Position Profile

University Secretary Western University

Spring 2017

Position Profile: University Secretary, Western University Caldwell Partners 1 The Organization

Western University

Western delivers an academic experience second to none. Since 1878, The Western Experience has combined academic excellence with life-long opportunities for intellectual, social and cultural growth. The University’s research excellence expands knowledge and drives discovery with real-world application. Western attracts individuals with a broad worldview, seeking to study, influence and lead in the international community. From its home in London, Canada, outward across every continent, Western prepares future leaders to succeed.

Students from 121 countries share in classroom experiences and engage in study- abroad, research and volunteer opportunities that broaden perspectives and knowledge. Western University has 28,864 undergraduate and graduate students enrolled in its twelve faculties and schools (Faculty of Arts & Humanities; Richard Ivey School of Business; Faculty of Education; Faculty of Engineering; School of Graduate and Postdoctoral Studies; Faculty of Health Sciences; Faculty of Information & Media Studies; Faculty of Law; Schulich School of Medicine & Dentistry; Don Wright Faculty of Music; Faculty of Science; Faculty of Social Science) and three affiliated university colleges (Brescia University College; ; King’s University College). The University also maintains active partnerships with a number of teaching hospitals and research institutes; it is a member of the U15 Group of Canadian Research Universities.

Over 1,400 faculty and almost 2,500 staff work collegially to advance the University’s mission and vision. The University campus extends over 6,170 hectares, and the operat- ing budget is approximately $750 million. The fourth-largest academic library system in Canada, has a collection of over 5.4 million books. Western is recognized as one of Canada’s Top 100 Employers.

Mission: creates, disseminates and applies knowledge for the benefit of society through excellence in teaching, research and scholarship. Our graduates will be global citizens whose education and leadership will serve the public good.

Vision: Western will be a destination of choice for the world's brightest minds seeking the best learning experience at a leading Canadian research university.

For more information, please visit www.uwo.ca.

Position Profile: University Secretary, Western University Caldwell Partners 2 Key Relationships and Contacts

Title: University Secretary

Reports to: Chair, Board of Governors President and Vice-Chancellor

Reports: 6.5 FTE

Budget: $1.6 million (including Convocation budget of ≈ $400,000)

Location: Stevenson Hall, Western University Campus, London,

Position Status: Permanent, full-time position

Key Relationships: The Board of Governors consists of 28 members; it has five standing committees and a number of subcommittees to which the Secretariat provides direct support.

The Senate has 103 members; it has twelve standing committees and a number of subcommittees to which the Secretariat provides direct support.

Internal contacts are extensive and varied. There is frequent contact with the President and the senior leadership team, the leadership of the Board of Governors, the University’s Legal Counsel, deans, student leaders and members of the Board and Senate. The Secretariat is also available to provide advice to members of the wider University community.

External contacts include outside legal counsel, the Council of Ontario University Secretaries, the Association of Governing Boards of Universities and Colleges, members of the general community, government officials and – on occasion – members of the press.

The Role

Overview

The Secretary of the Board of Governors and the Senate is the University’s most senior advisor on governance issues. Reporting to the President and Vice-Chancellor and to the

Position Profile: University Secretary, Western University Caldwell Partners 3 Chair of the Board of Governors, the Secretary is responsible for facilitating and stewarding the activities of the Board of Governors, the Senate and their committees, subcommittees, councils, boards and tribunals. The Secretariat is also the first point of contact for members of the University community who have questions about policy. Arbiter of governance and parliamentary officer, the Secretary ensures the effective, efficient operation of the University’s bicameral system of government, and is respon- sible to the entire University community for the provision of timely, accurate and objective information and advice, as well as interpretation and application of policies and bylaws. The general objectives of the position are to:

 promote a strong and effective relationship among the governing bodies, the administration and the University community;  act as the parliamentary officer of the University;  work closely with the Chair of the Board, the President, senior administration and committee chairs to ensure timely and appropriate consideration of proposals in the governance system;  anticipate and advise on substantive or procedural difficulties;  be well-informed about and maintain University policies and procedures, noting when updates or revisions are needed, identifying policy gaps and assisting with drafting such policies and procedures;  oversee the establishment and maintenance of systems to support institutional memory;  cooperate closely with and be supportive of the Board, the Senate, and the committees which are served by the Secretariat;  be responsive to all appropriate requests for information, assistance and advice within the context of the resources of the Secretariat;  as the Secretariat’s director, manage the operations of the office and supervise and develop Secretariat staff.

Major Responsibilities and Activities

The Secretary reports administratively to the President and Vice-Chancellor of the University. Functionally, the Secretary is also accountable to the Chair of the Board of Governors. Supervision is on an informal basis, although contact is regular – usually daily – and often involves matters of a sensitive nature.

Position Profile: University Secretary, Western University Caldwell Partners 4 In accordance with The University of Western Ontario Act, the University operates under a bicameral system of government comprising the Senate and the Board of Governors. The Board is responsible for the governance, conduct, management and control of the University and of its property and affairs. The Senate is responsible for setting the academic policies and priorities of the University.

The Board and Senate conduct their business through a network of standing committees, subcommittees, councils and tribunals which make recommendations to their parent body or the President, or, where so authorized, act on behalf of the parent body. The membership of Senate committees is widely representative of the University community and is not restricted to members of Senate.

The Secretary is a statutory, non-voting member of the Board of Governors and of the Senate, acts as the chief staff officer of both bodies and is an ex officio member of most of the standing committees and subcommittees of both bodies. The Secretary and Secretariat staff members provide support to the committees and subcommittees as well as to the parent bodies. In addition, the Secretary supports the work of special committees such as the Presidential Selection Committee, the Electoral Board for Chancellor, and vice-presidential selection committees.

The Secretary assists the Senior Operations Committee of the Board in carrying out an annual performance review of the President and acts as the executive officer to the Presidential Review, which takes place during the fourth year of a presidential incum- bent’s term. The Secretary also supports the Board’s annual self-evaluation process.

The Secretary and the Secretariat staff are responsible for the organization of the University’s 22 annual convocation ceremonies.

The general responsibilities of the position fall into five categories of activity: organization, management, maintenance, prevention and remedy.

1. Organization

The Secretary is responsible for providing administrative and secretarial assistance to the Board and Senate and their committees to ensure that decisions are appropriately and legally made. This includes preparing and distributing agendas and documents, writing reports and minutes of meetings, and disseminating policy information and information about decisions taken by the governing bodies and their committees to the wider community. It also includes responsibility for identifying and proposing solutions to procedural issues.

Position Profile: University Secretary, Western University Caldwell Partners 5 The Secretary is responsible for the conduct of the annual election of members of the Board and Senate from the faculty, student and administrative staff constituencies, for ensuring that committees are struck appropriately and in accordance with terms of reference, and for advising the Senior Policy and Operations Committee of the Board with respect to upcoming vacancies in Board membership in the non-elected constituencies. The Secretary is the Chief Returning Officer for all elections held under the auspices of the Secretariat.

The Secretary is responsible for organizing the onboarding of new members of the Board and the Senate, and for organizing the annual, two-day Board retreat.

The Secretary is responsible for organizing the University’s convocation ceremonies, including: all arrangements for the platform party; the negotiation of contracts for diplomas and musicians; coordination of activities of the Officers of Convocation and volunteers (hooders, ushers, pro-chancellors, orators, diploma presenters, etc.); preparation of written instructions to prospective graduates and convocation volun- teers; preparation of the convocation script for the Chancellor; and organizing the visits of honorary degree recipients to campus. There are 22 convocation ceremonies at the London campus each year: six in the fall and 16 in June. In all, over 10,000 graduates cross the convocation stage each year.

Corporate/legal responsibilities of the position include: support for the University’s tribunals and appeal committees dealing with student academic and non-academic conduct; review and approval of all agreements with external organizations providing internship opportunities for students; review and approval of all exchange agreements with other post-secondary institutions, both in Canada and abroad; and signatory on all major contracts and agreements entered into by the University. These responsibilities entail a close working relationship with the University’s Legal Counsel.

2. Management

As budget head for the Secretariat, the incumbent is responsible for the long-term planning of the Secretariat and for development and management of the Secretariat and Convocation budgets.

The Secretary is responsible for the internal management of the Secretariat, including all human resource functions, setting objectives and priorities for the office, evaluating performance and awarding merit increases, and overseeing the daily flow of work.

Position Profile: University Secretary, Western University Caldwell Partners 6 3. Maintenance

The Secretary gives continuity to the work of the Board and Senate and their commit- tees, providing members with historical information and interpretation of policies and practices.

The Secretary is responsible for maintaining the official corporate governance records of the University: minutes, bylaws, rules of order, policies and other documents, and for making those records robust, efficiently accessible and publicly available as provided for by Board and Senate rules.

The Secretary is a resource centre for the University community for information on all matters within the jurisdiction of the Board and Senate.

4. Prevention

The Secretary is responsible for keeping a watchful eye on the flow of business through the governance structure to ensure that matters are dealt with expeditiously and in keeping with policies, practices and terms of reference established by the Board and Senate or by law, and to ensure that any procedural errors or issues are identified and dealt with. The consequences of procedural error can be serious, as decisions made by the Senate and the Board are held up to public scrutiny and may be challenged in the courts. Failure to follow established patterns or uphold explicit procedures may result in loss of time and loss of credibility of the governing bodies.

5. Remedy

The Secretary is consulted frequently by officers of the University, faculty, students and staff for advice or rulings as to how actual or anticipated problems can be resolved. Solu- tions are often found by applying established procedures or past procedures to the circumstances. When a problem is unique or is a signal of recurrent situations to come, the Secretary designs a procedure to ensure orderly resolution. Occasionally such pro- cedures are of a magnitude to require Presidential, Board or Senate approval or to require consultation with legal counsel.

Further information on the Secretariat is available at: http://www.uwo.ca/univsec/

Position Profile: University Secretary, Western University Caldwell Partners 7 Challenges and Opportunities

The role balances many factors and constituencies. The Secretary is the parliamentary officer and arbiter of governance, while also maintaining sufficient flexibility to interpret policies in order to find workable solutions. The role requires an understanding and a perspective of the University as an academic institution requiring governance, and as an operation requiring management. The Secretary must maintain confidentiality when necessary while also operating with transparency. The role is one of influence, often working in the background to provide support and advice, but also required to make presentations and lead a team. The role requires precise, nuanced communication skills, strategic and tactical thinking, the capacity to understand how policy can support inno- vation and strategic goals, the ability to identify and assess risks, and the administrative leadership ability to manage the Secretariat in carrying out a variety of responsibilities. Additional challenges and opportunities inherent in the role include:

 Dealing effectively in a complex environment: The Board and Senate, partly due to their different statutory responsibilities and partly because of their composition, have very different modes of operation. In addition, the terms of reference of the various committees of each run the gamut of University operations, both academic and administrative.

 Creative problem-solving: While the Secretary must work within the framework of established policies and procedures of the two governing bodies, the position requires initiative and the ability to exercise judgment with minimal direction or advice from the President or the Chair of the Board, neither of whom is likely to be an expert in governance. The Secretary must frequently find ways to address conflict among the various constituencies on a range of issues such that the decision-making of the Senate, the Board, and their committees is carried out in a collegial manner with the focus on the substance of the matter at hand rather than on procedure.

 Maintaining neutrality and confidentiality: Senior administrators, deans, individual members of faculty, staff and the student body, Senators, and Governors consult the Secretary about policies and procedures. Often advice is sought on how to deal with difficult problems, ranging from grievances to parliamentary strategy. It is important that the Secretary provide full information and judicious advice to any and all who require it. Discussions are frequently on a confidential basis and the Secretary must be vigilant to maintain the trust of the community.

 Coordinating multiple concurrent activities: The role involves coordination of multiple concurrent activities to ensure that the Board, the Senate, and their com- mittees are adequately served. The work flow can be uneven and there are often competing priorities – all of which must be served in a timely fashion.

Position Profile: University Secretary, Western University Caldwell Partners 8 The Candidate

Experience and Knowledge

The Secretary will have a minimum of ten years of experience with governance in a senior leadership role and/or senior administrative experience, ideally in an academic environment. The Secretary’s experience will demonstrate competence in the following areas:

 Understanding the overall functional organization of a university, especially the roles of the Board, the Senate and the Secretariat in this environment.

 Ensuring that governance procedures are followed and meetings are optimally organized and run.

 Understanding administrative law and demonstrating the ability to develop working knowledge of the University’s responsibilities in legal aspects of its business.

 Dealing with confidential information in a mature and judicious way, preserving the integrity of the Secretariat and the University as a whole.

 Ensuring the robust storage and efficient retrieval of copious, complex records.

 Eliciting the confidence and cooperation of the various groups – administrators, staff, faculty, students, alumni and the community at large – that look to the Secretariat for assistance, information and advice.

 Supporting institutional leadership in preserving autonomy in an expanding legisla- tive and compliance environment, as well as in navigating successfully through disruptive change.

 Coaching and developing Secretariat staff.

Attributes

 Demonstrates initiative, creativity, mature judgment and discretion in the performance of all duties.

Position Profile: University Secretary, Western University Caldwell Partners 9  Is able to deal simultaneously and responsively with a multitude of diverse activities, generally under inflexible and critical time constraints. Delegates willingly to team members; also has a high capacity for work and a willingness to go beyond a regular work schedule when required to meet deadlines.

 Is intellectually agile and able to communicate ideas and information, both orally and in writing, in a clear, concise fashion that is respectful and inclusive.

 Is able to deal with conflict calmly and with tact, empathy, logic, objectivity and patience – able to focus others on analyzing problems and identifying solutions.

 Combines humility and a service orientation with confidence and strength of conviction in serving the institutional mission.

Competencies

 Makes/enables others to make timely decisions and applies sound judgment to assess risks, evaluate alternatives and select the best course of action; uses a combination of analytical thinking, intuition, mental agility and seasoned experience to address or help others address complex or ambiguous issues.

 Purposefully builds positive working relationships internally and externally by fostering trust, collaboration and teamwork; demonstrates sensitivity and openness to others' views; uses EQ to adapt interpersonal style to relate well to others.

 Organizes people to achieve goals by providing clear directions and adapting leader- ship style as needed; exemplifies the highest standards of professionalism and integrity.

Education

 Baccalaureate or equivalent.

Position Profile: University Secretary, Western University Caldwell Partners 10 Location

Since 1878, the fortunes of the University and the City of London have been indelibly linked. Western is London's fourth-largest employer. Its teaching, research and service missions encompass a range of activities that are integral to the community. Set in the heart of , London is the region’s economic, entertainment and cul- tural hub. With a population of over 366,000, Canada’s eleventh-largest city is an ideal environment in which to work, play and live. More affordable than many Canadian cities, London offers a big-city experience and boasts an extensive educa- tional and healthcare community, while providing the safe, clean atmosphere of a small community.

Seasons: Each of the seasons brings its own beauty and opportunities to enjoy the outdoors. Pick a time of year and you’ll discover London is always busy – be it skiing on , skating on local out- door ice rinks or taking a quick trip to nearby beaches including Grand Bend and Port Stanley.

Cultural Vitality: From to the main stage of The Grand Theatre, the arts thrive in nearly every corner of the city. London over the years has produced some great Canadian talent in the visual and performing arts: revolutionary artists like Jack Chambers and Greg Curnoe; performers like actors Kate Nelligan, Ryan Gosling, Rachel McAdams and Oscar-winning screenwriter and director Paul Haggis; dancer Evelyn Hart and musician Guy Lombardo. Today, a new generation of musicians, artists and entertainers of all sorts fuels the city’s tradition of artistic excellence.

After Hours: Year-round, London has numerous festivals and cultural events, including Snowfest, Sunfest, , London Film Festival and World Beat and Jazz weekends. A sporting hub, London will host the 2018 Continental Cup, and has hosted the Scotties Tournament of Hearts, the

Position Profile: University Secretary, Western University Caldwell Partners 11 Memorial Cup, the World Figure Skating Cham- pionships and the Summer Paralympics, among others. Richmond Row, one of the city’s most inter- esting shopping districts, features more than 200 businesses. It is also home to a lively nightlife scene, including night club entertainment, live theatre and jazz, as well as casual and fine dining.

Sports and Concerts: is a 10,000-seat, multi-purpose facility focused on major touring acts and sports. Headliners have included Kings of Leon, Sarah McLachlan, The Black Keys and Kid Rock. It is home to the , Ontario Hockey League and Memorial Cup champions.

Family Life: From Storybook Gardens and the London Children’s Museum to East Park and Fanshawe Pioneer Village, opportunities abound to keep families entertained. With a variety of schools, healthcare facilities, after-school and special needs programs, children's camps and community centres, London provides a safe and desirable community in which to raise a family.

Forest City: London manages more than 200 parks, ranging from major urban city-wide parks, such as the 140-hectare , to more intimate neighbourhood green spaces. There are specialty parks for skateboarding and for dogs to go off- leash. Affectionately known as the Forest City, London sports numerous treed areas and public parks. An extensive trail system runs along the Thames River, right onto Western’s campus, for walking, running, biking or inline skating. At the other end of the trail system is historic , a London community that has been voted one of Canada’s coolest neighbourhoods.

Travel: Located in the centre of southwestern Ontario, London is approximately two hours’ driving distance from Toronto and Detroit. The London International Airport offers direct flights to Toronto, Chicago, Ottawa and Calgary; many other connections to several Canadian destinations; and international flights to Mexico, Cuba and Jamaica.

Position Profile: University Secretary, Western University Caldwell Partners 12 Application Information

The University Secretary ideally will commence employment in the summer of 2017. Consideration of candidates will begin in April 2017. Please apply in confidence, indicating your interest in Project 170332 at www.caldwellpartners.com/apply.php.

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Aboriginal persons, persons with disabilities, persons of any sexual orientation and persons of any gender identity or gender expression. In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents.

Accommodations are available for applicants with disabilities throughout the recruit- ment process. Please advise if you require accommodations for interviews or other meetings.

Search Committee

Amit Chakma, Chair President and Vice-Chancellor Janice Deakin Provost & Vice-President (Academic) Jane O’Brien Associate Vice-President (Human Resources) Tom Carmichael Dean, Faculty of Information and Media Studies Philip Doyle Faculty Member, Health Sciences Laura Rosen Graduate Student, elected by Senate Jane Toswell Faculty Member, Arts & Humanities Hanny Hassan Chair of the Board Carol Stephenson Board Member

Committee Support Malcolm Ruddock Executive Assistant to the President and Provost

Position Profile: University Secretary, Western University Caldwell Partners 13 Caldwell Partners Team

Our goal is to ensure a positive experience with us and with Western University. Should you have any questions at any time during this confidential process, please feel free to be in touch with us.

Heather Ring, Partner Caldwell Partners 165 Avenue Road, Suite 600, Toronto, ON M5R 3S4 o | 416/934-2210 Email: [email protected]

Janet Winship, Associate Caldwell Partners 165 Avenue Road, Suite 600, Toronto, ON M5R 3S4 o |647/349-6303 Email: [email protected]

Francene Cipriani, Project Coordinator Caldwell Partners 165 Avenue Road, Suite 600, Toronto, ON M5R 3S4 o | 416/934-2223 Email: [email protected]

Position Profile: University Secretary, Western University Caldwell Partners 14