Intermediate Administrative Assistant

3 weeks ago

Waterloo, Canada Wilfrid Laurier University Full time

**Date**:Mar 3, 2023

**Location**: Waterloo, CA

**Company**:Wilfrid Laurier University

**Department**: Student and Ancillary Services

**Job Type**: Continuing

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

**Campus**: Waterloo

**Reports to**:Administrative Manager, Residence

**Employee Group**: WLUSA

**Application Deadline**:March 19, 2023

**Requisition ID**:5444

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 19,000 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. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

**Position Summary**:
Reporting to the Administrative Manager, Residence, the Intermediate Administrative Assistant provides administrative support to the Senior Management Team in the Department of Residence.

This position calls for a combination of strong organizational skills and the ability to handle numerous tasks in a fast-paced environment. The Intermediate Administrative Assistant must be able to work with frequent interruptions to work flow as priorities shift, and will need to exercise judgment and discretion in the organization and performance of duties.

Given that the Intermediate Administrative Assistant provides support to departmental leadership, the incumbent must possess excellent communication and editorial skills. He/she will be required to compile information, draft high quality correspondence and proof departmental publications. This position must be able to identify/anticipate the needs of the Senior Management Team, seek clarification when required and take initiative.

The Intermediate Administrative Assistant is also responsible for providing staffing coverage in the Residence Office during peak periods and when the Residence Assistant is absent. As such, this position must be knowledgeable and have a thorough understanding of the residence key system as well as all facets of residence policies and processes.

Strong communication skills are a must as the incumbent will be required to deal with a wide variety of customer service situations, which at times can be very challenging. The incumbent must have the ability to recognize situations through active listening, and direct students to the appropriate resource, either within the Department or the University. There are periods throughout the work cycle where the Intermediate Administrative Assistant must be able to empathize and de-escalate situations involving students and parents.

**Accountabilities**:
**Administrative**:

- Provide administrative support in the day-to-day operations for the Senior Management Team, including liaising with university departments and external organizations
- Assist with projects as required by the Senior Management Team, such as benchmarking and market analysis, departmental special initiatives and unscheduled projects
- Coordinate the booking of internal rooms and bus rentals received through requests submitted from Residence Life Staff and Dons
- Review and process all Residence Life Staff hiring documentation and compile annual stipend summary based on individual portfolios of each staff member
- Maintain stock room, order office supplies and manage equipment/computer inventory for the department
- Co-ordinate and track hardware upgrades for all departmental staff and duty don phones
- Responsible for administrative onboarding for new employees or student staff
- Develop and maintain files and records for the Residence Office

**Staffing Support for Residence Office**:

- Provides customer sensitive support related to residence waitlists and other exceptional circumstances
- Support end of term check-out processes, including the preparation of residence room key envelopes, check-out bags and student key labels for all residence communities, as well as processing keysets returned at year end
- Assist with the residence student move-in process, including labeling and organizing key envelopes and handing out keys thro

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