Governance Administrator, Admin. Assistant 2 (5118)

Job Posting

Governance Administrator, Admin. Assistant 2
Organization:  University of Manitoba, Pension Office
Province:  Manitoba
Location:  Winnipeg
Job Start Date:  06-Jan-2020

- Work with the Director to ensure the Pension Plans comply with all legislative and reporting requirements. Must stay current of all legislative requirements and best practices.
- Work with the Director to provide effective and efficient governance support of the Pension Committees.
- Organize and maintain an up-to-date pension plans and Pension Committees' file management retention and documents library (paper and electronic).
- Work with the Director on the Pension Committees agenda preparation, briefing notes, minutes and other correspondence. Attend meetings.
- Develop and maintain a Pension Committees cyclical work schedule to coordinate the on-going  review of the following, but not limited to, the insurance for fiduciary and liability coverage renewal, Education Day topic planning, Statements of Investment Policies and Procedures, Governance Documents, Terms of Reference, Plan Documents, Code of Conduct, Conflict of Interest Disclosure Form, Summary of Expectations, Pension Office annual certification and University certification in accordance with the Administrative Services Agreement, administrative reports.
- Provide key support to Pension Committee, Chairs as required.
- Conduct research on Pension Committees meeting agenda items and policies as required.
- Manage the timelines on Pension Committee projects and implementation of Pension Committees decisions.
- Assist the Director with Board of Governor submissions.
- Work with the Director to complete custodial and investment manager documentation and filing requirements including, but not limited to, the Canada Revenue Agency registration and confirmation of tax status, global tax proxy forms - claims for refund, class action claims, W-8 BEN- E renewals, Foreign Account Tax Compliance Act, Legal Entity Identifier.
- Maintain up-to-date Pension Committee member and terms of office lists.
- Maintain up-to-date authorized signature lists.
- Manage pension plans and Pension Committees file retention.
- Act as a signing authority on behalf of the Pension Committee as required.
- Work with the Director to maintain an up-to-date Pension Office Goals and Objectives List - annual work schedule.
- Prepare and coordinate data gathering for the 1993 Plan Annual Report 
- Draft, prepare and coordinate data gathering for the 1986 Plan Semiannual Newsletter.
- Assist the Director with the setting of communication goals and objectives for the Pension Office.
- Develop and draft new communication materials as required.
- Work on the maintenance of the Pension Office website with the Senior Confidential Secretary. This includes keeping the website updated with new forms, updated pension booklets, new communication materials as they emerge and ensuring that links are working.  
-Assist the Director with the development of presentations as required.
- Monitor communication industry best practices and trends.
- Performs other related duties as assigned or required. 



- Completion of a University Degree program related to business administration or communications is required.  


- Two years current related experience working with Board secretariat functions including preparation of agendas and minutes is required.
- Progressive experience in support of project management, communications and policy research is required.     
- Work experience in pension plan administration and management is desirable, including a strong working knowledge of Federal and Manitoba Pension Legislation.
- An acceptable equivalent combination of education and experience may be considered.


- Ability to communicate well in English effectively and efficiently, both orally and in writing, is essential.
- Must be able to build productive relationships with diverse stakeholders including co-workers, Pension Committee members, senior administrators and service providers in a fast-paced constantly evolving environment.
- A demonstrated knowledge and experience in the financial services industry including investments is preferred.
- Comprehensive knowledge and experience in Microsoft Office is essential in a Windows environment: Word, Excel, PowerPoint, and Visio. Knowledge of SharePoint is an asset.
- Must be capable of critical thinking and reasoning to identify solutions to complex issues.
- This position requires a high energy level, and extra effort is required for all activities, small or large.
- Satisfactory work record, including satisfactory attendance and punctuality, is required.