Governance Officer, Council Operations at University of Saskatchewan in Saskatoon, SK

Job description

The Governance Office is a key link between the executive leadership and governing bodies of the university. Our mission is to enact, to uphold, and to lead good governance in all its forms. As expert stewards of process, and through our values of integrity, respect, and collaboration, we champion the best interests of the University of Saskatchewan in achieving its academic, discovery, and outreach mission. Summary: The governance officer coordinates the operational activities of the university council and its committees, supporting governance business through established processes and procedures, in a confidential capacity. This position coordinates committee meeting cycles, governance materials, records of decision, academic proposals, and related follow-up activities. This role provides routine procedural guidance to committee chairs, members, academic units, and administrative staff submitting or supporting council business. The officer maintains governance records, workflows, and tracking mechanisms and identifies emerging operational issues for further consideration. This position also supports the implementation of approved operational changes and the ongoing maintenance of governance resources, systems, and processes. Duties and Responsibilities: Coordinates council committee calendars, annual work plans, recurring business, submission deadlines, and maintains tracking mechanisms for governance activities, approaching deadlines, governance requirements, and items requiring follow-up. Provides strategic and logistical support to council committee chairs in all aspects of meeting planning, orientation, coordination, communication, stakeholder engagement, documentation, and follow-up. Coordinates records and follow-up for academic approvals and assigned university centre governance matters and refers questions about jurisdiction, exceptions, precedents, or competing approval requirements for further consideration. Reviews submissions for completeness, required documentation, recorded prior approvals, and consistency with approved templates, and maintains communication with submitting units to facilitate progress on governance matters. Receives and tracks academic program, curriculum, and other proposals assigned to council and its committees, checks procedural requirements, routes materials through established pathways, and maintains proposal status information. Prepares and distributes meeting packages, records proceedings, drafts minutes and routine resolutions for review, and coordinates the confirmation, publication, and archiving of approved records. Tracks decisions, referrals, action items, and reporting commitments, communicates approved decisions, and follows up with responsible individuals and units. Provides submitting units with routine guidance on deadlines, templates, documentation, and the sequence of review and identifies delays or missing requirements. Implements approved operational changes and maintains templates, checklists, guidance, and tracking tools, and supports consultation logistics and records for policy reviews. Maintains accurate and accessible agendas, minutes, decision histories, approval records, and procedural resources in accordance with confidentiality, access, and retention requirements. Administers council document systems and relevant web content, maintains access permissions within established arrangements, and maintains current approved materials for users. Compiles information, prepares routine summaries and status reports, identifies recurring operational problems, and recommends improvements. Communicates and acts in a respectful and professional manner, collaborates effectively, abides by policy, and contributes to a positive and productive work and learning environment. Engages in continuous learning by participating in activities, training, and events related to Indigenous engagement, reconciliation, equity, diversity, and inclusion. Demonstrates respect and dignity for all