Job Title: Governance Coordinator
Department: University Secretariat
Reports To: Associate University Secretary
Department, Unit or Project Description:
The University Secretariat provides strategic and operational support to McMaster’s governing bodies, namely the Board of Governors and the Senate and their committees. The department ensures that McMaster fulfills its obligations under the Freedom of Information and Protection of Privacy Act (FIPPA) and administers hearings held under the University’s legislation and by-laws. Staff provide policy interpretation and procedural advice to all members of the McMaster University community.
The Governance Coordinator provides executive and administrative support to the Board of Governors, Senate, and committees supported by the University Secretariat. The incumbent prepares agendas and minutes, coordinates meeting logistics, and serves as liaison to external departments regarding submissions to the governing bodies. The incumbent routinely interprets and applies policies, responds to inquiries from stakeholders regarding the governing bodies, coordinates special projects, conducts research and prepares reports, and administers nominations and elections. The Governance Coordinator reports to the Associate University Secretary and receives direction from the University Secretary and other senior staff within the University Secretariat.
Support to the Governing Bodies
Coordinates administrative support for the Board of Governors, Senate, and committees supported by the University Secretariat
Schedules meetings of Board, Senate, and committees supported by the University Secretariat
Prepares work plans, meeting agendas, briefing notes, reports, correspondence, and other documents for the Board, Senate, and committees
Assumes responsibility for all logistics of meetings of the Board, Senate, and committees
Coordinates the annual distribution and collection of forms and information from members of the governing bodies
Ensures appropriate parties are notified of decisions of the Board, Senate, and committees
May serve as recording secretary to Board and Senate committees and University Secretariat task forces or working groups as required
Coordinates special events for the governing bodies such as the Board Retreat, Senate reception, luncheons and others as required
Ensures general, shared email accounts are appropriately monitored and responses are provided in a timely manner
Ensures the governing bodies’ websites are up-to-date and coordinates website maintenance functions
Conducts research into past decisions of the governing bodies, prepares reports
Coordinates records management functions for the governing bodies including ensuring that retention schedules are adhered to and materials properly archived
Coordinates the indexing and binding of Board and Senate minutes books
Elections and Nominations
Administers elections and nominations to the Board, Senate, and committees in accordance with the by-laws of each governing body
Serves as the primary point of contact for questions about elections
Liaises with University Technology Services regarding the use of elections software
Ensures elections are appropriately advertised and results are announced in a timely manner
Tracks term dates for members of the governing bodies and their committees and advises the Associate and Assistant Secretaries of upcoming vacancies
Serves as the primarily liaison between the University Secretariat and the service provider
Updates access permissions, templates, and back-end components of the portal as required
Ensures appropriate credential management practices are in place
Provides training on portal use to committee secretaries and front-end users as required
Undertakes special projects, research, and preparation of complex correspondence on behalf of the University Secretary and Associate University Secretary
Acts for the Associate University Secretary by attending meetings, providing advice, answering questions, and directing work flows of the office
Provides coverage in the absence of the Executive Assistant and other support staff within the department
Other duties as assigned
May consider a suitable combination of education and experience
Several years of experience in the area of governance support as it relates to coordinator the work of committees and managing the flow of information between groups, preferably in a public sector environment
Demonstrated ability to write for a variety of purposes including complex correspondence and meeting minutes
Familiarity with the decentralized university environment and its constituency groups
Ability to become conversant in the core concepts and terminology related to the work of the governing bodies, in particular the Board and its committees
Ability to advise on agenda preparation, meeting organization, formation of motions, appropriate follow-up actions, and methods of consultation with stakeholders
Strong written and verbal communication skills for a variety of audiences and purposes
Ability to determine what advice to provide to committee chairs and university personnel regarding terms of reference, policies, and best practices for University governance
Sound judgement, discretion and the ability to make decisions independently when dealing with routine matters, as well as confidential and sensitive materials
Ability to prioritize the competing demands of equally important issues while working on many complex issues at the same time
Ability to independently prioritize to meet firm deadlines
Ability to assess what information can and should be released to stakeholders in the University community to maintain transparency and determine what information should remain confidential
Ability to coordinate small and large meetings that often involve complex logistics and external parties
Strong technical skills including the ability to use MS Office and Adobe software at an advanced level, administer databases, and update websites
Knowledge of University administrative and decision-making structures an asset
McMaster’s core leadership capabilities are designed to nurture employee engagement through best people practices. All leaders will demonstrate these Leadership Capabilities by: Taking a Strategic Approach; Communicating and Collaborating; Developing People; Investing in Relationships; Championing Change and Innovation; and Driving Results.
How To Apply
To apply for this job, please submit your application online.
Employment Equity Statement
McMaster University is located on the traditional territories of the Haudenosaunee and Mississauga Nations and within the lands protected by the “Dish With One Spoon” wampum agreement.
The diversity of our workforce is at the core of our innovation and creativity and strengthens our research and teaching excellence. In keeping with its Statement on Building an Inclusive Community with a Shared Purpose, McMaster University strives to embody the values of respect, collaboration and diversity, and has a strong commitment to employment equity.
The University seeks qualified candidates who share our commitment to equity and inclusion, who will contribute to the diversification of ideas and perspectives, and especially welcomes applications from indigenous (First Nations, Métis or Inuit) peoples, members of racialized communities, persons with disabilities, women, and persons who identify as 2SLGBTQ+.
As part of McMaster’s commitment, all applicants are invited to complete a confidential Applicant Diversity Survey through the online application submission process. The Survey questionnaire requests voluntary self-identification in relation to equity-seeking groups that have historically faced and continue to face barriers in employment. Please refer to the Applicant Diversity Survey - Statement of Collection for additional information.
Job applicants requiring accommodation to participate in the hiring process should contact:
Human Resources Service Centre at 905-525-9140 ext. 222-HR (22247), or
Faculty of Health Sciences HR Office at ext. 22207, or
School of Graduate Studies at ext. 23679
to communicate accommodation needs.