Academic Program Administrator

Date: Jul 4, 2024

Location: Brantford, CA

Company: Wilfrid Laurier University

Department: Faculty of Liberal Arts 

Job Type: Limited Term

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

Campus: Brantford 

Reports to: Senior Administrative Officer. Faculty of Liberal Arts

Employee Group: PAG 

Application Deadline: July 18, 2024

Requisition ID: 7502 

 

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 as locations in Kitchener and Toronto. The university is committed to providing an inclusive workplace 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: 

The Academic Program Administrator is the main administrative support for the academic programs to which they are assigned within the Faculty of Liberal Arts.  They are the bridge between the academic and the administrative sides of the Faculty, using a depth of knowledge and understanding of academic policies and procedures to ensure administrative duties vital to the academic year are carried out to completion.  The incumbent directs the day-to-day flow of administrative duties for the programs independently and is able to problem solve across all areas of the university.  The incumbent routinely handles confidential materials including faculty CVs and contracts, job applications, final examinations, and student evaluations of teaching performance.  They must have an awareness of the overall routines of numerous departments and knowledge of major deadlines.  In addition, they will keep informed about new technologies related to webpages and software programs directly related to the position as necessary. The Academic Program Assistant’s duties include dealing with student enquiries, which include but are not limited to course information, faculty office location, and referrals to the appropriate department. The incumbent interacts with other university departments as well as with institutional partners and community stakeholders.

 

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

 

 

 

Accountabilities:

 


General Administrative Duties

 

 

  • Is the first point of contact for program inquiries from students, faculty and the general public; provides information promptly and appropriately re-directs to campus partners as needed.
  • Prepares written correspondence, reports, and other materials.
  • Receives, reviews and tracks course outlines at the start of each term to ensure Senate and Collective Agreement compliance; ensures changes are made if necessary; archives all submissions for use in cyclical reviews, program matters, and student requests.
  • Fulfills requests for archived course outlines from former students upon confirmation of attendance, and faculty members.
  • Ensures timely completion and submission of examinations.  Collects and inputs data from faculty for preparation of final examination scheduling each term.  Coordinates printing of midterms and final exams and ensures secure delivery to faculty members.
  • Liaises with administrative assistants in other departments/Faculties and partner institutions.
  • Manages room booking requests from faculty and students within department/programs.
  • In consultation with the Chair/Program Coordinator, maintains a schedule, where necessary, for the FLA managed classrooms and offices; provides access information to guests and ensures payments collected as needed.

 

Program/Faculty Support

 

 

  • Oversees the department Chair/Program Coordinator’s calendar. Coordinates the scheduling of monthly program coordinating committee meetings, as well as other meetings as required, and ensures conflicts for members and administrators on multiple committees are avoided; manages the invitations, the booking of on campus/virtual space, compiling agenda items, taking meeting minutes and following up on action items.
  • Promotes programs by generating department/program promotional materials, answering inquiries from prospective students and supporting at recruitment events, such as Open House.
  • Responsible for maintaining department/programs confidential records and files.
  • Provides information to faculty and assists with the interpretation of university procedures as outlined in the Faculty Handbook and the Collective Agreements.
  • Liaises with faculty to manage Special Topics courses (course description, title).
  • Collects, organizes and inputs data for course build.  Uses sound knowledge of the undergraduate and graduate programs to work closely with the program coordinator to create the annual course build.  Maintains ongoing scheduling data from past years to aid in the anticipation of future program scheduling needs and reviews filters for all courses.
  • Facilitates, with the Chair/Program Coordinator, the preparation of curriculum development submissions and ensures necessary approvals are obtained.
  • Coordinates department/program cyclical reviews; collating of data, preparing reports, arranging program meetings, meeting with external reviewers and assisting with any on campus visits with external reviewers; liaises with the Manager, Academic Program Development and Review and Institutional Research where the gathering of other data is necessary.
  • Accountable for the orientation of new and returning part-time faculty each term and is the main point of contact for all CTF within their department/programs.
  • Coordinates the election of CTF representatives for program coordinating committees and Divisional Council each year.
  • Assists in the hiring of Laurier Work-Learn Program and Laurier Work Study Program students; directs instructors towards resources for marking/grading assistance and instructional assistants.  

 

Student Support

 

  • Generates, verifies and maintains program specific and student enrollment data and reports using network systems, such as Banner and Cognos.  Organizes and analyzes the data in various ways to meet the needs of the programs.
  • Responsible for receiving and processing course override requests, in consultation with the department Chair/Program Coordinator, answering queries and redirecting as appropriate.
  • Liaises with Student Association Executive (or equivalent) on behalf of Chair/Program Coordinators.  Assists with the distribution of information and events as needed.
  • Assists with the recruitment of student representatives for Divisional Council committees annually.

 

Hiring – Contract Teaching Faculty (CTF)

 

  • Coordinates the hiring of all contract teaching faculty by the Part-Time Appointment Committee (PTAC) according to the relevant collective agreement articles.
  • Prepares postings for Contract Teaching Faculty at direction of the Senior Administrative Assistant to the Dean and ensures they are posted on the Applicant Tracking System (ATS) according to the collective agreement timelines; circulates job ads to additional networks; ensures job ad copies are provided to WLUFA as stipulated by the collective agreement.
  • Manages applicant inquiries and organizes all application materials for presentation to the PTAC, including roster applications.
  • Coordinates the scheduling of PTACs to avoid conflicts for members and administrators on multiple committees.
  • Facilitates at the PTAC meetings by recording applicant Appendix H scores and comments and ensures the collective agreement articles are followed during the evaluation process.
  • Coordinates offers to successful candidates and prepares CTF Letters of Appointment from the Dean, requiring attention to detail in assigning stipends, and ensures CTF are teaching within the maximum number of courses allowed under the collective agreement.  Is required to create and verify data entry for all new CTF hires.
  • Provides new CTF members with basic orientation and training on University procedures and systems.  Requests network access, email address, collects documents for official files and ensures payroll set up is initiated for new hires.
  • Submits supplemental pay information for online courses to Payroll after each term’s official count date, according to the collective agreement.

 

 

Hiring/Promotion – Full-time Faculty

 

  • Coordinates the recruitment process for open faculty positions, according to relevant collective agreement articles.
  • Posts full-time job ads to website, as well as relevant external networks and job boards.
  • Collects and organizes applications and applicant data tracking , schedules interview dates, arranges accessibility accommodations, requests letters of reference, and communicates detailed schedules to applicants and hiring committee; coordinates web conferencing meetings, collects and presents feedback from public talk for remote interviews; makes travel and accommodation arrangements for candidates, coordinates campus tour and meals and other scheduling duties as required for in-person interviews.
  • Schedules committee meetings for reviewing and ranking candidates, organizes required documents for presentation to Dean and Senate for finalizing hire.
  • Supports the Department Appointment and Promotion Committee (DAPC) during the tenure and promotion process as per the collective agreement; collects confidential applicant material, ensures the distribution of applicant materials to external reviewers and internal members, schedules meetings and ensures deadlines are met throughout the process.

 

Finances

 

  • Manages the budget for department/programs, responsible for the approval of invoices and expenditures, processing expense claims, purchase orders and accountability reports including those related to special fund expenditures.
  • Responsible for using ShopLaurier, Millennium, ConsignO and a variety of expense forms and attending trainings on these systems annually.
  • Responsible for completing financial paperwork for honorariums, and travel and accommodation arrangements for guest speakers.
  • P-card reconciliation, purchasing.

 

 

Events

 

  • Plans and executes a variety of in person and virtual program/Faculty events.  Is responsible for balancing the event budget, distributing invitations, promotion, space bookings and set up, ICT support, catering, and other tasks as needed.
  • Ensures university regulations related to on campus events are adhered to, including all health and safety protocols and that event hosts are educated on these protocols.

 

 

Technical Support

 

  • Maintains three webpages for multiple departments/programs. Ensures updates are made at the start of each term, or more frequently as needed.
  • Coordinates the creation of content and regular updating of multiple social media channels for department/programs.
  • Develops content and updates CTF web page each term as per the collective agreement.
  • Responsible for managing zoom meetings and webinars during remote meetings and virtual events. Provides transcriptions for any webinar recordings that are posted to the website.  

 

 

Specific Program Support (Digital Media and Journalism Equipment)

 

  • Oversees Digital Media and Journalism program inventory of cameras, video and audio, computer equipment and maintains inventory tracking documents

 

  • Manages the equipment access for DMJ students, ensuring all pieces are accounted for and operational when returned

 

  • Enforces borrowing policy in cases of damaged equipment upon return and/or missing pieces 

 

  • Assists with the purchase and repair of digital equipment as directed by the Program Coordinator each year

 

 

Graduate Programs:

 

  • Provides administrative support for the graduate program, the Graduate Officer/Coordinator and faculty members teaching in the graduate program; responsibilities include, correspondence, letters of reference, conference abstracts, and other materials as needed.
  • Schedules graduate program meetings including, but not limited to, program coordinating committee, part-time appointment committee, admissions committee, accessibility committee, teaching assistant allocation committee, etc.; manages the invitations, the booking of on campus/virtual space, compiles agenda items, takes meeting minutes and follows up on action items.
  • Is well versed in the program’s admission policies, and along with the graduate coordinator, responds to a high volume of domestic and international prospective student inquiries.
  • Serves as the department’s administrative liaison with the Faculty of Graduate and Postdoctoral Studies (FGPS).
  • Works closely with FGPS administrative staff to ensure accurate student record keeping, particularly related to student appeals and student progression requirements.
  • On-boards incoming graduate students in matters pertaining to registration, One Card, housing, campus services, etc.
  • Schedules MRP/thesis defenses; ensures advisors/readers have all relevant materials for the defense, acts as the department’s liaison with external examiners, and ensures required forms are sent to FGPS for processing.
  • Advise students on registration deadlines, particularly related to late defense of MRP/thesis and financial implications of late defenses.
  • Provides MRP students with instructions for uploading their research to Scholar’s Commons and ensures necessary forms are submitted to the library.
  • Coordinates a schedule of Teaching Assistant office hours each term and ensures keys are signed out and returned for all graduate office spaces.
  • Organizes departmental submissions to Graduate Faculty Council for changes/additions/deletions to Graduate Calendar, including program-related materials and faculty listings.
  • Circulates notices for OGS, SSHRC and other graduate awards for students’ attention at the direction of FGPS.
  • Co-ordinates and prepares scholarship OGS, SSHRC and other relevant applications for departmental review, including receipt, verification of completeness, calculation of relevant GPAs and collation of files.
  • Facilitates the assigning of teaching assistants each term, by scheduling meetings, providing enrollment data, extending offers to faculty members and partnering them with teaching assistants and ensuring necessary forms are completed and submitted to FGPS according to payroll deadlines.
  • Manages the graduate admission process: duties include compiling and distributing applicants’ files to admission committee members; preparing and maintaining thorough records and an Application Summary Sheet for Graduate Studies; and calculating GPAs for a high volume of domestic and international applications each year.
  • Manages an ongoing tracking of all graduate students enrolled at various stages of the program; including grades, MRP data, post-graduation employment and further education and up to date contact information.
  • Coordinates a graduate student orientation each year, in conjunction with other Brantford graduate programs. Responsibilities include; scheduling Faculty administrators and speakers from campus partners, sending and tracking student and faculty invitations, booking in person/virtual space, purchasing swag and assisting with the presentation.

 

Qualifications:

  • Post-secondary education and two (2) years related experience
  • Experience interpreting policies and procedures
  • Experience working with collective agreements
  • Excellent administrative and organizational skills
  • Experience in planning, organizing and overseeing events
  • Proven ability to work independently in organizing and prioritizing work and meeting deadlines
  • Experience in meeting management, including setting agendas and recording minutes
  • Diplomacy, discretion, tact, ability to interact with a wide range of University and external personnel
  • Excellent computer skills, including knowledge of Microsoft Office (specifically Word, Excel, Teams, SharePoint and Outlook) and Zoom meetings and webinars
  • Skill and experience in managing social media platforms, web pages, and in preparing and posting materials to the web using a Content Management System, compliant with accessibility requirements
  • Experience working with Millennium, Cognos, Qualtrics and Banner (i.e., Student Information System) an asset
  • Excellent problem-solving skills
  • Excellent oral and written communication skills; responsiveness and timeliness are essential; formal English required

 

Compensation:

Hiring salary range posted: $36.14 to $38.20 with an annual step progression on anniversary date up 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. 

 

Hours of WorkThis is a Part-Time, Limited Term position with an estimated end date of April 30, 2025. Regular hours of work are 24 hours a week. Flexibility in hours may be required due to periods of high volume. When possible, the manager will adjust hours so that no more than 24 hours are worked in a week over 4 workdays, Monday to Friday. 

 

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 seeking 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 careers.wlu.ca/content/How-to-Apply-/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a CV and letter of introduction will be required in electronic form.


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