Governance and Policy Coordinator

Department: Secretariat's Office 

Job Type: Limited Term

Full-time/Part-time: Full Time (>=1249 hrs/year) 

Campus: Waterloo 

Reports to: Assistant Vice-President, Governance & Policy

Employee Group: CPAG 

Application Deadline: July 11, 2025

Requisition ID: 9994 

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.  With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as a location in Kitchener. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

Position Summary 

The Governance and Policy Coordinator will support the University Secretariat’s Office through all aspects of the governance process by providing expert governance, logistical, planning, and administrative support in relation to the Board of Governors, Senate, their committees and other decision-making bodies of the University. This position contributes to a strong team environment and the department’s overall effectiveness and efficiency through a wide range of responsibilities: ensuring the integrity of the governance processes, assisting with the efficient administration of the governing bodies and committees, organizing and managing information and providing executive and research support related to a number of initiatives and other tasks (e.g. University policies, budgeting). 

The incumbent must personify professional courtesy, maintain current knowledge of the work of the Secretariat and maintain confidentiality concerning discussions, correspondence, and other written materials. They must be knowledgeable about governance, project and meeting management, organizational effectiveness, work well under pressure and manage competing priorities. The incumbent must display a high degree of professionalism, excellent judgment, and organization, exceptional analytical, research and communication skills. They will work with a high degree of independence and have extensive contact with many members of the university community, including the President, as well as those external to the university.

This role has a university-wide mandate and travel to other campuses and locations may be required to attend meetings or events.

Accountabilities

Provides Logistics and Governance Support/Coordination

• Develops and maintains a thorough understanding of the governance structure of the University, including the mandates of all committees and governing bodies, as described in The Wilfrid Laurier Act, related Board and Senate By-laws, governing documents, and terms of reference for committees.
• Is thoroughly familiar with University policies, procedures and guidelines related to the business of the governing bodies.
• Coordinates and manages all logistics, operations, and governance functions of the University Secretariat, including Board, Senate and committee meetings:
  • Initiating, planning and coordinating the provision of logistical and technical support related to each meeting (e.g. coordinating parking, catering and room bookings for meetings; travel arrangements; preparation of rooms for meetings; distributing agendas and minutes)
  • Organizing pre-event planning meetings
• With minimal supervision, assists the Associate University Secretary, Senate and the Secretariat’s Offices, as needed, with the preparation of agendas, minutes and assembling needed background material, including:
  • Drafting preliminary agendas and supporting documentation; proofreading content; formatting documents; assembling relevant meeting material/creating agenda packages; posting agendas and agenda packages online, as appropriate.

• Provides governance leadership and/or acts as committee secretary to committees and/or working groups, as assigned. Among other things, this responsibility includes drafting workplans and agendas, proofreading content, formatting documents, posting agendas and agenda packages online, minute-taking, record keeping, conducting research, report writing, meeting scheduling and logistics, communications, and relationship management.
• Provides support and coordinates all aspects of standing governance functions, events, and special projects, including the Board retreat, governance dinner, education sessions and orientation. Among other things, this could include planning, executing, monitoring, and closing out projects and events as well as logistical arrangements.

• Assists the University Secretariat’s Office in managing workload and deliverables, as needed , including but not limited to:
  • Populating committees/governing bodies and with membership transition and orientation;
  • Arranging times and dates for committee/governing body meetings in consultation with others as required;

• Providing support for elections run by the University Secretariat’s Office, including all communications and logistics.

• Handles highly confidential materials with discretion, including details of discussions and correspondence.
• Interacts regularly with various stakeholder within and outside the university.
• Assists with other tasks/support to the University Secretariat’s Office, as needed.

Provides Support Related to University Policies

• With input from the Associate University Secretary, Senate, develops and maintains an understanding of the University’s policies, procedures and guidelines, and the framework within which they are managed.

• Supports the University Secretariat Office with the development of university policies and procedures, as needed. Among other things, this could include policy development and implementation, research, coordinating consultations, assisting with drafting and housekeeping updates (e.g. formatting, position titles, names of units), reviews, revisions, record keeping, and audits.
• Provides back-up for the Associate University Secretary, Senate, as necessary.

Information Technology and Records Management

• Responsible for record management, retention and archiving of records and decisions for committees and governing bodies to meet governance requirements and compliance with University policies (e.g. record retention policy) and the Freedom of Information and Protection of Privacy Act.
• Resolves issues about archiving, retrieval and retention of records and decisions, with support from the Secretariat Office, as required.
• Provides information and guidance to the University Secretariat’s Office related to records management and processes.
• Updates and maintains the Secretariat’s Office website and the confidential database of governing body members, ensuring accuracy, completeness, and currency. Regularly assesses best practices and proposes changes where necessary or desirable.
• Manages the implementation of the online Board and Senate portal. Acts as a liaison with the portal provider, Board and Senate members, and senior leaders. Maintains/updates access to and arranges appropriate permissions to electronic materials (e.g. shared drive, portals, emails, internet, access).

Operational Support and Administration

• In collaboration with the Assistant University Secretary, Governance & Policy , ensures that the office is running efficiently, and that proper business processes and systems are implemented and consistently followed.
• Works proactively to identify and facilitate the actions necessary to implement the University Secretariat’s Office priorities.
• Ensures that the logistical and administrative needs of the University Secretariat’s Office are achieved. Among other things this includes monitoring of fund availability, processing financial transactions, obtaining office supplies etc.

Qualifications

• Post-secondary education, coupled with 2 years related work experience;
• Experience working in a professional office environment and/or client service oriented role is essential;
• Ability to work in a fast paced environment while demonstrating a high degree of accuracy and attention to detail;
• Ability to work collaboratively within a team environment;
• Experience scheduling large meetings/events, involving diverse groups and using different methods of communication (e.g. telephone, email, Outlook, Doodle poll);
• Experience developing agendas, assembling and writing supporting documentation, and coordinating distribution of agenda packages for meetings of governing bodies or similar responsibilities;
• Experience researching, writing and coordinating consultations;
• Excellent interpersonal skills and highly professional demeanor;
• Excellent written and oral communication skills;
• Exceptional organizational and time management skills with the proven ability to handle multiple tasks and priorities;
• Adaptability/flexibility;
• Ability to deal with confidential matters in a discrete and sensitive manner;
• Self starter and motivator with the ability to work independently;
• Ability to interact with a wide variety of people, from students to senior executives;
• Ability to create and maintain information management and organizational systems for an office;
• High level of proficiency working with Microsoft Office software, database programs, budgeting software and web content management systems.
• Experience working in a university environment and governance related position is strongly preferred;
• Experience managing budgets, accounts payable and other office administration responsibilities for multiple offices is preferred;
• Familiarity with University governance and elections is preferred; and,
• Familiarity with University policies and procedures is preferred.

Hours of Work 

This is a Full-time, Limited-term opportunity with an anticipated end date of July 14, 2026. The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation 

$62,677 to $70,000.

Broad salary ranges include a hiring range $62,677 - $70,510, a target range $71,293 - $86,179, and a premium range $86,962 - $94,014.

When new employees are hired the appropriate base salary is determined using these sub-ranges as a guide while adhering to rules on hiring as defined in our compensation policy. Considerations for new hire salaries include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-Apply-/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.