Administrative Coordinator, Senate
/Organization:
Emily Carr University of Art + Design
Deadline:
Jan. 15, 2025
Organization Description:
Emily Carr University of Art + Design is a school of students, faculty, thinkers and makers unlike any other. Established in 1925, we are the only specialized, accredited, public, post-secondary university in British Columbia solely devoted to education and research in the creative sector and its associated knowledge economy. We merge research, critical theory and studio practice in an interdisciplinary environment, strengthening our work by the integration of our personal and professional practices. Our strategy, facilities, partnerships and resources are intentionally student-centred to foster dialogue, expression and open connections in support of the next generation of creative and cultural leaders.
Website:
Job Description:
Permanent Full-Time Excluded Position
8:30am to 4:30pm / Monday to Friday
The Administrative Coordinator, Senate is responsible for the efficient operation of the Senate and its committees. The Administrative Coordinator, Senate has a key role in coordinating and providing administrative support to the Senate and Senate Committees and executing other governance-related activities. The Administrative Coordinator, Senate also assists the Senate and Secretariat with related policy development responsibilities, provides administrative support to the Registrar and handles confidential and sensitive information and situations with high level of diplomacy.
Benefits of Joining the Emily Carr community:
• Enrollment in a comprehensive benefits package, including Dental Coverage, Extended Health, Disability Coverage and Life Insurance.
• Membership in the College Pension Plan.
• Competitive vacation and Professional Development benefits.
Responsibilities:
1. Plan and coordinate the annual calendar and meetings for Senate and Senate Committees, as assigned.
2. Preparing agendas and meeting packages and distributing materials for Senate and Senate Committees, as assigned. This includes preparing draft resolutions and reviewing and/or preparing briefing notes or other agenda items, as applicable.
3. Research, gather, compile and analyze information related to submissions to Senate and Senate Committees and other documents on behalf of various committees, e.g., determining nature of proposed submissions, what action might be taken and the appropriate committee to deal with the submission.
4. Facilitate and coordinate onboarding and orientation processes for new Senate members.
5. Make all logistical arrangements, distributing agendas and packages for Senate and Senate Committee meetings, as assigned.
6. Record keeping, including minute-taking, logging, follow up and/or actioning decisions made by Senate and Senate Committees as assigned.
7. Provide support to Senate Chair and Senate Committee Chairs, as applicable.
8. Research, gather, compile and analyze information related to submissions to Senate and Senate Committees and other documents on behalf of Committees, e.g., determining nature of proposed submissions, what action might be taken and the appropriate committee to deal with the submission.
9. Answer and direct incoming inquiries related to the functions of Senate and designated Senate Committees. Determine the nature of requests and exercise quick and accurate judgment regarding the priority of requests.
10. Maintain up-to-date familiarity with provincial legislation, and by-laws, terms of reference, policies, and procedures governing the work of Senate and its Committees.
11. Provide support as needed for the Chair of the Senate, the Chancellor, the Registrar and the University Secretary in relation to Senate matters.
12. Coordinate and support Senate nomination and election processes along with Senate Committee appointments.
13. Maintain Senate records (register of members, terms of office, election tracker, meeting minutes, resolutions tracker), database and website.
14. Prepare tracking systems, both manual and electronic, to maintain files and permanent records and to document workflow pertaining to the daily operations of Senate committees.
15. Enter, archive and retrieve information as required and keep Senate records and files up to date.
16. Support drafting, review, copy editing and formatting Senate, and applicable university policies (e.g., academic, student related policies), procedures and other governance-related guiding documents.
17. Responsible for a range of additional administrative functions related to Senate governance, including maintaining Senate and related academic policy database and website and maintaining and updating the Senate website, ensuring up-to-date content, as appropriate.
18. Provides confidential executive assistant support to the Registrar + Executive Director, Enrolment, by:
• organizing and maintaining the calendar of the Registrar + ED Enrolment
• scheduling meetings by optimizing utilization of available time, identifying and prioritizing requests, negotiating, and resolving scheduling conflicts, and booking meeting resources as needed
• Provide general administrative support
• managing relevant video and teleconference platforms
• helping prepare for meetings
19. Fosters a culture of Justice, Equity, Diversity, and Inclusion (JEDI) by remaining current in JEDI trends that impact their field of work and make recommendations to the University Secretary + ED, Governance and Registrar + ED, Enrolment for improvements in support of the ECU community, and the strategic goals of the University.
20. Performs other related duties as required.
Qualifications:
• Bachelor’s Degree in a related field.
• Minimum five years of experience at a senior administrative assistant level, preferably in a post-secondary environment.
• Or an equivalent combination of education and experience.
• Knowledge of University policies and procedures with a good understanding of governance-related issues is preferred.
• Experience providing administrative support to university committees, including Senate or Senate subcommittees is an asset.
• Experience and/or training in record-keeping, creating and maintaining records management systems is an asset.
• Ability to exercise sound and independent judgement, tact, diplomacy, and confidentiality.
• Ability to work independently with minimal supervision and collaboratively in a team environment.
• Highly developed interpersonal skills to relate effectively to community members and external contacts as a positive representative of the University.
• Excellent oral and written communication skills
• Ability to effectively use Microsoft Office (M365, SharePoint, Word, Excel, and PowerPoint), video/teleconferencing
• Demonstrated organizational, problem-solving and analytical skills.
• Strong editing and proof-reading skills.
• Ability to meet multiple deadlines with a high degree of accuracy and attention to detail.
• Ability to take and transcribe accurate minutes, compose non-routine correspondence, memoranda, and reports, and draft, edit, and format project documents.
• Demonstrated ability to prepare meeting agendas and packages.
• Strong ability to accurately maintain electronic calendars (Outlook), reconcile scheduling conflicts, coordinate meetings, and schedule the day’s activities appropriately.
• Demonstrated commitment to justice, equity, diversity, inclusion, and reconciliation.
• Ability to work hours outside normal working hours as required for special events.
How to Apply:
To apply for this job, please visit https://ecuad.peopleadmin.ca. Competition closes on Wednesday, 15 January 2025.
Emily Carr University especially invites those who have demonstrated a commitment to upholding the values of equity, diversity, and inclusion and will assist us to expand our capacity for diversity in the broadest sense. In addition, to correct the conditions of disadvantage in employment in Canada, we encourage applications from members of groups that have been historically disadvantaged and marginalized. These include women, persons with diverse gender expressions and identities, persons of all sexual orientations, racialized persons, persons with disabilities, and First Nations, Metis, Inuit and Indigenous persons. All qualified people are encouraged to apply; however, Canadians and permanent residents of Canada will be given priority. While we thank all candidates for their interest, only those short-listed will be contacted.
Remuneration:
$65,915 to $87,887 per annum
Contact Name: Human Resources
Contact Email: hr@ecuad.ca
Contact Phone: (604) 844-3824
