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Position Profile 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; Huron 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, Western Libraries 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, Ontario 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
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