Governance Manager

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The internal deadline for this posting is August 8, 2025 at 11:59pm

Job Description:

Primary Purpose
The Governance Manager acts as secretary to a wide range of decision-making bodies and supports generally the governance functions of WUSA, including the provision of advice and guidance to all WUSA constituencies as a demonstrably neutral and objective resource. The Governance Manager oversees the documentation, provision, maintenance, and stewardship of records of the Corporation and those of joint committees or boards with WUSA and the University of Waterloo or parties external to the University community. This role advises senior WUSA administrators on the interpretation of and compliance with the bylaws and various policies and procedures.

Key Accountabilities

Governance Management
• Acts as secretary to a wide range of decision-making bodies and supports generally the governance functions of WUSA, including the provision of advice and guidance to all WUSA constituencies (societies and clubs) as a demonstrably neutral and objective resource.
• Advice and interpretation of by-laws, policies, and procedures.
• Management and oversight of Annual General Meetings and Town Halls.
• Writing governance documents, policies, procedures, and reports as required including regular review of governance best practices.
• Supports and provides guidance to the WUSA Board of Directors, and committees and joint committees on governance related matters.
• Overall responsibility for the work of the committees.
• Responsible for knowledge of developments in the areas related to committee’s mandate and provide briefings to committee chairs, officers, and management.
• Coordinating the preparation for and follow-up to committee meetings, including agendas, reports to governance bodies and the written record of the meetings.
• Preservation of corporate memory for Board and Council, supporting the Executive Director as required.
• Thorough familiarity of WUSA, Societies and University by-laws, policies, and procedures and with governance processes required by statute or government regulation.
• Acts as a lead resource on matters related to internal governance processes.
• Manages inquiries from the undergraduate community regarding administrative governance and processes.
• Incumbent drafts agendas, minutes, and reports for designated committees or decision-making bodies for which an Officer is chairperson of the committee or body.

Training and Transition of Governance Bodies, and Committees

• Provides support to Executive Director and President with transition/orientation of officers and directors.
• Provide ongoing support and coaching to the Board of Directors as required.
• Orientation of new members to committee-related responsibilities providing appropriate training, reviewing any outstanding items, and providing a summary of previous years’ decisions.
• Annual review of transition/training of Governance Bodies and committees with report to the Executive Director/President including recommendations.

Organizational Compliance Oversight
• Maintains thorough knowledge and understanding of Ontario Corporations Act, the University of Waterloo Act, and all applicable legislation which significantly impacts WUSA.
• Maintains very thorough knowledge of WUSA’s corporate by-laws, policies and procedures and committee mandates.
• Ensures actions and decisions of our governing bodies are compliant with by-laws, polices, procedures and legislation.
• Oversees the documentation, provision, maintenance, and stewardship of records of the Corporation and those of joint committees or boards with WUSA and the University of Waterloo or parties external to the University community.

Elections and Referendum Management
• Serve as the Chief Returning Officer for WUSA and student senate elections.
• Acts as an administrator supporting elections or selection of Officers, Directors, and all WUSA Election/Referendum committees.
• Supports annual review of all Elections/Referendums and provides summary report and recommendations.
• Develops, maintains, and communicates electoral procedures and guidelines as required.
• Acts as project manager/lead to the Elections and Referendum committees/teams by providing management oversight to the Elections/Referendum processes.

Investigation Management
• Sound knowledge of the Ontario Human Rights Code, Occupational Health and Safety Act and internal policies on discrimination and harassment.
• Propose amendments to internal policies on discrimination and harassment to ensure compliance with regulation or as may be required.
• Receive complaints on workplace bullying or harassment, assist the complainant (where necessary) in completing the internal disclosure form and initiate a formal investigation regarding the complaint.
• Prepare a detailed report of summary of evidence received, description of any conflict of evidence, findings of credibility, findings of fact and conclusion about whether a violation of the harassment and discrimination policy and/or the provisions of the relevant regulation as occurred.
• Prepare an annual report on the number of complaints received and investigated.
Societies Support
• Provide governance related advice to societies as required.
• Assist in reviewing and interpreting internal governing documents for societies; amend or draft new governing documents as required.
• Provide assistance to societies as needed in the execution and delivery of quasi-judicial responsibilities.
Liaison to External Counsel
• Liaise with the lawyers to provide advice on different legal risk factors that can affect WUSA’s business decisions and operations.
• Discuss board or member approved amendments to the bylaws and other internal governing documents with the lawyers and present draft amendments (where requested by board) for their review.
• Seek legal advice on matters pertaining to societies that have been brought to WUSA’s attention.
Governance Personnel Management
• Participate in the hiring and development of governance personnel.
• Assign and review tasks delivered by the governance assistant.
• Conduct annual performance appraisal and goal setting with the governance assistant.
• Develop the annual governance budget for the team.

Required Qualifications

Education
• Undergraduate degree in a relevant field of study such as corporate governance, business administration, economics, and public policy
• Master's degree or professional degree in law, policy and governance strongly preferred.
Experience
• 5 years’ progressive experience in a leadership or management/supervisory role including working with executive and senior management roles.
• 3 years’ experience leading workplace investigations including reading and applying the Ontario Human Rights Code and the Occupational Health and Safety Act .
• 3 years’ related experience as a recording secretary in a governance-related position, preferably in the public sector, or an equivalent combination of practice-related and governance experience in not-for-profit or post-secondary sectors
• 3 years' experience working on and with different governing or decision-making bodies, ideally within a not-for-profit.
• 2 years' experience writing and interpreting a corporation’s governing documents.

Knowledge/Skills/Abilities
• Thorough knowledge of the Ontario Corporations Act and proven ability to interpret and apply in a not-for-profit environment.
• Knowledge and application of best practices for a governance structure including thorough understanding of bylaws, policies, procedures, and protocols.
• Excellent collaboration, organization, communication, and leadership skills
• Ability to understand and appreciate diverse points of view about complex and often inter-related issues.
• Demonstrated ability to maintain productive working relationships with people at all levels both internally and externally.
• Ability to apply principles effectively and consistently to factual situations in a highly confidential environment.
• Good working knowledge of parliamentary procedure (e.g. Robert’s Rules of Order) and procedures for the conduct of meetings, both formal and informal
• MS office knowledge with Word and PowerPoint at an expert level
• Conflict Management skills - ability to effectively influence, negotiate and build consensus when working with a diverse group of people.
• Strong coaching/mentorship and people management skills.
• Investigative skills - ability to apply basic interviewing techniques, critical thinking, analyze evidence received, and prepare comprehensive report on findings.
• Superior political acumen

Equity Statement

The University of Waterloo acknowledges that much of our work takes place on the traditional territory of the Neutral, Anishinaabeg, and Haudenosaunee peoples. Our main campus is situated on the Haldimand Tract, the land granted to the Six Nations that includes six miles on each side of the Grand River. Our active work toward reconciliation takes place across our campuses through research, learning, teaching, and community building, and is coordinated within the Office of Indigenous Relations.

The University values the diverse and intersectional identities of its students, faculty, and staff. The University regards equity and diversity as an integral part of academic excellence and is committed to accessibility for all employees. The University of Waterloo seeks applicants who embrace our values of equity, anti-racism and inclusion. As such, we encourage applications from candidates who have been historically disadvantaged and marginalized, including applicants who identify as First Nations, Métis and/or Inuk (Inuit), Black, racialized, a person with a disability, women and/or 2SLGBTQ+.

Positions are open to qualified candidates who are legally entitled to work in Canada.

The University of Waterloo is committed to accessibility for persons with disabilities. If you have any application, interview, or workplace accommodation requests, please contact Human Resources at hrhelp@uwaterloo.ca or 519-888-4567, ext. 45935.