Deputy University Secretary

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Posting Information:
This posting is for an existing vacancy.

The internal posting deadline for this position is April 2 2026 at 11:59PM.

Job Description:

Primary Purpose

Reporting to the University Secretary (US) the Deputy University Secretary serves as key adjunct to the University Secretary and acts as a neutral and objective resource supporting the Universitys governance framework. The role provides leadership across governance services (Board of Governors Senate and their committees) policy development and renewal administrative tribunal support and internal relations services. The Deputy guides and supports the Associate University Secretaries and Governance Officers holds lead responsibility for the Board of Governors portfolio and assigned committees and serves as Acting University Secretary when required.

Key Accountabilities

Strategic Secretariat Leadership

Acts as a strategic partner to the University Secretary in setting the Secretariats operational and long-term strategic direction.

Leads and contributes to strategic and annual planning to ensure alignment with institutional priorities and leading governance practices in collaboration with the University Secretary.

Supports organizational design and workforce planning for the Secretariat in collaboration with the University Secretary.

Oversees and manages the hiring onboarding training and development performance management and work allocation including assigning portfolio of committees for reporting staff.

Provides subject-matter expertise and coaching and mentorship to Secretariat staff.

Works closely with the Associate University Secretary (Senate) to support effective shared governance and coordinated planning across governing bodies.

Serves as liaison between the Secretariat and the Executive Director Group (EDEX) by participating on and providing plans reports and updates as required including the coordination of Board and Senate materials.

Collaborates with the Presidents Office on agendas meetings retreats and the effective flow of information between administration and governing bodieswith the Associate University Secretary (Senate).

Continuously improves governance processes and practices building confidence among constituencies and among senior leaders.

Governance Portfolio Ownership and Operations

Holds overall responsibility for assigned Board of Governors committees and other governance bodies and maintains independent carriage of committee and governance responsibilities with oversight of the University Secretary.

Leads in collaboration with the Associate University Secretary (Senate) the development and maintenance of the joint governance calendar and coordinates workflows between the committees of the Board Senate and the Board of Governors.

Oversees governance operations processes for member appointment orientation records management and committee effectiveness.

Ensures high-quality preparation conduct and follow-up of meetings including agendas briefing materials resolutions minutes and chair briefings.

Preserves corporate memory with respect to the Board and assigned committees aligning practices with Senate its committees and councils and ensuring records are comprehensive accurate and accessible and appropriately managed in a digital repository along with the Associate University Secretary (Senate).

Ensures annual corporate profile and other regulatory documents and requirements are completed and maintained.

Leads special governance projects related to legislation bylaws and governance processes and procedures.

Governance Advisory and Policy Stewardship

Advises chairs executive sponsors members of the Executive Team and members on governance procedures rules of order and risk considerations.

Builds confidence from the Board Executive Team and campus partners through in-depth understanding of assigned committees/councils mandates and a familiarity with the mandates of all supported bodies by the Secretariat.

Supports the University Secretary with Board succession planning and renewal governance orientation and ongoing education sessions effectiveness surveys retreats research and best practice implementation.

Researches issues as required or requested by the Board or committee chairs or the University Secretary deciding on the extent of review and analysis needed.

Serves as a senior resource for the Associate University Secretaries on governance policy and quasi-judicial matters and provides support as required.

Collaborates with the Associate University Secretary (Policy and SP) on policy development renewal interpretation and to the campus community.

Explains the intent rationale and application of policies clearly while maintaining neutrality.

Liaises with internal governance systems including Faculty council and between governance bodies and the constituencies affected by their work.

Quasi-Judicial and Administrative Tribunal Services

Provides senior-level guidance on the Secretariats the quasi-judicial responsibilities under University policies and agreements.

Serves as secretary to university administrative tribunals when required including panel coordination procedural guidance acting as hearing secretary and publication of decisions.

Ensures all tribunal support is delivered in accordance with principles of natural justice and institutional policy; the Secretariat does advocate for or advise any party.

Oversees governance and compliance practices across Board and Senate activities through formalized procedures and standard operating practices.

Participates in professional governance organizations and ongoing professional development.

Provides notary services on behalf of the University for University matters as required.

Undertakes additional responsibilities or portfolio assignments as determined by the University Secretary.

Required Qualifications

Education

Undergraduate degree in a relevant field of study.

Masters degree or professional degree (e.g. JD LLB) in a related discipline or an equivalent combination of education and related experience.

Governance designations (e.g. GPC.D. ICD.D .) are considered an asset.

Experience

At least 8-10 years experience in governance or public administration.

Governance experience at a complex public sector institution strongly preferred though substantial related work experience may be considered.

Demonstrated experience supporting senior decision-making bodies (e.g. boards councils committees) and advising senior leaders on governance processes and procedures.

Experience exercising independent judgment in matters involving confidentiality risk and institutional reputation.

Knowledge/Skills/Abilities

Knowledge of governance principles committee-based decision-making and public-sector accountability frameworks.

In-depth knowledge of the structure and composition of the governing bodies and their committees and a good political sense of the configuration of membership which enables committees to function optimally.

Demonstrated knowledge of administrative academic and governance structures of a university as well as university regulations and policies.

Knowledge of institutional policies bylaws and governance-related legislation gained through education or professional experience.

Knowledge of administrative law and the principles of natural justice gained through education or experience.

Working knowledge of parliamentary procedure and rules of order (e.g. Roberts Rules Bourinots) sufficient to advise chairs and members and support complex meetings.

Knowledge of governance portals and digital board management systems.

Advanced written and verbal communication skills including the ability to write and speak clearly and effectively while maintaining a neutral position

Strong planning and organizational skills with the ability to manage cyclical workloads competing priorities and time-sensitive governance deliverables.

Exceptional attention to detail and experience operationalizing best practices in governance policy development and quasi-judicial matters.

Analytical and problem-solving skills to identify governance risks assess implications and recommend appropriate processes or courses of action.

Demonstrate ability to understand and appreciate diverse points of view about complex and often inter-related issues in a variety of contexts such that the written record of a meeting can be captured succinctly with clarity neutrality and precision.

Ability to maintain productive internal and external working relationships and operates with discretion in a highly confidential environment.

Ability to keep up to date with relevant legislation regulations and directives and leading practices in university and corporate governance.

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral Anishinaabeg and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research learning teaching and community building and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students faculty and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity anti-racism and inclusion. As such we encourage applications from candidates who have been historically disadvantaged and marginalized including applicants who identify as First Nations Métis and/or Inuk (Inuit) Black racialized a person with a disability women and/or 2SLGBTQ.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application interview or workplace accommodation requests please contact Human Resources or ext. 45935.