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Administrative Assistant

2 months ago

Brantford, Ontario, Canada Wilfrid Laurier University Full time
Job Summary

We are seeking an experienced Administrative Assistant to provide comprehensive administrative support to the Physics and Computer Science program at Wilfrid Laurier University. The successful candidate will work closely with the Program Coordinator, Lab Coordinators, faculty members, and staff to ensure the efficient administrative functioning of the program.

Key Responsibilities
  • Provide administrative support to the Program Coordinator, including advising on program needs, organizing work, and ensuring deadlines are met.
  • Support the Physics and Computer Science Lab Coordinators in accessing confidential institutional data, generating contracts, and coordinating scheduling.
  • Coordinate program meetings, generate agendas, record and archive minutes, and assist with budget reconciliation and purchases.
  • Monitor course registrations and enrollment data, providing updates to the Program Coordinator.
  • Provide first point of contact for departmental inquiries, assess the nature and complexity of inquiries, and determine actions to be taken.
  • Support the preparation of course outlines, examinations, and other applicable materials, ensuring compliance with academic policies.
  • Coordinate the scheduling and printing of midterm examinations, including room booking, proctor, and marking support.
  • Facilitate the archival, retention, and storage of departmental records, including policies and procedures, governance, hiring recommendations, and teaching materials.
  • Support faculty and lab coordinators by booking meeting rooms and providing OneCard access for students, staff, and faculty.
  • Provide basic orientation and information to new faculty and CTF regarding university and department policies and administrative processes.
  • Maintain office supplies and oversee photocopier maintenance.
  • Liaise with other units for equipment maintenance, office repair, and general work orders.
  • Receive and distribute mail, organize assigned mailboxes, label, and forward outgoing mail and packages.
  • Monitor the departmental web pages for accuracy and revise/update as necessary.
  • Responsible for monitoring and maintaining the general departmental email and Outlook calendars.
  • Respond to general inquiries and provide information pertaining to university policies and regulations for students in a timely manner.
  • Assist with the coordination of hiring student Graduate Teaching Assistants and Instructional Assistants, including applications, interview scheduling, and contracts.
Requirements
  • One (1) year post-secondary education.
  • Two years related administrative experience within a university environment, preferably in an academic department or comparable environment.
  • Experience and knowledge working with university policies related to student academics (graduate and undergraduate).
  • Experience working within a unionized environment.
  • Experience with meeting procedures and taking minutes.
  • Experience in reconciling budgets.
  • Strong service orientation and well-developed communication skills.
  • Excellent planning and organizational skills and the ability to meet demanding deadlines through multi-tasking and prioritization of work.
  • Ability to work independently and apply sound judgment in decision making.
  • Excellent/strong computer skills, word processing, spreadsheets, databases, and web page maintenance.
  • Knowledge of Banner/COGNOS and Millennium.
  • Good oral and written communication skills.
  • Excellent problem-solving skills.
  • Experience in organizing special events is required.
Working Conditions

The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation

Level: C

Rate of Pay: $38.55 per hour