Administrative Assistant

4 months ago

Brantford, 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 an Administrative Assistant supporting the Physics and Computer Science program.

This position has a university-wide mandate and is based at the Brantford Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, locations in Kitchener and Milton, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Reporting to the Administrative Manager, Faculty of Science and with daily direction and oversight from the Program Coordinator, Physics and Computer Science, the Administrative Assistant is accountable for the overall efficient administrative functioning of the program. They provide comprehensive administrative support to the Program Coordinator, Lab Coordinators, full-time faculty members, contract teaching faculty (CTF), and staff, working with a high degree of independence. The Administrative Assistant ensures that the program meets key deadlines throughout the year and provides organizational leadership and support for program events. The incumbent routinely acts as the program’s contact on administrative policy and organizational matters and must be an informed and professional representative of the program on behalf of the Physics and Computer Science Department.

The incumbent works regularly with confidential information therefore the position requires discretion and good judgment. The incumbent works both independently and co-operatively with other staff both in the program and in the Faculty of Science.

Accountabilities

Program Coordinator Support

Advises the Program Coordinator on the program’s administrative needs and processes; organizes and prioritizes work to ensure both program and university deadlines are met; Supports the Physics and Computer Science Lab Coordinators accessing confidential institutional data such as student records, course enrolment statistics, and class lists for the department using Banner, Cognos and other university systems; Generates part-time instructor (CTF) contracts in coordination with the Physics and Computer Science Department (Waterloo Campus) and facilitates submission to Dean’s office requiring knowledge of Banner and Loris; Coordinates the scheduling of Program meetings, generates and circulates agendas, records and archives minutes; Assists Program Coordinator with budget including reconciliation, purchases, deposits, cheque requisitions, expense claims and transfers; Monitors course registrations and enrollment data, providing value-added updates to Program Coordinator.

Program Support

Provides first point of contact for all departmental inquiries; assessing the nature and complexity of inquiries and determines actions to be taken, referring queries as appropriate. First point of contact for current graduate students regarding their progression through the program; providing information to registration, policies, and procedures as outlined in the Graduate Academic Calendar; referring students when necessary to the appropriate individual or department for further assistance; Supports the preparation of course outlines, examinations, and other applicable materials, ensuring the department is in compliance with academic policies; Oversees the collection of materials such as course syllabi and midterms, and completes final examination information forms each term and submits to the Examinations Office; ensures final exams are submitted for printing and delivery; Coordinates the scheduling and printing of midterm examinations, including room booking, proctor and marking support; Facilitates the archival, retention, and storage of departmental records including policies and procedures, governance, hiring recommendations and teaching materials as per FIPPA regulations; Accesses confidential institutional data such as student records, course enrolment statistics, and class lists for the department using Banner, Cognos and other university systems; Supports faculty and lab coordinators by booking meeting rooms and providing OneCard access (in coordination with Campus Access Control) for students, staff and faculty; Provides basic orientation and information to new faculty and CTF regarding university and department policies and administrative processes; Maintains office supplies and oversees photocopier maintenance; Liaises with other units for equipment maintenance, office repair, and general work orders; Receives and distributes mail and organizes assigned mailboxes; labels and forwards outgoing mail and packages; Monitors the departmental web pages for accuracy and revises/updates as necessary; Responsible for monitoring and maintaining the general departmental email and Outlook calendars; Responds to general inquiries and provides information pertaining to university policies and regulations for students in a timely manner, and identifies emails to the departmental academic advisor for further clarification; Assists with the coordination of hiring student Graduate Teaching Assistants and Instructional Assistants including applications, interview scheduling and contracts.

Event Coordination

Supports program recruitment and information events, such as Spring and Fall Open Houses Supports the Program Coordinator with orientation events for each incoming cohort of students;

Qualifications

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 judgement in decision making Excellent/strong computer skills, word processing, spreadsheets, databases and web page maintenance; prior experience with web editing is an asset; Knowledge of Banner/COGNOS and Millennium; Good oral and written communication skills; Excellent problem-solving skills; Experience in organizing special events is required.

Hours of Work:   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:  $33.72 - $38.55 per hour 

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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