University Governance Coordinator in Bella Coola, British Columbia at Thompson Rivers University
Job Description
Applications will be reviewed commencing the closing application date and may continue until the position is filled.
The University Governance Coordinator provides high-level administrative, operational, and project coordination support within the University Secretariat. Reporting to the Director, University Governance, the Coordinator supports the effective administration of the Board of Governors, Senate, the Planning Council for Open Learning (PCOL), and their respective committees (collectively, the “Governance Bodies”). The Coordinator works closely with the Director, Governance Body chairs and vice-chairs, senior administrators, faculty, staff, students, and external stakeholders to ensure that governance processes, meetings, records, communications, and events are organized accurately, consistently, and in accordance with applicable legislation, bylaws, policies, procedures, and established practices.
The position also provides administrative and project coordination support to the Special Advisor on Artificial Intelligence, including coordinating meetings, materials, communications, records, timelines, and follow-up activities. In addition, the Coordinator manages and coordinates special projects as directed by the Director of University Governance, developing work plans, monitoring timelines and deliverables, coordinating contributors, preparing materials and status updates, maintaining project records, and escalating issues as appropriate.
Working with senior university leadership and handling confidential and sensitive information, the position requires a high degree of judgment, discretion, initiative, organization, and attention to detail. The Coordinator exercises independent judgment within established policies and procedures and refers matters requiring governance advice, strategic direction, or institutional decision-making to the Director, University Governance, the Special Advisor on Artificial Intelligence, Secwépemc Special Advisor to the President, as appropriate.
MAJOR RESPONSIBILITIES
1. Governance Operations and Meeting Coordination
- Supports the Director, University Governance, in planning and administering meetings of the Governance Bodies and their committees.
- Coordinates annual calendars, internal deadlines, agenda planning, meeting logistics, room and virtual meeting arrangements, invitations, attendance, technology, live-streaming requirements, and post-meeting follow-up.
- Prepares, compiles, quality-checks, publishes, and circulates agendas, briefing materials, memoranda, reports, presentations, and other meeting documents.
- Attends meetings, accurately records decisions and action items, prepares draft minutes, tracks approvals and follow-up, and maintains official and confidential records.
- Monitors upcoming business and recurring governance requirements, identifies gaps or conflicts, and brings matters requiring advice or direction to the Director.
- Responds to routine inquiries from Governance Body members and the university community and refers policy, jurisdictional, procedural, or sensitive matters to the Director.
2. Support to the Director, University Governance
- Provides day-to-day administrative and operational support to the Director, including calendar coordination, meeting preparation, correspondence, document development, records management, action tracking, and follow-up.
- Assists with governance research, environmental scans, process reviews, orientation materials, elections, appointments, vacancies, member onboarding, and annual planning activities.
- Supports the coordination and implementation of governance process improvements, new technologies, templates, procedures, and service standards.
- Provides continuity of routine governance operations during the Director’s absence, within delegated authority, and escalates matters requiring governance advice or institutional decisions.
3. Support to the Special Advisor on Artificial Intelligence and for the Secwépemc Special Advisor to the President
- Provides administrative and project coordination support for the Special Advisors’ meetings, consultations, committees, working groups, and institutional initiatives.
- Coordinates schedules, agendas, briefing materials, presentations, correspondence, records, action items, stakeholder communications, and follow-up.
- Maintains organized records of artificial intelligence initiatives, decisions, commitments, timelines, and deliverables, while applying appropriate confidentiality, privacy, and information management requirements.
- Maintains organized records of Secwépemc Special Advisor to the President initiatives, decisions, commitments, timelines, and deliverables, while applying appropriate confidentiality, privacy, and information management requirements.
- Collects and organizes background information and prepares draft summaries, reports, presentations, and status updates for review by the Special Advisors as directed.
4. Governance Records, Policies, and Digital Content
- Maintains official minutes, bylaws, manuals, policies, confidential records, membership information, terms of reference, and other governance documents in approved repositories.
- Supports the policy approval and publication process by coordinating notices of motion, consultation materials, approvals, version control, publication, and communication of new or revised policies.
- Maintains Secretariat webpages and internal sites, ensuring that governance information is accurate, accessible, current, and complete.
- Applies records management, privacy, accessibility, and information security requirements to governance and project records.
5. Committee, Search, Orientation, and Honorary Degree Support
- Coordinates administrative support for governance-related committees, appeal processes, searches, member orientation, development sessions, elections, and other assigned activities.
- Supports the Honorary Degree deliberation and approval process.
6. Special Project Coordination
- Manages and coordinates special projects as directed by the Director of University Governance from initiation through close-out, within the approved scope and delegated authority.
- Develops project work plans, schedules, milestones, deliverables, meeting structures, stakeholder lists, communication materials, decision logs, risk and issue logs, and status reports.
- Coordinates participation across university units and external partners, monitors progress, follows up on commitments, identifies emerging risks or delays, and escalates issues requiring direction.
- Conducts research, gathers and organizes information, analyzes administrative options, and prepares draft briefing notes, reports, presentations, recommendations, and implementation materials for review.
- Maintains complete project records and supports evaluation, transition, and close-out activities.
7. Financial and Administrative Coordination
- Prepares web and cheque requisitions, purchase and contract documentation, travel arrangements, expense claims, and other administrative or budgetary forms in accordance with university policies and procedures.
- Tracks project and event expenditures, maintains supporting documentation, and identifies variances or outstanding items for review.
- Performs other related duties consistent with the level and purpose of the position.
REPORTS TO
Director, University Governance
REQUIRED KNOWLEDGE/SKILLS
- Undergraduate degree in public administration, business administration, communications, project management, or a related field.
- A minimum of two years of related experience in governance support, executive administration, committee coordination, project coordination, or a comparable complex environment.
- Knowledge of a university environment, bicameral governance, or public-sector administration is an asset.
- Demonstrated ability to support senior leaders and committees tactfully, productively, and with a high degree of confidentiality and discretion.
- Demonstrated experience coordinating meetings, agendas, briefing materials, minutes, records, action items, and follow-up.
- Demonstrated project coordination skills, including developing work plans, monitoring timelines and deliverables, maintaining project documentation, and coordinating multiple contributors.
- Ability to take initiative, work independently within established authority, resolve administrative issues, and determine when to seek advice or escalate a matter.
- Ability to interpret and apply legislation, bylaws, policies, procedures, terms of reference, past practice, and other relevant requirements.
- Excellent written and verbal communication skills, including the ability to draft clear correspondence, minutes, summaries, reports, presentations, and briefing materials.
- Strong interpersonal skills and the ability to respond diplomatically to internal and external inquiries and work effectively with diverse stakeholders.
- Excellent organizational and time management skills, demonstrated attention to detail, and the ability to manage competing priorities and strict deadlines.
- Event planning and coordination experience.
- Advanced proficiency with Microsoft Word and proficiency with spreadsheets, presentation software, email and calendar applications, online meeting tools, document collaboration platforms, and records or information management systems.
- Ability to accurately record and prepare meeting minutes and maintain reliable decision, action, and project records.
- Flexibility to adapt to changing organizational priorities and availability to work occasional evenings or weekends as required by the governance calendar or assigned projects.
NOTE: To learn more about Thompson Rivers University or living in Kamloops or Williams Lake please visit our Careers website. External Candidates invited to interview will be required to bring a copy of their transcripts to the interview.
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