Assistant University Secretary
Tracking Code: req1859
Faculty/Department: Office of President
Number of Positions: 1
Appointment Type: Full-Time Continuing,
Hours of Work: 35 hours per week
Non-Union Hiring Zone: Job Level 9 - $75,900 - $95,700
Posting Date: December 2, 2025
Closing Date: December 9, 2025 (7:00 pm EST)
Job Summary
Job Summary
Assistant University Secretary supports the University Secretary in the fulfillment of all duties of the University Secretariat. Those duties include: being the primary governance advisor to the Board of Governors (Board), Academic Council (AC), the Committees thereof, the President and Vice-Chancellor, and the senior leaders of the University; providing secretariat support to the Board, AC and their Committees, administering the University's policy framework, administering and supporting the hearings of academic and nonacademic appeals, etc.
Responsibilities / Accountabilities
- Secretariat - Board of Governors and Academic Council
Prepare drafts of key governance documents (agendas, minutes, memos, work plans)
Post materials to either the Board portal or the University website
Monitor term limits for Governors, members of Academic Council, and their Committees
Monitor the Board of Governors and Academic Council mailboxes
Liaise with Governors, members of Academic Council, the Office of the President, Senior Leaders and their teams on matters proceeding to Board or Academic Council
Provide meeting logistics support
- Governance
Advise Governors, members of Academic Council, senior leaders, and anyone else interfacing with the Board/AC on governance process and procedure
Ensure governance web content is current
Ensure Board portal resources content is kept current
- Appeals
Monitor the appeals e-mail box
Triage incoming appeals for completeness
Re-direct appellants to other areas of the University as appropriate
Prepare preliminary packages for the Academic Appeals Committee
Consult with the University Secretary on readiness of appeals for Committee review
Schedule Committee reviews and hearings
- Other Duties
Support the other functions of the University Secretariat as needed; assist with special projects as assigned
Job Requirements
Required Skills
A sound understanding of corporate governance principles and a successful track record facilitating and advancing the work of governance bodies.
Ability to maintain a high level of confidentiality while handling sensitive information and exercising appropriate protocol for working with this type of information.
Exceptional attention to detail.
A self-starter with excellent independent decision-making skills and the judgment to seek direction and guidance when required.
Strong research, planning, analytical, critical, strategic and systems thinking, and problem-solving skills.
Ability to work collaboratively and consultatively to build and maintain effective relationships with all levels of constituencies and stakeholders, including faculty, employees, students, and the external community.
Excellent written and oral communication skills, tact, diplomacy, discretion, and conflict resolution skills.
Superior organizational and time management skills to plan, execute, and complete tasks effectively; work well under pressure; and balance competing demands of routine work with new priorities.
Strong computer skills with advanced proficiency in Google Suite, Microsoft Office Suite, Adobe Software, collaboration tools (Teams, SharePoint, OneNote, Lists, Forms), Mach Forms, CMS (website), and digital workflow systems.
Openness to learning, professional development, and innovation.
Required Education
Completion of a four-year university degree.
An equivalent combination of education and related experience may be considered.
Verification of academic credentials may be required.
Required Experience
3–5 years’ experience with demonstrated understanding of university governance and academic and administrative planning and decision-making processes.
How to Apply:
Interested candidates should submit in electronic format a covering letter and their resume. Applications will be accepted until December 9, 2025 or until a suitable candidate is found. We appreciate all applications received; however, only those candidates selected for an interview will be contacted.
Ontario Tech University is actively committed to equity, diversity, inclusion, indigenization and decolonization (EDIID), and welcomes applications from all qualified candidates, while especially encouraging applications from First Nations, Metis, Inuit peoples, Indigenous peoples of North America, racialized persons, persons with disabilities, and those who identify as women and/or 2SLGBTQ+. All qualified candidates are encouraged to apply; however, Canadian citizens, permanent residents, Indigenous Peoples in Canada, and those eligible to work in Canada, will be given priority.
Ontario Tech University respects people's different needs and therefore will take all reasonable steps to ensure accommodation for applicants where appropriate. The University is also committed to ensuring that confidentiality is maintained throughout all aspects of the recruitment cycle.
If you require accommodation, please contact Julie Day, Health and Disability Management Specialist. For more information about the universities policies for accommodating employees with disabilities please review the university’s Accessibility Policy.
The university acknowledges the lands and people of the Mississaugas of Scugog Island First Nation which is covered under the Williams Treaties. We are situated on the Traditional Territory of the Mississaugas, a branch of the greater Anishinaabeg Nation which includes Algonquin, Ojibway, Odawa and Pottawatomi.
Job Location: Oshawa, Ontario, Canada
Expected Start Date: 1/5/2026
