and meet commitments and deadlines
  • Follow through on tasks and assignments despite obstacles
  • Be able to work with, and adapt successfully to, shifting priorities, variations in work schedules, locations and/or tasks and respond to changing procedures, technology and/or policies in a positive, appropriate manner
  • Demonstrate diplomacy, integrity and flexibility, which qualities are critical to the success of this position
  • Be discrete and able to handle highly confidential and sensitive material using well-developed discretion and judgment
  • Have highly developed professionalism and an understanding of interacting with senior executives
  • Be able to work effectively with people having diverse backgrounds, styles and abilities
  • Have the ability to operate in a complex work environment and be able to maintain composure in challenging situations and use a positive problem solving approach to achieve desired results
  • Have the ability to work under constant pressure and deadlines, a strong ability to multi-task and a demonstrated ability to deal with pressure and other workplace stressors appropriately explore and implement improvements; new methods, processes and tools; and efficient, effective and innovative ways of working
  • Demonstrate a willingness to take on different roles and responsibilities and assist where needed to advance the work, functions and goals of the Secretariat
  • Demonstrate effective team skills such as facilitation, listening, conflict resolution, creativity and problem solving
  • Problem solve by respectfully listening, clarifying understanding, and taking appropriate follow-up action
  • Demonstrate the ability to work in a large organization across departments and/or among institutions and other organizations
  • Demonstrate or be able to quickly develop mastery of technology, systems, processes and/or information sources
  • Identify the need for new abilities on the job and take the initiative to add knowledge and skills through research and by seeking and taking advantage of opportunities for development
  • Keep abreast of developments and current best practices in the governance and demonstrate strong research capabilities using internal and external resources
    possess advanced knowledge of basic office software (i.e. Word, Excel, PowerPoint), internet resources
  • Have some knowledge or experience with board portals (preferred)

Application Deadline:  November 23, 2017

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

Additional Information

This position is classified in the Professional Career Band, Level II of the Management and Professional Staff Career Framework.

To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website.


About the University of Calgary

The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to become one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. Ranked as the top young university in Canada and North America, the University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit

The University of Calgary believes that a respectful workplace, equal opportunity and building a diverse workforce contribute to the richness of the environment for teaching, learning and research, and provide faculty, staff, students and the public with a university that reflects the society it serves. We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.



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