Position Type: Part time
Hours of work: Monday to Friday, 21 hours per week [might be 30-35 hours per week in July and August 2019]
Location: Toronto campus - 306 Lawrence Avenue East, Toronto, Ontario, M4N 1T7
Start Date: Immediately [latest September 1, 2019]
About the position
Employed by the School and reporting directly to the Head of School, you will be responsible for the secretariat functions in support of the Board and Committees of the Toronto French School (TFS) and the Toronto French School Foundation (TFSF). The overall mandate includes:
- Ensuring ultimate guardianship of due process and governance on behalf of the Board in its responsibility for the current and future integrity and prosperity of the School and its standing (and of the Foundation);
- Providing timely and objective advice on a wide range of matters pertaining to policy translation and procedure, policy adherence and policy development to the Chairs of both Boards, the Boards, the Head of School, President of the Foundation and members of the senior administration; and
- Providing comprehensive corporate record-keeping and records management.
You will support the School’s and Foundation’s Boards in their respective legislative, and monitorial roles, and provide leadership, expertise and service in five key areas of responsibility:
- committee / meeting support and information;
- policy and practice advice and interpretation;
- technological innovation for information processing, dissemination, retention and access protocols;
- orientation and engagement of Board and committee members; and
- from time to time, providing secretariat and organizational support for selective institutional processes.
You will be employed by the School, and be primarily responsible to both Boards through its Chair and perform a secondary, but essential, role in supporting needs on behalf of the Head of School. The centrality of this role makes it of utmost importance to be able to work closely with members of the administration while maintaining an impartial stance with regard to the positions being taken by the administration.
Major Activities (relating to both the School and Foundation as required)
Guardianship of Due Process and Governance
(a) Committee and Meeting Support and Information for both Boards and Respective Committees
- Review all agenda items coming before the Board and related committees, ensuring the appropriate inclusion of jurisdictional information, previous action taken, timeliness, accuracy and completeness, and ensuring that resolutions are appropriately prepared.
- Oversee the preparation of agendas for meetings of the Boards, advising the Chair(s), the Head of School and Foundation President and members of the School’s and Foundation’s administration as appropriate on procedural, policy and strategic issues related to the matters being presented, with a view to ensuring orderly completion of the business of the Boards.
- Advise the Chairs and other members of Boards on policies and procedural matters related to individual agenda items, including rules-of-order and appropriate governance procedures to be followed in the deliberation of agenda items.
- Advise members of the School’s and Foundation’s administration on policies and procedural matters related to individual items coming before the Board or on plans for items which may come forward.
- Rule on governance issues faced by the Boards and Committees with reference to relevant legislation, the Boards’ By-Laws and rules of procedure, approved policies and other established conventions. This role will liaise with legal counsel as required.
- Resolve and/or anticipate and work to prevent escalated problems with respect to governance policy or process matters that are frequently multi-dimensional, involving multiple parties and with the potential for long-term institutional impact.
- Prepare the minutes of proceedings of the Boards and their committees, ensuring clarity and accuracy in the reporting of decisions taken.
- Ensure appropriate tracking and timely follow-up of business items arising from meetings of the Boards and their Committees.
- Oversee maintenance of all records pertaining to the deliberations and decisions of the Boards and their Committees consistent with the School’s requirements for records management and archives.
(b) Appointment and Orientation of New Members
- Manage the nomination, selection and appointments processes for the Boards and their Committees.
- Provide expert advice and counsel, working closely with the Chairs, the Vice-Chairs and the Head of School and Foundation President in the processes for identifying, recruiting, and recommending individuals to serve on the Board or its Committees.
- Maintain up-to-date information on statutory and other requirements for membership.
- Provide leadership in the development of orientation programs and materials for new members of the Boards and/or their Committees.
- Maintain broad knowledge of all School and Foundation operations, both academic and non-academic, including historical record of policies and procedures approved/adopted by the Board for reference as standard or precedent.
- Advise the Chairs and Vice-Chairs of the Boards, the Head of School, President of the Foundation and members of the administration on draft policies and proposals, based on breadth and depth of knowledge of policy/operational areas coming under review by the Boards, ensuring these are consistent with various governance requirements and approved policies.
- Advise the Boards and their Committees on matters requiring the Boards’ attention and on implications of approving/adopting specific policy directions or proposals.
- Recommend to the Chairs of the Boards and the Chairs of Committees approval processes for complicated, multi-faceted proposals.
- Advise members of the School’s and Foundation’s administration on procedures and practices to follow in submitting matters to Board, or on matters requiring the Board’s attention.
- Prepare briefing notes for the Chair and the administration, as appropriate, to summarize key points and implications of policy issues coming before the full Board.
- Brief the Chair and/or the Board on aspects of proposals that may be controversial, or that might merit special examination, while ensuring neutrality in the role of policy advisor.
Corporate Record Keeping and Records Management
- Develop policies and procedures to ensure that comprehensive and accurate records of Board decisions and related matters are maintained, and that information is readily accessible as required.
Each Board has 2-4 committees at the present time. Each meeting is approximately 2 hours in length. The total committee time is approximately 40-60 hours a year.
- Nominations and Governance (both)
- Audit and Finance/ Investment and Finance (both)
- Sustainability and Property (School)
Due to the nature of this position, you must be able to work evenings as required for Board and related committee meetings, and have a flexible schedule to allow for these accommodations.
What we offer
TFS offers an exceptional and stimulating environment, along with competitive employment packages, including:
- Professional development
Who we are looking for
We recruit candidates who embrace our TFS values of integrity, discernment, respect and engagement. The ideal candidate profile is as follows:
- Bachelor’s degree in a related field or equivalent combination of education and experience
- Training in Canadian Corporate Governance and legislation, both federal and provincial an asset
- Excellent communication skills (oral and written)
- Ability to work independently and coordinate information on a timely basis
- Ability to work under tight deadlines
- High attention to details
- Advanced user of Google and Microsoft Applications
- Bilingualism in French and English is an asset
- Strong experience with governance committee work in a leadership role and/or senior administrative experience in an academic environment, or equivalent
- Experience in an educational institution
- In-depth knowledge and sophisticated understanding of governance in both the private and public sectors, of the roles of private school governing bodies and of current academic work on governance in education
- Familiarity with institutions with a charitable status and related legislation an asset
TFS is committed to providing accommodations for people with disabilities. If you require an accommodation, do not hesitate to contact us.
Interested and qualified candidates should submit a cover letter and a résumé here as soon as possible. As we do not accept direct applications, please use the candidate portal through the link provided.