Office Administration Coordinator

2 weeks ago

Waterloo, Canada Wilfrid Laurier University Full time
Position Summary

At Laurier, we are a community. It’s what brings our students here and what keeps our people here.

As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community.

We currently have an opportunity for you to join the Laurier community as a Senior Administrative Assistant with the Department of Kinesiology and Physical Education.

Under the supervision of the Department Chair for Kinesiology and Physical Education, the Senior Administrative Assistant II is responsible for the administrative functions for the Department of Kinesiology and Physical Education. The incumbent must have a sound knowledge of policies, procedures, and regulations of the University academic calendar including program progression and practicum requirements of the undergraduate and graduate programsThe incumbent provides comprehensive administrative support to the Department Chair, and assistance Graduate Advisors, Undergraduate Advisors, full-time faculty members, contract teaching faculty (CTF) and staff. The incumbent works with a high degree of independence ensuring that the department meets key deadlines throughout the year in accordance to the Collective Agreements for Full Time Faculty, and Contract Teaching Faculty and Teaching Assistants, as well as academic calendars.

This position oversees the expenditures of the department’s operating budgets and applicable Development fund accounts. The incumbent is routinely the Department’s first contact on student enquiries, budget, administrative policy, and organizational matters and must be an informed and professional representative of the department. The administrative assistant works regularly with confidential information, therefore the position requires discretion and good judgment. 

Accountabilities

Departmental Chair Support:  

Advises the Chair on the department’s administrative needs, processes and application of collective agreements; Prepares departmental correspondence, which may include faculty workload letters, letters of appointment; markers and proctors’ reports, and other materials as identified by the Departmental Chair; Monitors and accesses enrolment data for classes, tutorials and labs, providing value added updates to the Department Chair; Prepares the department’s annual course timetable upon recommendations from the Chair, Undergraduate and Graduate Officers, Administers the posting of Contract Academic Faculty positions; prepares contracts and adheres to the policies of the applicable collective agreement; Receives applications for faculty positions; arranges interviews, travel itineraries, and accommodation for recruitment of new faculty;

Office Support:

Acts as the first point of contact for all departmental inquiries; assessing the nature and complexity of inquiries and determines actions to be taken, referring students and faculty to other departments as appropriate and scheduling meetings as necessary; Maintains a database for building and room access for faculty, staff, and students; including Onecard entry activation and deactivation, and key distribution; Facilitates the department’s archival, retention, and storage of teaching materials and records as per FIPPA regulations; Coordinates the scheduling of department and committee meetings, events, and activities; Oversees the department’s generic email accounts and shared Outlook calendars, and student email list serve; Assist with the promotion of programs within the Department of Kinesiology and Physical Education, which may include editing/updating department website pages; development of announcements for department events, and social media accounts and communications;

Faculty Support:

Co-ordinates the scheduling of the mid-term examinations, including room booking, proctor and marking support; Provides information to faculty members in support of grade submission and distribution reports; ensures final exams are submitted for printing and delivery in accordance to policies and guidelines; distributes proctoring assignments to instructors. Prepares reports as required for the Department, and liaises with systems analysts on revising and updating reports as needed; Supports the Undergraduate Advisor’s review of Faculty Decision Worksheets by preparing and distributing annual progression letters to students; Supports the preparation of course outlines, examinations, curriculum changes, and other applicable materials, ensuring the department is in compliance with academic policies and appropriate collective agreements.

Budget:

Assists the Chair in the development of the department’s annual budget, including any special requests or initiatives; Monitors the department’s undergraduate, graduate, and applicable Development budgets; performing monthly reconciliation of accounts;  Prepares documents for reimbursement, including hospitality expenses, travel expenses and advances; Submits invoices for payment, prepares internal journal vouchers and purchases departmental supplies; Prepares and submits student employment contracts and related employment forms to Payroll;

Qualifications

One-year post-secondary education;  Two years related administrative experience within a university environment, preferably in an academic department or comparable environment; Experience working with university policies related to student academic life; Experience working within a unionized environment; Experience with meeting procedures and minute taking; Experience in monitoring and reconciling budgets;  Strong service orientation and well-developed public relations skills; Excellent/strong computer skills, word processing, spreadsheets, databases and web page maintenance; priorexperience with web editing is an asset;  Ability to prioritize work with proven record of accuracy and attention to detail in a high-paced multitasking environment; Ability to use discretion and good judgement in responding to contentious interactions; Knowledge of Banner/COGNOS and Millennium; Good oral and written communication skills; Excellent problem-solving skills;

This position  has  been deemed eligible for educational equivalencies. Please refer to the attached for details.

Hours of Work : This is a full-time, limited term position until 08/31/2024. The normal hours of work are 8:30am to 4:30pm Monday through Friday. Flexibility in hours may be required in support of departmental events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation 

Level:  D

Rate of Pay:  $36.14 - $38.20 per hour with an annual step progression on anniversary date to $41.30. 

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Job Evaluation Factor Scores  

WLUSA/WLU Job Evaluation Factors 

 Score 

Education 

 2

Experience

3

Interpersonal Skills 

3.5

Applied Reasoning and Analytical Skills 

3.5

Co-ordination and Planning 

 3.5

Accountability for Others 

1

Impact of Decisions 

3

Mental Effort 

3

Level of Physical Effort 

2

Working Environment 

2

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at 

Should you be interested in learning more about this opportunity, please visit for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

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