Assistant Secretary of the Governing Council and Ombuds Officer (UTSC)

Date Posted: 11/26/2024
Req ID: 40843
Faculty/Division: Office of the Governing Council
Department: Office of the Governing Council
Campus: University of Toronto Scarborough (UTSC)

Description:

The Assistant Secretary of the Governing Council and Ombuds Officer (UTSC) is a dual-role with a dual- reporting structure. 

Under the direction of the Secretary of the Governing Council, the Assistant Secretary is responsible for supporting the work of the UTSC Campus Council by providing secretariat support for the Campus Council and its Committees and of other Governing Council bodies as required, and by providing advice and information on policies, precedents, procedures and protocol for assigned governance bodies.  Apart from the provision of procedural advice, the incumbent maintains strict neutrality in providing policy advice and in the performance of their duties.  As a member of the tri-campus Governing Council Secretariat, the Assistant Secretary contributes to the ongoing enhancement of the governance function and provides appropriate oversight of related policies and procedures. The incumbent also provides liaison between and among Campus Council and its bodies, senior administration and constituent groups, and advises parties on matters that come before the Campus Council and its bodies.  The incumbent advises senior central and divisional administrators on appropriate procedures and processes to follow in submitting matters to Boards and Committees for approval.

Under the direction of the University Ombudsperson, the Ombuds Officer (UTSC) serves as a primary contact for faculty, staff and students at UTSC seeking assistance from the Office of the Ombudsperson. The Office of the Ombudsperson provides an impartial and confidential service to assist all members (faculty, staff, and students) of the University who have been unable to resolve their concerns about their treatment by University authorities. The work of the Office is devoted to ensuring procedural fairness and just and reasonable outcomes.  The incumbent is responsible for managing and coordinating a range of cases that are presented to the Office. The incumbent manages investigations including: conducting interviews, providing information, advice, and referrals and writing final reports.  They work closely with all levels of academic and administrative offices across the University in considering complaints, making informal enquiries, and seeking resolution to matters brought to the Office. The Ombuds Officer (UTSC), in coordination with the Ombuds Officers on the St. George and UTM campuses, is responsible for the Office’s communications, including developing communication strategy, education and outreach, conducting research and analysis, as well as management of the website and social media.  

Qualifications Required: 

I.    EDUCATION:

University graduation; advanced degree an asset or equivalent combination of education and experience.

II.    EXPERIENCE:

Experience in a post-secondary educational institution important; several years of governance committee work and experience as recording secretary, or equivalent.  

III.    SKILLS:

Proficiency in MS Office Suite including, SharePoint, PowerPoint, Word, Excel, and Adobe suites as well as various scheduling software.  Knowledge of governance portals an asset.

IV.    OTHER:

Strong analytical skills; precision of thought and attention to detail; the ability to apply principles to factual situations; ability to work independently; a sense of process; ability to serve the needs of multiple “clients” needs while preserving and guarding the intent / integrity of policy and principles with utmost neutrality and objectivity.  Strong “integrative” skills related to understanding cross-functional implications and inter-relationships of issues and decisions; integrity; meticulous approach to work; ability to deal with difficult or confidential situations; political sensitivity, tact and diplomacy; exercise judgement and discretion; strong negotiation and persuasion skills; ability to remain neutral in highly trying or political circumstances; ability to influence others over whom there is no direct reporting relationship to achieve tasks and functional responsibilities by means of esteem, credibility and relationship-building skills.

NOTE: Overtime required on a weekly/monthly basis to accommodate meetings. This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline. Travel to all three U of T campuses will be required.

Closing Date: 12/04/2024, 11:59PM ET
Employee Group: Salaried
Appointment Type: Budget - Continuing
Schedule: Full-Time
Pay Scale Group & Hiring Zone: PM 5 -- Hiring Zone: $118,368 - $138,097 -- Broadband Salary Range: $118,368 - $197,280
Job Category: Administrative / Managerial