Date:	July, 2013
Reports to (Job Title):	Executive Officer
Jobs Reporting (Job Titles):	None
Location:	Main Campus
Grade:	USG 7 35 hr/wk

Primary Purpose

This position independently supports the campus’ Information Technology (IT) advisory and governing committees. The IT Governance Secretary provides institutional memory and stability, keeping records of the governance and administration of these committees, ensuring adherence to related policies/practices, communication between IT committees and out to the campus, as well as continuity between successive administrations.

Key Accountabilities:

1. Administration and support of campus IT governing committees. The Secretary is responsible for understanding the mandates and independently supporting the work of campus IT advisory and governance committees. These committees include but are not limited to:

University Committee on Information Systems and Technology (UCIST)
Computing Technology Services Committee (CTSC)
IT Strategic Planning (ITSP)
Campus Network Services Committee (CNSC)
Web Advisory Committee (WAC).
Ad hoc IT committees, as assigned.

This work involves briefing chairs and coordinating the preparation for and follow-up to meetings, including agendas and supporting material, and the written record of the meetings. Provide background research to inform of policies, best practices, and previous decisions.

2. Working with the IST Communications Officer, liaison between these bodies and constituencies affected by the work of a particular committee. This includes serving as resource for campus IT staff for the application of IT policies, guidelines and practices.

3. Ensure historical continuity through chair succession.

4. Other administrative functions, including but not limited to:

Supporting the activities of the Chief Information Officer as required
Supporting the activities of the Executive Officer as required
Providing back-up to the position of Executive Assistant to the Chief Information Officer when required
Other duties as assigned by the Executive Officer

Position Requirements

Education:

University degree, preferably in Arts or Business, or equivalent education and experience.

Experience:

Extensive secretarial experience at the executive level
Proven ability to work in a highly confidential environment
Demonstrated ability to support the work of executive committees
Thorough understanding of procedures for the conduct of meetings, both formal and informal
Superior oral and written communication skills
Proven ability to manage a large volume of work, conflicting priorities and multiple deadlines
Demonstrated ability to work independently
Demonstrated ability to understand and appreciate diverse points of view about technical and often inter-related issues so that the written record of a meeting can be captured succinctly, and with clarity and precision.
Strong analytical and problem-solving skills
Sound judgment, tact and diplomacy
Familiarity with University of Waterloo policies and procedures an asset

Technical:

MS Word

Excel

PowerPoint

Other

Advanced

Average

Microsoft Outlook/Exchange Calendar

WCMS

Experience with communication systems (e.g., Sharepoint, mailing lists, web, social media) that may be used to convey messages to committee members and others.

Nature and Scope

Interpersonal Skills:

Internally, makes contact with senior management of the department as well as campus faculty, staff, and students to: obtain, clarify, and discuss information; obtain action and reach agreement. Regular contacts include:

IST Management including the Chief Information Officer, Executive Officer, Directors, Assistant Directors, and Managers
Chairs of Committees
Staff in the President’s Office, VP & Provost Office, and Secretariat.
Counterparts in other departments and faculties.
Staff in university service departments.

Externally, makes contacts with the following to obtain, clarify and discuss information

Counterparts at other universities

Level of Responsibility:

The job has specialized work with minimal supervision and provides guidance to others.
The job includes providing advice and guidance to committee chairs, committee members, and campus IT staff.

Decision-Making Authority:

Make decisions about how to record decisions so that precedents are established and followed consistently
Upon learning of new IT initiatives or changes to existing IT environment, make decisions as to which committees need to be informed and when.
Makes independent decisions whether to handle inquiries and/or resolve issues, or to redirect as appropriate
Makes decisions about communication medium to be used for specific messaging

Physical and Sensory Demands:

Minimal demands typical of an administrative position within an office environment

Working Environment:

Travel: None

Working Hours: Regular Working Hours.

Risks – physical and psychological:

Physical risks

No significant risks Psychological risks

Psychological risks

No significant risks