Associate University Secretary

Vancouver Island University

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January 26, 2024
Nanaimo, Canada
Job Type
Annual Salary
100K and above
Hours per Week
Closing Date


The Associate University Secretary is a key leadership role within the University's administrative hierarchy. Reporting directly to the General Counsel and University Secretary, the incumbent will play a pivotal role in ensuring the efficient functioning of the university's governance structure. This position entails leading two skilled Governance Administrators who provide essential decision-making support as well as provide administrative and corporate support to the Board of Governors, University Senate, and their respective standing committees. This role is responsible for ensuring that the statutory duties and powers of the Board of Governors, University Senate and their committees are effectively and efficiently delivered by providing direction and leadership to staff responsible for coordinating all governance processes and procedures. The Associate University Secretary will collaborate closely with university leadership, faculty members, and external stakeholders to uphold the highest standards of governance at VIU.


Knowledge and Skills

  • Extensive experience in higher education governance, administrative management.
  • Strong understanding of bicameral university governance structures.
  • Exceptional organizational skills and attention to detail, with the ability to manage multiple tasks simultaneously.
  • Excellent communication, interpersonal, and leadership skills.
  • Proficiency in utilizing technology for administrative tasks and record-keeping.
  • Ability to work collaboratively in a dynamic and fast-paced environment.
  • Experience working with data systems, privacy, archives, records & information security.
  • Demonstrated ability to initiate and implement change while managing multiple projects.
  • Staff supervision experience.
  • Budget and fiscal management skills.

Duties and Responsibilities

Leadership and Team Management:

  • Lead, mentor, and guide the team of Governance Administrators to execute their roles effectively and efficiently.
  • Foster a collaborative and productive work environment, promoting professional development and growth among team members.
  • Oversee the recruitment, training, and performance evaluation of Governance Administrators.


Governance Support:

  • Collaborate with the General Counsel and University Secretary to develop and implement governance policies, procedures, and best practices.
  • Coordinate the preparation and dissemination of meeting agendas, materials, and minutes for the Board of Governors, University Senate, and standing committees.
  • Ensure timely communication of decisions, resolutions, and recommendations from governance bodies to relevant stakeholders.


Committee Management:

  • Manage the logistical aspects of committee meetings, including scheduling, room reservations, and technology setup.
  • Coordinate with committee chairs to ensure accurate recording and reporting of discussions and decisions.
  • Assist in drafting and reviewing committee-related documents, reports, and resolutions.


Compliance and Documentation:

  • Maintain accurate and up-to-date records of all governance-related activities, ensuring compliance with applicable laws and regulations.
  • Develop and maintain a repository of governance documents, including bylaws, charters, policies, and historical records.
  • Monitor and communicate changes in regulations and laws affecting the university's governance structure.


Stakeholder Engagement:

  • Collaborate with university leadership, faculty, and staff to facilitate communication between governance bodies and the broader university community.
  • Engage with external stakeholders, including government agencies, other special purpose teaching universities, and university organizations, to ensure alignment with governance requirements.


Special Projects:

  • Contribute to the execution of special projects related to governance enhancement, institutional strategic planning, and policy development.
  • Analyze data and trends to provide insights that inform decision-making at the university level, as well as providing regular reporting on key performance indicators to ensure continuous improvement of governance supports in both bicameral governance chambers.


A Master's degree in a relevant field (e.g., law, public administration, higher education administration) and six years recent, related experience. An equivalent combination of education and experience may be considered.

How to Apply

To Apply:

View the full position description and apply online by February 7, 2024.


VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.


The VIU community acknowledges and thanks the Snuneymuxw, Quw’utsun, Tla’amin, Snaw-naw-as and Qualicum First Nation on whose traditional lands we teach, learn, research, live and share knowledge.