University Secretary to the Board of Regents

Job Opportunity - Office of the President

Posting Date: September 1, 2026
Closing Date: September 15, 2026
Position Title: University Secretary to the Board of RegentsDepartment: Office of the President
Pay Scale Group: PM5Annualized Salary: $105,536.79-$131,925.09Type of Appointment: Continuing, Full Time
Normal Work Schedule: Full time with in-person presence required during regular weekday business hours, and periodic evening and weekend availability as governance schedules require.

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, LGBTQ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca

Position Summary:
The University Secretary reports to the President of Victoria University and is also directly accountable to the Chair of the Board of Regents. In addition, the University Secretary serves as Secretary to the Senate, supporting individuals charged with Victoria University’s bicameral governance model.

The role is a senior governance position of trust, responsible for enabling effective institutional governance through authoritative procedural advice, stewardship of official records, and impartial support to the Board of Regents, the Senate, and their committees.

In this capacity, the University Secretary also serves as steward of the University’s institutional policy framework, providing oversight of policy development, review, and lifecycle management in support of effective governance and institutional assurance.

The University Secretary also provides leadership and day to day oversight for the governance office, including the Governance and Projects Coordinator.

Responsibilities
The University Secretary provides senior-level leadership and expert governance advice in support of the effective governance of Victoria University. Serving as Secretary to both the Board of Regents and Senate, the University Secretary works closely with the Board Chair, President, senior leadership, committee Chairs, and University stakeholders to ensure effective governance practices, due process, accountability, compliance, and institutional integrity.
The role provides strategic oversight of the University’s governance and policy frameworks, supports Board and Senate effectiveness, and serves as a trusted advisor on sensitive and confidential matters that may significantly impact the University’s governance, operations, or reputation. The University Secretary also provides leadership to the Governance and Projects Coordinator and oversees key governance processes, including Board and committee membership, governance renewal, policy development and review, governance risk and institutional assurance, and major governance initiatives.
Key responsibilities include:

Provide expert and impartial advice to the Board of Regents, Senate, President, Board Chair, committee Chairs, and senior leadership on governance matters.
Serve as Secretary to the Board of Regents and Senate, overseeing meeting cycles, agendas, resolutions, minutes, decisions, and official records.
Ensure governance processes are consistent with the Victoria University Act, by-laws, rules of order, policies, and applicable requirements.
Lead the ongoing review and development of governance structures, committee mandates, delegations, decision-making authorities, and governance policies.
Oversee Board and committee membership, recruitment, appointments, renewal, onboarding, and effectiveness initiatives.
Establish and maintain a comprehensive institutional policy framework, including policy development, approval, review, and lifecycle processes.
Identify and advise on governance risks, emerging policy gaps, and sensitive matters affecting institutional integrity, compliance, or reputation.
Provide leadership on major governance initiatives, including Act and by-law revisions and other institutional governance projects.
Provide leadership and oversight to the Assistant Board Secretary, supporting effective workflows, quality deliverables, collaboration, and professional development.
Maintain the highest standards of professionalism, discretion, confidentiality, and integrity in all governance activities

Education and Skills

5+ years of experience working in or with a university in a role that directly supports, advises, or regularly interacts with a Board of Regents, Senate, and senior executive leadership. Relevant experience may include work in a university secretariat, board office, provost or president’s office, general counsel’s office, or service as a university board member.
A university degree in a relevant field is preferred; an equivalent combination of education and significant related experience will be considered.
Advanced knowledge of board protocols (public and private), parliamentary procedure, and fiduciary requirements.
Demonstrated experience reviewing, updating, and applying organizational by-laws and governance related documents.
Demonstrated experience providing authoritative advice on the interpretation and application of institutional policies, legislation, and governance instruments, and identifying policy gaps or areas requiring renewal.
Experience supporting the development, review, and approval of university wide policies within an established policy framework, including advising policy owners on process, consultation, and governance pathways.
Experience maintaining or contributing to a centralized policy inventory or policy library, including monitoring policy review cycles and compliance with approved frameworks.
Experience conducting and analysing research to prepare reports, memoranda, briefing notes, and support materials for boards and senior management.
Excellent judgement and analytical skills, with demonstrated ability to work with highly sensitive and confidential information.
Proficiency in Microsoft Office applications and experience working in a Microsoft Teams environment.
Demonstrated vision and initiative, with strong planning, communication, and prioritisation skills.
Proven ability to coach, mentor, and support staff development.
Working knowledge of Bourinot’s Rules of Order is considered an asset.
Collectively, this policy experience underpins effective governance assurance by ensuring that the University’s decision making bodies operate within clear, current, and coherent policy frameworks that support accountability, compliance, and institutional integrity.

To Apply
Internal Candidates: Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.
External Candidates: Please visit https://www.vicu.utoronto.ca/careers/ and click External Opportunities to apply.

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.