Coordinator, Treasury Board Governance

Job title: Coordinator, Treasury Board Governance

Job description: Position Number: 50020998 /
Department: Treasury and Investments
Grade: B-11
Campus: Sir George Williams (Downtown)

Salary: $70,722.00 – $84,458.00 per annum
Union/Association/HR Policy: HR POLICIES

Posting deadline: March 7, 2024

Recognized as Canada’s top university under the age of 50, and one of Montreal’s top Employers, Concordia University is the place to be if you are looking to grow, contribute and innovate in a dynamic and multicultural environment.

Be part of a community that addresses society’s big challenges, supports your personal and professional growth, and makes a real impact in building a more sustainable world.

As a member of our community, you will have access to comprehensive benefits, a defined pension plan and numerous on site well-being facilities such as a state of the art gym and health clinic as well as a variety of educational and cultural opportunities.

NOTE: This posting represents a contract for the duration of four years with the possibility of extension.

SCOPE
Reporting to the University Treasurer and CIO with a dotted line relationship to the Executive Assistant to the Treasurer and CIO, the incumbent acts as the coordinator for the various fiduciary committees and sub-committees of the Pension Plan and Foundation and plans and organizes the related administrative and technical systems. They develop, coordinate, and monitor workflow procedures and systems to ensure maximum efficiency and a productive work environment to achieve established goals.

PRIMARY RESPONSIBILITIES

• Serve as administrator for the committees established by the Office of the Treasurer and CIO. This includes, but is not limited to: Pension, Foundation, Investments, Pension Audit and Longevity Management amongst others. Serve as a backup administrator for any of the Employee Benefits, Enterprise Risk, and Capital Budget Committees.
• Act as the coordinator for various board committees and sub-committees; include convening, rescheduling and coordinating regular monthly, quarterly and annual meetings, managing the development of the agendas, minutes drafting, carrying forward resolutions and recommendations, drafting final reports, maintaining membership lists and any other follow through responsibilities as required by any such committees. Provide these same functions as well as governance reporting, compliance reporting, etc., in conjunction with senior management for other committees established by the Office of the Treasurer, and other senior administrative bodies, as required.
• Provide project management leadership on assigned executive administration projects and initiatives; includes but is not limited to: policy review and updates including revision, process design, creation and implementation, internal audit follow-ups, document retention and optimization of archiving systems as well as identifying data cleansing needs. Oversee operational workflow processes for each project in order to maintain efficiencies. Review and make recommendations to senior management to ensure maximum efficiencies.
• Update unit processes, including the development of standard operating procedures and other tracking tools in conjunction with the Office of the Treasurer and CIO. Develop new procedures and practices under the supervision of senior management.
• Prepare and proofread information for business communication – memos, emails, presentations.
• Maintain all support files for reporting requirements using Sharepoint or other cloud network system. Ensure online content presented by and for the Foundation and Pension Plan is accurate and up to date, according to responsible parties.
• Maintain an online file repository system using the current platform and seek ways to improve and optimize its features. Manage processes to integrate customized cloud Knowledge Management System (KMS) for investments administration.
• At the request of senior management, conduct research on specific governance topics and issues. This includes creation, compilation and analysis of data and information in the preparation of external and internal dossiers. Subject matters are sensitive and involve highly confidential issues such as reported conflicts of interest, amongst others.
• Prepare dossiers/special project reports for the direct reports of the Treasurer and CIO. This requires input from a wide variety of individuals, research on a wide variety of topics and compilation, analysis and synthesis of data and information (ie: cost, resources, schedule, surveys).
• Maintain an updated contact database and ensure its integration with client relationship manager (CRM) tool. Collaborate with team on related special projects and provider searches.
• Support the Office of the Treasurer and CIO in the various committee event coordination. This includes data gathering, logistics and analysis for optimal committee and event planning and execution.
• Support the Executive Assistant to Treasurer and CIO and Department Assistant with certain administrative affairs.

QUALIFICATIONS

• Bachelor’s Degree in a field pertinent to the primary responsibilities and two to four years of relevant experience.
• Familiar with governing structures involving by-laws, charters, policies and Robert’s Rules of Order
• Knowledge of the pension plan industry, governance framework and legislation applicable to pension committees in Quebec is an asset.
• Very good knowledge (Level 5) of spoken and written English and good knowledge (Level 4) of spoken and written French in order to provide and interpret detailed information, and deal with complex situations in both official languages.
• Excellent communication and organizational skills. Demonstrated experience with tact and diplomacy in dealing with a variety of institutional stakeholders.
• Strong business writing and proofreading skills, to produce high quality meeting minutes
• Ability to work in Windows and Office 365 environment; Advanced knowledge of Word and Excel; Good knowledge (Intermediate level) of PowerPoint, Outlook, Adobe Acrobat, Zoom and electronic signature platforms. Familiarity with online databases like SharePoint.
• Sound planning, procedural revision and training documentation creation, and workflow mapping competencies.
• Ability to be discreet when discussing confidential information.
• Ability to respond to tight deadlines, including follow-ups.
• Ability to adapt to changing timelines and deliverables. Demonstrated solution-oriented approach.

Due to the volume of applications, only selected candidates will be contacted by our Talent Team.

Concordia University is an English-language institution of higher learning at which the primary language of instruction and research is English. Since this position supports academic and administrative functions of the university, proficiency in English and French, as indicated, is required.

IMPORTANT: The language and computer skills of short-listed candidates will be tested.

Territorial Acknowledgement
Concordia University is located on unceded Indigenous lands. The Kanien’kehá:ka Nation is recognized as the custodians of the lands and waters on which we gather today. Tiohtià:ke/Montreal is historically known as a gathering place for many First Nations. Today, it is home to a diverse population of Indigenous and other peoples. We respect the continued connections with the past, present and future in our ongoing relationships with Indigenous and other peoples within the Montreal community.

Employment Equity
Concordia University is strongly committed to employment equity within its community, and to recruiting a diverse faculty and staff. The University encourages applications from all qualified candidates, including women, members of visible minorities, Indigenous persons, members of sexual minorities, persons with disabilities, and others who may contribute to diversification; candidates are invited to self-identify in their applications. As part of your application, you will be asked to complete a diversity survey. This information is voluntary and any information collected for this purpose is confidential and cannot be accessed by search committees or human resources employees. Results will be aggregated and used to help Concordia achieve its goal to see all members of our community not only reflected, but welcomed, included and supported in their efforts to contribute to all areas of university life.

Accessibility
Concordia desires to increase diversity among its community members and we strive to make our recruitment processes as accessible as possible and provide accommodations as required for applicants. If you are contacted for an interview and anticipate needing accommodations during the process, please contact, in confidence, hr-employment@concordia.ca

Immigration Status
All qualified candidates are encouraged to apply; however, Canadian and Permanent Residents will be given priority. To comply with the Government of Canada’s reporting requirements, the University is obliged to gather information about applicants’ status as either Permanent Residents of Canada or Canadian citizens.

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