Governance & Information/privacy Officer, Office of - Toronto, Canada - OCAD University

OCAD University

Verified Company

Toronto, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Reporting to the Board Secretary & Director, Strategic Planning, the Governance & Information/Privacy Officer, Office of the President is responsible for the provision of administration, support and coordination for the University Board of Governors, the University's Information and Privacy processes, and the Office of the President.

Summary of Responsibilities:

Board of Governors

Provide governance, meeting management and volunteer support for the Board of Governors and related committees and subcommittees of the Board
Provide administrative support in the coordination of Board of Governors/Committee inperson and hybrid meetings, including booking rooms, preparing materials for distribution, writing minutes, and managing general correspondence with Board members and stakeholders
Maintain and coordinate the calendar for the Board Secretary & Director, Strategic Planning
Create and maintain Board/Committee workplans, calendars and a tracking system for Board/Committee decisions
Prepare reports and briefing notes on behalf of the President or Board Secretary & Director, Strategic Planning for the Board of Governors and Senate, as assigned, and on behalf of the Board of Governors to other governance bodies or stakeholders
Work together with the Secretaries of the Board of Governors and Senate to jointly provide effective and efficient secretariat support for the Joint Board of Governors-Senate Liaison Committee and its meetings and activities
Support the recruitment and election/appointment processes, and procedures for new members of the Board of Governors
Manage the orientation and onboarding of new members of the Board of Governors, including the coordination of orientation sessions and materials/manual
Working closely with the Board Secretary & Director, Strategic Planning, provide appropriate exchange of information anddecisions between the Board of Governors and administration, and follow up as required on decisions and actions of theBoard
In conjunction with the Board Secretary & Director, Strategic Planning manage the planning and logistics for Board offsite retreats and Board events
Provide support and guidance to the Chair, Vice Chair(s) and Committee Chairs of the Board of Governors, President and Board Secretary, as appropriate, in all duties contributing to the successful governance of the Board of Governors
In conjunction with the Board Secretary, manage the activities and strategies of, and provide support and assistance to, the Board Chair
Coordinate communication to and from the Board Chair to OCAD University
Manage the master calendar of the Board Chair, prepare the Board Chair for meetings and events, and accompany the Board Chair to meetings and events, as required
Prepare the Board Chair for all of their duties for Convocation in conjunction with the Office of the President
Review and update the sections of the OCAD U website pertaining to the Board of Governors
Under the direction of the Board Secretary & Director, Strategic Planning, develop and maintain accurate electronic and manual filing systems for the Board Secretariat

Information & Privacy

Under the direction of the Board Secretary & Director, Strategic Planning, manage the response to requests for access to university records, including formal requests and appeals under the Freedom of Information and Protection of Privacy Act (FIPPA)
Draft decision letters in response to formal requests under FIPPA
Prepare the University's Annual Report to the Ontario Information & Privacy Commissioner
In consultation with the Board Secretary & Director, Strategic Planning, update and maintain templates and guidelines pertaining to access to information and privacy matters under FIPPA
Review, maintain and update sections of the OCAD U website pertaining to access to information and privacy matters under FIPPA, as required
Respond to queries about privacy matters from the OCAD U community
In consultation with the Board Secretary & Director, Strategic Planning, develop and maintain accurate electronic and manual filing systems for FIPPA requests

Office of the President

Provide administrative support to permanent and/or adhoc committees/task groups, as required, including scheduling meetings, booking rooms, writing and editing minutes and preparing and distributing meeting materials
In conjunction with the Board Secretary and Director, Strategic Planning, assist with initiatives related to the implementation of the university's strategic plan
Provide back up support to the Executive Assistant, Office of the President, as required
Review and update the sections of the OCAD U website pertaining to the Office of the President
Support the Board Secretary & Director, Strategic Planning in other duties that contribute to the seamless operation of the Office of the President

Qualifications: