Position Profile
University Secretary
Western University
Spring 2017
Position Profile:
University Secretary, Western University
Caldwell Partners
1
The Organization
Western University
Western delivers an academic experience second to none. Since 1878, The Western
Experience has combined academic excellence with life-long opportunities for
intellectual, social and cultural growth. The University’s research excellence expands
knowledge and drives discovery with real-world application. Western attracts
individuals with a broad worldview, seeking to study, influence and lead in the
international community. From its home in London, Canada, outward across every
continent, Western prepares future leaders to succeed.
Students from 121 countries share in classroom experiences and engage in studyabroad, research and volunteer opportunities that broaden perspectives and knowledge.
Western University has 28,864 undergraduate and graduate students enrolled in its
twelve faculties and schools (Faculty of Arts & Humanities; Richard Ivey School of
Business; Faculty of Education; Faculty of Engineering; School of Graduate and
Postdoctoral Studies; Faculty of Health Sciences; Faculty of Information & Media Studies;
Faculty of Law; Schulich School of Medicine & Dentistry; Don Wright Faculty of Music;
Faculty of Science; Faculty of Social Science) and three affiliated university colleges
(Brescia University College; Huron University College; King’s University College). The
University also maintains active partnerships with a number of teaching hospitals and
research institutes; it is a member of the U15 Group of Canadian Research Universities.
Over 1,400 faculty and almost 2,500 staff work collegially to advance the University’s
mission and vision. The University campus extends over 6,170 hectares, and the operating budget is approximately $750 million. The fourth-largest academic library system in
Canada, Western Libraries has a collection of over 5.4 million books. Western is
recognized as one of Canada’s Top 100 Employers.
Mission: creates, disseminates and applies knowledge for the benefit of society through
excellence in teaching, research and scholarship. Our graduates will be global citizens
whose education and leadership will serve the public good.
Vision: Western will be a destination of choice for the world's brightest minds seeking
the best learning experience at a leading Canadian research university.
For more information, please visit www.uwo.ca.
Position Profile:
University Secretary, Western University
Caldwell Partners
2
Key Relationships and Contacts
Title:
University Secretary
Reports to:
Chair, Board of Governors
President and Vice-Chancellor
Reports:
6.5 FTE
Budget:
$1.6 million (including Convocation budget of ≈ $400,000)
Location:
Stevenson Hall, Western University Campus, London, Ontario
Position Status:
Permanent, full-time position
Key Relationships:
The Board of Governors consists of 28 members; it has five
standing committees and a number of subcommittees to
which the Secretariat provides direct support.
The Senate has 103 members; it has twelve standing
committees and a number of subcommittees to which the
Secretariat provides direct support.
Internal contacts are extensive and varied. There is frequent
contact with the President and the senior leadership team,
the leadership of the Board of Governors, the University’s
Legal Counsel, deans, student leaders and members of the
Board and Senate. The Secretariat is also available to provide
advice to members of the wider University community.
External contacts include outside legal counsel, the Council of
Ontario University Secretaries, the Association of Governing
Boards of Universities and Colleges, members of the general
community, government officials and – on occasion –
members of the press.
The Role
Overview
The Secretary of the Board of Governors and the Senate is the University’s most senior
advisor on governance issues. Reporting to the President and Vice-Chancellor and to the
Position Profile:
University Secretary, Western University
Caldwell Partners
3
Chair of the Board of Governors, the Secretary is responsible for facilitating and
stewarding the activities of the Board of Governors, the Senate and their committees,
subcommittees, councils, boards and tribunals. The Secretariat is also the first point of
contact for members of the University community who have questions about policy.
Arbiter of governance and parliamentary officer, the Secretary ensures the effective,
efficient operation of the University’s bicameral system of government, and is responsible to the entire University community for the provision of timely, accurate and
objective information and advice, as well as interpretation and application of policies
and bylaws. The general objectives of the position are to:

promote a strong and effective relationship among the governing bodies, the
administration and the University community;

act as the parliamentary officer of the University;

work closely with the Chair of the Board, the President, senior administration and
committee chairs to ensure timely and appropriate consideration of proposals in the
governance system;

anticipate and advise on substantive or procedural difficulties;

be well-informed about and maintain University policies and procedures, noting
when updates or revisions are needed, identifying policy gaps and assisting with
drafting such policies and procedures;

oversee the establishment and maintenance of systems to support institutional
memory;

cooperate closely with and be supportive of the Board, the Senate, and the
committees which are served by the Secretariat;

be responsive to all appropriate requests for information, assistance and advice
within the context of the resources of the Secretariat;

as the Secretariat’s director, manage the operations of the office and supervise and
develop Secretariat staff.
Major Responsibilities and Activities
The Secretary reports administratively to the President and Vice-Chancellor of the
University. Functionally, the Secretary is also accountable to the Chair of the Board of
Governors. Supervision is on an informal basis, although contact is regular – usually
daily – and often involves matters of a sensitive nature.
Position Profile:
University Secretary, Western University
Caldwell Partners
4
In accordance with The University of Western Ontario Act, the University operates under
a bicameral system of government comprising the Senate and the Board of Governors.
The Board is responsible for the governance, conduct, management and control of the
University and of its property and affairs. The Senate is responsible for setting the
academic policies and priorities of the University.
The Board and Senate conduct their business through a network of standing committees,
subcommittees, councils and tribunals which make recommendations to their parent
body or the President, or, where so authorized, act on behalf of the parent body. The
membership of Senate committees is widely representative of the University community
and is not restricted to members of Senate.
The Secretary is a statutory, non-voting member of the Board of Governors and of the
Senate, acts as the chief staff officer of both bodies and is an ex officio member of most of
the standing committees and subcommittees of both bodies. The Secretary and
Secretariat staff members provide support to the committees and subcommittees as well
as to the parent bodies. In addition, the Secretary supports the work of special
committees such as the Presidential Selection Committee, the Electoral Board for
Chancellor, and vice-presidential selection committees.
The Secretary assists the Senior Operations Committee of the Board in carrying out an
annual performance review of the President and acts as the executive officer to the
Presidential Review, which takes place during the fourth year of a presidential incumbent’s term. The Secretary also supports the Board’s annual self-evaluation process.
The Secretary and the Secretariat staff are responsible for the organization of the
University’s 22 annual convocation ceremonies.
The general responsibilities of the position fall into five categories of activity:
organization, management, maintenance, prevention and remedy.
1. Organization
The Secretary is responsible for providing administrative and secretarial assistance to
the Board and Senate and their committees to ensure that decisions are appropriately
and legally made. This includes preparing and distributing agendas and documents,
writing reports and minutes of meetings, and disseminating policy information and
information about decisions taken by the governing bodies and their committees to the
wider community. It also includes responsibility for identifying and proposing solutions
to procedural issues.
Position Profile:
University Secretary, Western University
Caldwell Partners
5
The Secretary is responsible for the conduct of the annual election of members of the
Board and Senate from the faculty, student and administrative staff constituencies, for
ensuring that committees are struck appropriately and in accordance with terms of
reference, and for advising the Senior Policy and Operations Committee of the Board
with respect to upcoming vacancies in Board membership in the non-elected
constituencies. The Secretary is the Chief Returning Officer for all elections held under
the auspices of the Secretariat.
The Secretary is responsible for organizing the onboarding of new members of the Board
and the Senate, and for organizing the annual, two-day Board retreat.
The Secretary is responsible for organizing the University’s convocation ceremonies,
including: all arrangements for the platform party; the negotiation of contracts for
diplomas and musicians; coordination of activities of the Officers of Convocation and
volunteers (hooders, ushers, pro-chancellors, orators, diploma presenters, etc.);
preparation of written instructions to prospective graduates and convocation volunteers; preparation of the convocation script for the Chancellor; and organizing the visits
of honorary degree recipients to campus. There are 22 convocation ceremonies at the
London campus each year: six in the fall and 16 in June. In all, over 10,000 graduates
cross the convocation stage each year.
Corporate/legal responsibilities of the position include: support for the University’s
tribunals and appeal committees dealing with student academic and non-academic
conduct; review and approval of all agreements with external organizations providing
internship opportunities for students; review and approval of all exchange agreements
with other post-secondary institutions, both in Canada and abroad; and signatory on all
major contracts and agreements entered into by the University. These responsibilities
entail a close working relationship with the University’s Legal Counsel.
2. Management
As budget head for the Secretariat, the incumbent is responsible for the long-term
planning of the Secretariat and for development and management of the Secretariat and
Convocation budgets.
The Secretary is responsible for the internal management of the Secretariat, including all
human resource functions, setting objectives and priorities for the office, evaluating
performance and awarding merit increases, and overseeing the daily flow of work.
Position Profile:
University Secretary, Western University
Caldwell Partners
6
3. Maintenance
The Secretary gives continuity to the work of the Board and Senate and their committees, providing members with historical information and interpretation of policies and
practices.
The Secretary is responsible for maintaining the official corporate governance records of
the University: minutes, bylaws, rules of order, policies and other documents, and for
making those records robust, efficiently accessible and publicly available as provided for
by Board and Senate rules.
The Secretary is a resource centre for the University community for information on all
matters within the jurisdiction of the Board and Senate.
4. Prevention
The Secretary is responsible for keeping a watchful eye on the flow of business through
the governance structure to ensure that matters are dealt with expeditiously and in
keeping with policies, practices and terms of reference established by the Board and
Senate or by law, and to ensure that any procedural errors or issues are identified and
dealt with. The consequences of procedural error can be serious, as decisions made by
the Senate and the Board are held up to public scrutiny and may be challenged in the
courts. Failure to follow established patterns or uphold explicit procedures may result in
loss of time and loss of credibility of the governing bodies.
5. Remedy
The Secretary is consulted frequently by officers of the University, faculty, students and
staff for advice or rulings as to how actual or anticipated problems can be resolved. Solutions are often found by applying established procedures or past procedures to the
circumstances. When a problem is unique or is a signal of recurrent situations to come,
the Secretary designs a procedure to ensure orderly resolution. Occasionally such procedures are of a magnitude to require Presidential, Board or Senate approval or to
require consultation with legal counsel.
Further information on the Secretariat is available at: http://www.uwo.ca/univsec/
Position Profile:
University Secretary, Western University
Caldwell Partners
7
Challenges and Opportunities
The role balances many factors and constituencies. The Secretary is the parliamentary
officer and arbiter of governance, while also maintaining sufficient flexibility to interpret
policies in order to find workable solutions. The role requires an understanding and a
perspective of the University as an academic institution requiring governance, and as an
operation requiring management. The Secretary must maintain confidentiality when
necessary while also operating with transparency. The role is one of influence, often
working in the background to provide support and advice, but also required to make
presentations and lead a team. The role requires precise, nuanced communication skills,
strategic and tactical thinking, the capacity to understand how policy can support innovation and strategic goals, the ability to identify and assess risks, and the administrative
leadership ability to manage the Secretariat in carrying out a variety of responsibilities.
Additional challenges and opportunities inherent in the role include:

Dealing effectively in a complex environment: The Board and Senate, partly due to
their different statutory responsibilities and partly because of their composition,
have very different modes of operation. In addition, the terms of reference of the
various committees of each run the gamut of University operations, both academic
and administrative.

Creative problem-solving: While the Secretary must work within the framework of
established policies and procedures of the two governing bodies, the position
requires initiative and the ability to exercise judgment with minimal direction or
advice from the President or the Chair of the Board, neither of whom is likely to be
an expert in governance. The Secretary must frequently find ways to address conflict
among the various constituencies on a range of issues such that the decision-making
of the Senate, the Board, and their committees is carried out in a collegial manner
with the focus on the substance of the matter at hand rather than on procedure.

Maintaining neutrality and confidentiality: Senior administrators, deans, individual
members of faculty, staff and the student body, Senators, and Governors consult the
Secretary about policies and procedures. Often advice is sought on how to deal with
difficult problems, ranging from grievances to parliamentary strategy. It is important
that the Secretary provide full information and judicious advice to any and all who
require it. Discussions are frequently on a confidential basis and the Secretary must
be vigilant to maintain the trust of the community.

Coordinating multiple concurrent activities: The role involves coordination of
multiple concurrent activities to ensure that the Board, the Senate, and their committees are adequately served. The work flow can be uneven and there are often
competing priorities – all of which must be served in a timely fashion.
Position Profile:
University Secretary, Western University
Caldwell Partners
8
The Candidate
Experience and Knowledge
The Secretary will have a minimum of ten years of experience with governance in a
senior leadership role and/or senior administrative experience, ideally in an academic
environment. The Secretary’s experience will demonstrate competence in the following
areas:

Understanding the overall functional organization of a university, especially the roles
of the Board, the Senate and the Secretariat in this environment.

Ensuring that governance procedures are followed and meetings are optimally
organized and run.

Understanding administrative law and demonstrating the ability to develop working
knowledge of the University’s responsibilities in legal aspects of its business.

Dealing with confidential information in a mature and judicious way, preserving the
integrity of the Secretariat and the University as a whole.

Ensuring the robust storage and efficient retrieval of copious, complex records.

Eliciting the confidence and cooperation of the various groups – administrators, staff,
faculty, students, alumni and the community at large – that look to the Secretariat for
assistance, information and advice.

Supporting institutional leadership in preserving autonomy in an expanding legislative and compliance environment, as well as in navigating successfully through
disruptive change.

Coaching and developing Secretariat staff.
Attributes

Demonstrates initiative, creativity, mature judgment and discretion in the
performance of all duties.
Position Profile:
University Secretary, Western University
Caldwell Partners
9

Is able to deal simultaneously and responsively with a multitude of diverse activities,
generally under inflexible and critical time constraints. Delegates willingly to team
members; also has a high capacity for work and a willingness to go beyond a regular
work schedule when required to meet deadlines.

Is intellectually agile and able to communicate ideas and information, both orally and
in writing, in a clear, concise fashion that is respectful and inclusive.

Is able to deal with conflict calmly and with tact, empathy, logic, objectivity and
patience – able to focus others on analyzing problems and identifying solutions.

Combines humility and a service orientation with confidence and strength of
conviction in serving the institutional mission.
Competencies

Makes/enables others to make timely decisions and applies sound judgment to
assess risks, evaluate alternatives and select the best course of action; uses a
combination of analytical thinking, intuition, mental agility and seasoned experience
to address or help others address complex or ambiguous issues.

Purposefully builds positive working relationships internally and externally by
fostering trust, collaboration and teamwork; demonstrates sensitivity and openness
to others' views; uses EQ to adapt interpersonal style to relate well to others.

Organizes people to achieve goals by providing clear directions and adapting leadership style as needed; exemplifies the highest standards of professionalism and
integrity.
Education

Baccalaureate or equivalent.
Position Profile:
University Secretary, Western University
Caldwell Partners
10
Location
Since 1878, the fortunes of the University and the City of London have been indelibly
linked. Western is London's fourth-largest employer. Its teaching, research and service
missions encompass a range of activities that are integral to the community. Set in the
heart of Southwestern Ontario, London is the region’s economic, entertainment and cultural hub. With a population of over 366,000, Canada’s eleventh-largest city is an ideal
environment in which to work, play and live. More
affordable than many Canadian cities, London offers
a big-city experience and boasts an extensive educational and healthcare community, while providing
the safe, clean atmosphere of a small community.
Seasons: Each of the seasons brings its own beauty
and opportunities to enjoy the outdoors. Pick a time
of year and you’ll discover London is always busy –
be it skiing on Boler Mountain, skating on local outdoor ice rinks or taking a quick trip to nearby
beaches including Grand Bend and Port Stanley.
Cultural Vitality: From Museum London to the
main stage of The Grand Theatre, the arts thrive in
nearly every corner of the city. London over the
years has produced some great Canadian talent in
the visual and performing arts: revolutionary artists
like Jack Chambers and Greg Curnoe; performers
like actors Kate Nelligan, Ryan Gosling, Rachel
McAdams and Oscar-winning screenwriter and
director Paul Haggis; dancer Evelyn Hart and
musician Guy Lombardo. Today, a new generation of
musicians, artists and entertainers of all sorts fuels
the city’s tradition of artistic excellence.
After Hours: Year-round, London has numerous
festivals and cultural events, including Snowfest,
Sunfest, Rock the Park, London Film Festival and
World Beat and Jazz weekends. A sporting hub,
London will host the 2018 Continental Cup, and has
hosted the Scotties Tournament of Hearts, the
Position Profile:
University Secretary, Western University
Caldwell Partners
11
Memorial Cup, the World Figure Skating Championships and the Summer Paralympics, among
others. Richmond Row, one of the city’s most interesting shopping districts, features more than 200
businesses. It is also home to a lively nightlife scene,
including night club entertainment, live theatre and
jazz, as well as casual and fine dining.
Sports and Concerts: Budweiser Gardens is a
10,000-seat, multi-purpose facility focused on major
touring acts and sports. Headliners have included
Kings of Leon, Sarah McLachlan, The Black Keys and
Kid Rock. It is home to the London Knights, Ontario
Hockey League and Memorial Cup champions.
Family Life: From Storybook Gardens and
the London Children’s Museum to East
Park and Fanshawe Pioneer Village, opportunities
abound to keep families entertained. With a variety
of schools, healthcare facilities, after-school and
special needs programs, children's camps and
community centres, London provides a safe and
desirable community in which to raise a family.
Forest City: London manages more than 200 parks,
ranging from major urban city-wide parks, such as
the 140-hectare Springbank Park, to more intimate
neighbourhood green spaces. There are specialty
parks for skateboarding and for dogs to go offleash. Affectionately known as the Forest City,
London sports numerous treed areas and public
parks. An extensive trail system runs along the
Thames River, right onto Western’s campus, for walking, running, biking or inline
skating. At the other end of the trail system is historic Wortley Village, a London
community that has been voted one of Canada’s coolest neighbourhoods.
Travel: Located in the centre of southwestern Ontario, London is approximately two
hours’ driving distance from Toronto and Detroit. The London International
Airport offers direct flights to Toronto, Chicago, Ottawa and Calgary; many other
connections to several Canadian destinations; and international flights to Mexico, Cuba
and Jamaica.
Position Profile:
University Secretary, Western University
Caldwell Partners
12
Application Information
The University Secretary ideally will commence employment in the summer of 2017.
Consideration of candidates will begin in April 2017. Please apply in confidence,
indicating your interest in Project 170332 at www.caldwellpartners.com/apply.php.
The University invites applications from all qualified individuals. Western is committed
to employment equity and diversity in the workplace and welcomes applications from
women, members of racialized groups/visible minorities, Aboriginal persons, persons
with disabilities, persons of any sexual orientation and persons of any gender identity or
gender expression. In accordance with Canadian immigration requirements, priority will
be given to Canadian citizens and permanent residents.
Accommodations are available for applicants with disabilities throughout the recruitment process. Please advise if you require accommodations for interviews or other
meetings.
Search Committee
Amit Chakma, Chair
Janice Deakin
Jane O’Brien
Tom Carmichael
Philip Doyle
Laura Rosen
Jane Toswell
Hanny Hassan
Carol Stephenson
President and Vice-Chancellor
Provost & Vice-President (Academic)
Associate Vice-President (Human Resources)
Dean, Faculty of Information and Media Studies
Faculty Member, Health Sciences
Graduate Student, elected by Senate
Faculty Member, Arts & Humanities
Chair of the Board
Board Member
Committee Support
Malcolm Ruddock
Executive Assistant to the President and Provost
Position Profile:
University Secretary, Western University
Caldwell Partners
13
Caldwell Partners Team
Our goal is to ensure a positive experience with us and with Western University. Should
you have any questions at any time during this confidential process, please feel free to be
in touch with us.
Heather Ring, Partner
Caldwell Partners
165 Avenue Road, Suite 600, Toronto, ON M5R 3S4
o | 416/934-2210
Email: [email protected]
Janet Winship, Associate
Caldwell Partners
165 Avenue Road, Suite 600, Toronto, ON M5R 3S4
o |647/349-6303
Email: [email protected]
Francene Cipriani, Project Coordinator
Caldwell Partners
165 Avenue Road, Suite 600, Toronto, ON M5R 3S4
o | 416/934-2223
Email: [email protected]
Position Profile:
University Secretary, Western University
Caldwell Partners
14