Governance and External Relations Administrator

Job Responsibility:

Governance and External Relations Administrator

POSITION DESCRIPTION

CLASSIFICATION - ADMINISTRATION

REPORTS TO - GENERAL MANAGER

JOB SUMMARY

The Governance and External Relations Administrator is responsible for assisting the Executive Council, General Assembly and ULSU staff. They play a crucial role in supporting the governance framework and fostering positive relationships with external stakeholders. This position is responsible for ensuring effective administration of ULSU's governance processes, facilitating communication and collaboration among the Executive Council members, General Assembly and external partners to enhance the overall operational efficiency of the organization. Areas of responsibility include but are not limited to: Creating meeting agendas & minutes, reference for policies & bylaws, research, data entry, advocacy support, board orientation, committee work, student election & transition and general support where necessary for the Students' Union.

INTERNAL GOVERNANCE

? Assist the President and/or Chair in the organization of the Executive Council and General Assembly Meetings.? Assist in the organization of internal committee meetings.? Prepare agendas, minutes and other relevant documentation for meetings. ? Assist with the development of Annual Executive Action plan and priorities. ? Provide training and resources to student representatives on governance processes and best practices.? Maintain up-to-date records of governance activities and decisions.? Act as a reference regarding Robert's Rules of Parliamentary Order. ? Assist in and facilitate media training and media interview preparation and governance training

POLICY AND COMPLIANCE

? Maintain a working knowledge of the University of Lethbridge Students' Union of the Operations Manual to ensure compliance with the ULSU's constitution, policies and bylaws.? Assist with updating policies and procedures to ensure alignment with best practices and legal requirements. ? Monitor compliance with internal governance policies and provide recommendations for improvements.? Participate and record minutes for the Strategic Planning and Legislative Review Committees.

POLITICAL AFFAIRS

? Track institutional, municipal, provincial, and federal government matters, monitor media and announcements for external post-secondary issues, and provide the Executive Committee with relevant information and data on opportunities or issues of interest to Post-secondary students.? Organize and prepare Executive Committee members for advocacy-related meetings with external stakeholders by developing strategy and key messaging, while also providing organizational support to external advocacy organizations such as the Council of Alberta University Students (CAUS) and the Canadian Alliance of Student Associations (CASA).? Act as a research support for the President and Vice President External regarding student advocacy.

GENERAL ADMINISTRATIVE DUTIES

? In collaboration with the communication Coordinator, create and distribute office newsletter, handouts, flyers and spreadsheets. ? In collaboration with the Communications Coordinator and the CRO, create election booklets and handouts, ensure all election materials are accurate and current. ? Assist staff and Executive Council in conducting research and putting together surveys.? Maintain ULSU document archives. ? Create the annual Year-In-Review report.? Assist with event promotion, information and on-site support when needed. ? Assist the Executive Council with travel and accommodations for attending conferences. ? Responsible for supporting customer service in the ULSU office ? Miscellaneous tasks as assigned to support ULSU logistics and operations in general. ? Collect and ensure all receipts are given to the ULSU Accountant at the end of every month.

TRANSITION/CONTINUITY

? Ensure all ULSU data, records and files are maintained to professional, legal and confidential standards. ? Responsible for Board orientation and transition for all incoming Executive Council and General Assembly members. Assist in planning the annual Transition Retreat.? Update and maintain all transition documents, and responsible for transition sessions. ? Assist the Vice President Academic and President with the Students' Union committee placements for the Executive Council and General Assembly. ? Maintain an ongoing file throughout the school year with pertinent information to include in the ULSU Reference Manual.

Job Type: Fixed term contractContract length: 12 months

Pay: $45,000.00-$52,000.00 per year

Benefits:

• Casual dress
• Company events
• Dental care
• Discounted or free food
• Extended health care
• On-site parking
• Paid time off
• RRSP match
• Vision care
• Wellness program

Schedule:

• Monday to Friday

Work Location: In person

Application deadline: 2024-07-26Expected start date: 2024-08-12