Senate Operations Manager, Office Of The Chancellor And Senate

Position Overview
The Office of the Chancellor and Senat is currently seeking a Full-time Regular Senate Operations Manager.
The Office of the Chancellor and Senate (OCS) is an integral part of the Community Engagement portfolio within the University of Calgary's Advancement team. Working closely with colleagues in OCS and the Office of the President, the Senate Operations Manager provides support to the Director, Office of the Chancellor and Secretary to Senate, the University Senate and the Chancellor. This role reports directly to the Director - Office of the Chancellor and Secretary to Senate.
The Senate Operations Manager fosters collaborative relationships with the broader University community and other stakeholders. This position requires a great attitude, friendly demeanor, and a can-do approach to relationship management. It involves highly confidential materials and requires the ability to exercise considerable discretion, solid judgment, and independent thought with respect to the effective management of information. The ability to communicate professionally with stakeholders at all levels of the university and the community, is critical to the success of this position. Given periodic high work volume, strong attention to detail and the ability to perform within tight timelines are components of the job.
Position Description
Summary of Key Responsibilities (job functions include but are not limited to):

• Support the Director, OCS, and other Advancement University leaders to proactively heighten the OCS to amplify the University's reputation and impact
• Provide a single unified 'triage point' for OCS at the University and central point for actively managing partner relationships
• Create process documents for Senate (Program plans, Zoom, Doodle Poll)
• Process and manage expenses, receipts, travel bookings and arrangements, and other related activities, as required
• Responsible for the creation of all meeting packages and related material for allocated standing committees and ad hoc committees
• Perform onboarding/offboarding of Senators
• Ensure that all IT, Zoom processes are fully functional and accessible by all Senators
• Maintain registers of all nominations for HD and OTUC with information about dates reviewed by bodies and those outcomes
• Manage complex University issues and challenging interpersonal interactions with composure and diplomacy
• Working closely with Committee Chairs, create and maintain forward agendas to ensure appropriate routing for Senate and allocated committee work in compliance with the Senate bylaws, terms of reference, and additional governance documents
• Provide, in collaboration with Advancement Services, central relationship management services for external OCS activities across the University
• Maintain official lists of the OCS with the data team in the Office of Advancement: Chancellors, Senators, past Senators, Honorary Degree (HD) recipients, Order of the University of Calgary (OTUC) recipients
• Coordinate meetings, room bookings, prepare agendas, take minutes, and follow up on action items
• Create and maintain long-term governance tools such as decision registers, delegation of authority registers, record keeping conventions, archiving conventions
• Provide direction and advice regarding online content for OCS communications
• Oversee and implement the activities of the committees (excluding those requiring event planning), such as appointments to other university bodies, exit interviews, HD hosts, orientation, nomination review and selection, recruitment and selection, recognition, scholarship recipient selection, strategic planning, strategic plan implementation planning, workshops
• Professionally interact with all stakeholders, dealing with all Senators correspondence
• Using approved procedures, prepare and recommend leadership positions and committee memberships of Senators based on experience and previous activity
• Responsible for all aspects of allocated committee activity including creating agendas, minutes, briefing notes, speaking notes, and presentations; and proactively tracking future activity and routing based on the Strategic Plan, committee work plans, and action items from previous meetings
• Respond to ad hoc requests for information from various stakeholders including departments, University, government, other universities, faculty, staff, students, etc.; ensure information requests are handled appropriately with highly developed judgment and communication skills
• Collaborate with Marketing and Communications teams to create recruitment advertisements and externally facing communications
• Attend allocated meetings as Recording Secretary

Qualifications / Requirements:

• Demonstrated ability to provide influential advice to senior leaders and volunteers, in support of strategic plans
• Demonstrated expertise in governance, such as board/academic body and committees
• Advanced in Microsoft Office applications (Word, Excel, PowerPoint, SharePoint, Microsoft Teams) and ability to acquire a high-level of understanding of University business systems (i.e., PeopleSoft)
• Knowledge of the University of Calgary, its governance structures, administrative systems, policies, and strategic direction would be an asset
• Capacity to adjust work schedule to meet multiple demands and pressures, with a demonstrated ability to provide a consistently high level of service
• Sound judgment and decision-making capabilities and the ability to work both independently and collaboratively
• 3 - 7 years of progressively responsible experience in a senior administrative role
• Understanding of university record-keeping framework and best practices would be an asset
• Excellent communications skills, both written and verbal
• Superior analytical, problem-solving, and organizational skills; ability to work within ambiguity and successfully navigate complex systems and evolving priorities
• An undergraduate degree in a related field; certification in professional or technical writing or editing an asset
• Able to discreetly handle confidential material; high standard of honesty, integrity, and trust
• Strong leadership skills; effective team skills such as facilitation, conflict resolution, creativity and problem solving
• Strong interpersonal skills; ability to work with a wide range of stakeholders and volunteers
• Engaging, diplomatic, tactful, open, and collaborative; thrives on a high level of respectful interaction with others

Application Deadline: August 8, 2023
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
Additional Information
This position is classified in the Professional Career Band, Level 2 of the Management and Professional Staff Career Framework.
To find out more about management and staff opportunities at the University of Calgary and all we have to offer, view our Management and Staff Careers website .
The University strongly recommends all faculty and staff are fully vaccinated against COVID-19.
About The University Of Calgary
The University of Calgary is Canada’s leading next-generation university – a living, growing and youthful institution that embraces change and opportunity with a can-do attitude. Located in the nation’s most enterprising city, the university is making tremendous progress on its Eyes High journey to be recognized as one of Canada’s top five research universities, grounded in innovative learning and teaching and fully integrated with the community it both serves and leads. The University of Calgary inspires and supports discovery, creativity and innovation across all disciplines. For more information, visit ucalgary.ca .
The University of Calgary has launched an institution-wide Indigenous Strategy in line with the foundational goals of Eyes High , committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities , and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.