University Secretary

1. Governance Support:

• Coordinate activities related to the Board of Trustees, including scheduling meetings and distributing materials required for informed discussions/votes.
• Ensure that the Board acts within its powers and authority and for the effective conduct of its business. In particular: 
  • Lead on advising the Board on its powers and procedures and provide information to assist in its adherence to the highest standards of university governance. 
  • Work closely with the Board Chair and President (to whom this role jointly reports) to ensure that the Board is fully involved in the development and monitoring of the University Strategic Plan, and other key strategic and policy developments. 
  • Support the Board in the recruitment and on-going development of Board Trustees.

2. Administrative Support:

• Oversee the administration and organization of all Board meetings and Board committee meetings, including the keeping of meeting minutes, the collection and the organization of Board documents.
• Ensure the execution of Board decisions and maintenance of Board records. 

3. Documentation Management:

• Maintain accurate records of university policies, procedures, and regulations.
• Oversee filing systems (both physical and electronic) to ensure easy retrieval of documents.
• Prepare official documents such as reports, proposals, and presentations.

4. Graduation and Ceremonial matters

• Organize graduation events and other University events and ceremonies as requested.
• Serve as the headquarters for ceremonial matters, including keeping of the University seal, University mace and medallion.

5. Managing University-wide elections

• Administer university-wide elections and act as Returning Officer to oversee the fair and good conduct of Board elections.
• Provide advice on sound electoral practices in other arenas of the University, and for Student Government. 

6. Confidentiality & Ethics Compliance

• Adhere strictly to confidentiality protocols when handling sensitive information about staff/students/university matters; and promote ethical practices throughout all interactions.