Overview
Reporting to the FAUW President, the Executive Manager works in a consultative partnership with elected leadership to further and enhance the services rendered by the Association to its members. The person in this position is responsible for the oversight and management of the administrative operations of the Faculty Association and for providing strategic advice and support to the President, the Board of Directors, Officers, and Committee chairs and members. Areas of responsibility include finance, human resources, facilities and space, service to faculty, communications, recruitment, and other functions to support the mission of the Faculty Association.
Responsibilities
Advisory Responsibilities
- Is an advisor, a consultant and a resource person to the FAUW President, committee chairs, officers, and Board and committee members, providing confidential and strategic advice and problem-solving strategies
- Maintains strict confidentiality regarding sensitive member, FAUW and University information
- Provides general information, advice and counsel to members and other parties where appropriate, and ensures that inquiries and issues are forwarded as needed
- Identifies and provides information about emerging and ongoing situations and monitors or follows up on these situations as required
- Provides research support and counsel to the FAUW President, Board, and committees on operational, policy, bargaining and strategic matters
- Provides information and conducts research on a variety of issues as requested by other faculty associations, OCUFA, and CAUT
- Monitors FAUW decisions to ensure their consistency with the FAUW Constitution, Memorandum of Agreement, and University policy and practices, and provides ongoing advice to the FAUW President, Board and committees regarding proposed actions and precedents
- Advises on the feasibility and implications of implementing Board and committee decisions
- Monitors and briefs FAUW leadership about developments in employment legislation and arbitrations, equity, academic freedom and collegial governance
- Maintains close and open lines of communication with the Academic Freedom and Tenure and Policy Officer over all major issues and concerns of the Association
Human Resource and Administrative Management
- Has managerial responsibility for day-to-day operations of the Association
- Supervises and performs the annual performance evaluations of the Communications Coordinator
- Assembles materials and contributes to the evaluation of the Academic Freedom and Tenure and Policy Officer
- Coordinates the recruiting and hiring of staff, including the implementation of diversity, equity and inclusion practices, the development of job descriptions and recruitment advertisements, the setting of starting salaries, participating on hiring committees, overseeing workloads and providing problem-solving support
- Oversees professional development opportunities for FAUW staff
- Oversees the FAUW facilities
- Liaises with University space planners, and arranges renovations, moves and the acquisition of furniture and equipment
- Oversees, with advice from the Communications Officer, the development and management of the Association's information system and computer infrastructure
- Advises the Board on needed updates to the FAUW Constitution, the Memorandum of Agreement between the University and the Faculty Association, FAUW guidelines and operational procedures, and on areas of concern in University policies
- Serves as FAUW’s archivist, overseeing the maintenance of the official records and files of the organization and controls their circulation
Financial Planning Management and Control
The Executive Manager manages the Association's finances, ensuring that information is provided to external organizations as required, and liaising with the Treasurer, the external auditor, financial institutions, and other University units. Responsibilities include:
- Has signing authority on all Association accounts
- Manages Association income through (i) the Association investments and (ii) the payroll deduction provisions of the Memorandum of Agreement
- Monitors the overall financial position of the Association
- Ensures appropriate accounting practices and financial controls are in place and followed
- Manages chequing, savings and investment accounts
- Remits appropriate dues monthly to OCUFA and CAUT
- Updates banking and investment documentation, including signing authorities, with each change of Board membership
- Conducts monthly account reconciliations and produces financial reports
- Develops the annual budget in consultation with the Treasurer for approval by the FAUW Board of Directors and presentation to the membership
- Monitors the budget throughout the fiscal year
- Prepares financial records for the annual audit and works with the auditor during the audit process
Communications Management
- Is designated by the FAUW Constitution as Secretary and non-voting Officer of the Association
- Serves as Secretary to the Board of Directors and general meetings of the membership, coordinating preparation for and follow-up to meetings, including agendas and supporting material and the written records of meetings, and providing advice regarding processes, precedents and relevant constitutional, Memorandum of Agreement and policy issues
- Serves as/delegates resource persons for the Standing Committees
- Prepares and edits confidential correspondence, documents and communications
- Oversees the infrastructure for communication with FAUW members
- Attends CAUT Council meetings with the FAUW President twice yearly, annual conferences of the national Confederation of Faculty Association Staff (COFAS), biennial OCUFA workshops for faculty association staff, and other external meetings as required, to maintain a solid foundation of knowledge and networking
- Develops and maintains a network of contacts with other faculty associations, OCUFA and CAUT
- Provides first contact with the media and directs their requests to the FAUW President or appropriate Board officer
- Represents FAUW views to the media when requested by the President
Qualifications
- Advanced degree or relevant professional degree or extensive related experience required
- Experience with budgetary and financial processes
- Knowledge of /Experience in labour or employment law
- Experience working in a faculty associations or similar organizations an asset
- Familiarity with university culture and practices, academic ranks and terms and conditions of employment related to faculty members
- Advanced knowledge of and experience interpreting association agreements, university policies, procedures, and guidelines, and equity policy and practices strongly preferred
- The ability to focus and set priorities, unquestioned integrity, a responsive management style, and a proven commitment to excellence
- Outstanding verbal and written communication skills
- Must be a strategic and pragmatic thinker, with a focus on attention to detail
- Proven record in demonstrating tact, judgment, diplomacy, and maintaining confidentiality
- An accomplished problem solver with the ability to quickly assimilate, analyze and interpret information
- Some evening and weekend work and travel required
Vaccination Requirement Statement
Effective May 1, 2022, the University suspended its Vaccination Requirement. Prior to May 1, pursuant to this Requirement, all University employees were required to submit proof of full vaccination against COVID-19 (subject to the University’s obligations under the Human Rights Code to accommodate employees who were unable to receive a vaccination). The University’s Vaccination Requirement website can be found here: https://uwaterloo.ca/coronavirus/return/vaccination-requirement.
The pandemic is ongoing and public health advice continues to evolve. Accordingly, the University reserves the absolute right to reinstate the Vaccination Requirement on short notice, and upon such reinstatement you will be required to comply. You shall also be required to comply with any new health and safety policies/requirements implemented by the University from time to time, including new policies/requirements related to mandatory employee vaccination. As the University may need to reinstate the Requirement on short notice, it will continue to collect and maintain up-to-date information on employee vaccination status. Please submit your Covid-19 vaccine status (QR code) to: https://checkin.uwaterloo.ca/
Failure to comply with the Vaccination Requirement if it is reinstated, including failure to comply with any future amendments to the Vaccination Requirement, or failure to comply with new health and safety policies/requirements implemented by the University, including those related to new mandatory employee vaccination, shall result in discipline up to and including termination of employment.
The requirement to be vaccinated, if reinstated, will be subject to the duty to accommodate pursuant to the Human Rights Code. If you are unable to be vaccinated for reasons related to a ground protected under the Human Rights Code, you may submit a written request for accommodation with an explanation of the reasons and/or any supporting documentation. If you request accommodation, the University may follow up with you for further information if necessary.
Equity Statement
The University of Waterloo is committed to implementing the Calls to Action framed by the Truth and Reconciliation Commission. We acknowledge that we live and work on the traditional territory of the Neutral, Anishinaabeg and Haudenosaunee peoples. The University of Waterloo is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River.
The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuit/Inuk, Black, racialized, a person with a disability, women and/or 2SLGBTQ+.
All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp @ uwaterloo.ca or 519-888-4567, ext. 45935.
APPLY ONLINE HERE:
https://careers-uwaterloo.icims.com/jobs/8352/executive-manager%2c-faculty-association/job
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Job Type: Full-time
Salary: $82,629.00-$103,286.00 per year
Benefits:
- Company pension
- Dental care
- Disability insurance
- Employee assistance program
- Extended health care
- Life insurance
- Paid time off
Schedule:
COVID-19 considerations:
All employees are required to wear a mask on campus until further notice. As of May 1, 2022, proof of vaccination is no longer required. See the job description for further details on covid measures.