Office Administration Coordinator

2 months ago

Kitchener, Canada Wilfrid Laurier University Full time

**Date**:Oct 8, 2024

**Location**: Kitchener, CA

**Company**:Wilfrid Laurier University

**Department**: Faculty of Social Work

**Job Type**: Limited Term

**Full-time/Part-time**: Full Time (>=1249 hrs/year)

**Campus**: Kitchener

**Reports to**:Senior Administrative Officer

**Employee Group**: WLUSA

**Application Deadline**:10/15/2024

**Requisition ID**:8713

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 21,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton. The university is committed to providing an inclusive workplace, a flexible work policy and employing a workforce that is reflective of local and national demographics. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

**Position Summary**

The Office Administration Coordinator is responsible for a broad range of administrative functions to support the Dean’s mandate. This position calls for the exercise of leadership in the coordination of support services and provides functional guidance to the Administrative Assistant. This position must have a thorough knowledge and understanding of University and Faculty policies and procedures. The Assistant works regularly with confidential information and other materials. In addition, the Coordinator supports the Senior Administrative Officer with regard to Faculty Relations and special projects. The incumbent is a member of the Dean’s Advisory Group and must be aware of FSW issues and initiatives. This position provides historical perspective, continuity and background on all Faculty policies, procedures, and issues.

As an important pivotal position in the Faculty, the Coordinator is relied upon to act as the key contact or liaison person between the Dean’s Office and other units in the Faculty, as well as in the University. The Coordinator must deal effectively and sensitively with the Dean’s external contacts, e.g. donors, media, municipal officials, the community, prospective faculty, prospective Contract Academic Staff, field agencies, international visitors, and professional affiliates such as OASW, and CASWE. The incumbent speaks and corresponds regularly with faculty and staff members, members of Senior Administration, students, and with off‑campus officials and the public, and must display high standards of diplomacy and professionalism. The Coordinator must be familiar with all aspects of the Faculty, such as its programs and policies so as to provide reliable support to the Dean and Senior Administrative Officer.

**Accountabilities**

Administrative Duties
- Provides daily functional guidance to the Administrative Assistant to oversee the administrative functions of the Dean’s office;
- Advises and updates Dean on pertinent information using good judgment and maintaining confidentiality;
- Responds independently to administrative concerns and requests from students, coordinators, faculty, staff, and visitors that require rapid assessment or assistance, and a thorough understanding of campus wide departmental functions and procedures;
- Creates and tracks annual administrative calendar of activities providing assistance for a wide range of departmental reporting requirements;
- Coordinate other faculty initiatives and special projects as required;
- Works with the Dean to determine faculty and student representatives to attend the annual CASWE conference; arrange travel and accommodations for student representative Works closely with Senior Administrative Officer regarding Collective Agreement issues;
- Works with the Senior Administrative officer to provides organizational leadership in analyzing the administrative needs of the Department; assists in the development and implementation of policies within the Faculty;
- Organizes and prioritizes work to ensure both department and university deadlines are met; Maintains and updates the department web pages;
- Maintains departmental confidential records and files; Maintains Faculty policy and procedures manuals;
- Provides back up supp

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