University Secretary

Position: University Secretary

Department: President’s Office

Position Type: AUPAT 5, Full-time, Permanent

Date Posted: July 31, 2024

Application Deadline: August 14, 2024 at 11:59pm

Competition #: 24-33-AU

Salary: To commensurate with qualifications and experience in the range of $57,315 – $67,429 per annum.

Benefits: Our total compensation package includes a defined benefit pension plan, health and dental plan, Telemedicine with Greenshield Health, health spending account, life insurance, optional life insurance, AD&D insurance, long-term disability insurance, employee and family assistance program, tuition discount for employees and their dependents, free gym facility membership, 4 weeks vacation increasing with years of service, university paid holidays including winter break closure.

Responsibilities

Acadia is seeking a University Secretary in the Office of the President to provide executive level administrative support to both the Board of Governors and the Senate of the University.

Reporting to the Office of the President, the University Secretary works collaboratively and through close communication with the Chair of the Board, President of the University, and Chair of the Senate in the provision of executive level administration and support to the individuals charged with Acadia University’s bicameral governance model.

As support for both the Board of Governors and the Senate, you will collaborate with many constituencies to foster the effective governance of the University and will serve as the initial contact for members of government, civil service, business, community and others regarding the Board and the Senate.

Managing action items, you will assist the Board and Senate to stay focused on deliverables and deadlines as well as coordinating the preparation of materials for all meetings including room logistics, catering, agendas, and any technology needed. You will attend meetings to record proceedings and liaise with Vice-Presidents and their executive assistants to ensure plans to support and record Board and Senate committees are in place. You will provide counsel procedures and governance and will be accountable to confirm attendance and for the transcription of official minutes for distribution to key stakeholders.

As an experienced administrative professional who enjoys a dynamic, fast-paced environment, you will hold a position of significant trust and responsibility while maintaining the highest level of professionalism and confidentiality.

Your superior organizational skills, along with your ability to be discrete, self-directed, and technically savvy, will be key in the success of this role. Your high degree of writing competency gives you the ability to convert and summarize complex dialogue into accurate Minutes.

Qualifications

• 5 years of experience providing executive level support. Experience working with Boards or other governance committees would be an asset.
• A college diploma or university degree in a relevant field of study is preferred, though significant related experience may be considered.
• Excellent judgment and analytical skills. Sensitivity to work with detailed and strictly confidential material is required.
• Expertise in MS Office technology; experience working in a MS Teams environment; experience in coordinating hybrid meetings.
• Demonstrated vision and initiative, together with strong planning, communication, and the ability to prioritize many competing demands.
• Working knowledge of Kerr & King’s Procedures for Meetings and Organizations and Robert’s Rules of Order would be an asset.

For further information or to request a detailed job description, please contact Keilani Tupper at keilani.tupper@acadiau.ca

Skills

• Organizational Skills
• Communication
• Planning
• Microsoft Office
• High Level Of Confidentiality
• Analytical Skills
• Executive Level Administrative Support

Are you interested?

TO APPLY: To apply for this opportunity, click on the “Apply Now” button and upload your cover letter, resume, and references.

Please be advised that only those invited for an interview will be contacted. The University reserves the right not to fill this position. A six-month eligibility list may be established from this competition to fill future vacancies for identical positions.

The University invites applications from all qualified individuals; however, Canadians and permanent residents will be given priority. Acadia University is committed to employment equity and diversity in the workplace and welcomes applications from Aboriginal people, African Nova Scotians, persons with disabilities, visible minorities, women, and persons of any minority sexual orientation or gender identity. Consistent with the principles of employment equity, the primary criterion for appointment to a position is qualifications and professional excellence. Candidates who identify as a member of one of the afore-mentioned groups, and who wish to have the application considered as such, are invited to submit the online Employment Equity Voluntary Self-Identification Form as part of their application package.

The university will provide support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant’s accessibility needs. If you require accommodation because of a disability or for any other reason during the interview process, please contact keilani.tupper@acadiau.ca

Acadia University