Department: Faculty of Human & Social Sciences 

Job Type: Limited Term

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

Campus: Brantford 

Reports to: Senior Administrative Officer, Faculty of Human and Social Science

Employee Group: PAG 

Application Deadline: 03/04/2025 

Requisition ID: 9073 

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 21,000 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. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict.  Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

Position Summary

The Faculty Administration Coordinator is responsible for a broad range of administrative functions to support the Dean, the Associate Dean and the Senior Administrative Officer in the Faculty of Human and Social Sciences. The Faculty Administration Coordinator is the first point of contact for students, faculty, staff and community partners as well as for public inquiries in the Office of the Dean. As such, the incumbent must be an informed and professional representative. 

The position calls for a combination of strong administrative and coordinating skills and the ability to handle numerous tasks simultaneously in a fast-paced environment. The incumbent routinely handles confidential materials. The incumbent will be responsible for independent decision making within a delegated area of authority, working collaboratively within a multi-campus environment to promote departmental and organizational success. The successful candidate will investigate problems that arise and recommend and implement solutions.

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 all Laurier campuses and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Academic Administration Support and Collective Agreement Compliance:

• Maintains a current and thorough understanding of the Faculty Collective Agreements and University Policies and Procedures; specifically related to official files, supplementary payments, marking grading assistance and allowance, course outlines, course evaluations.

• Provides administrative support for applications for directed studies, student course overloads, and grade appeals advanced to the Associate Dean, according to Faculty and University policies.

• Manages the process of the collection of course outlines in compliance with the faculty collective agreements, university policies and procedures and senate guidelines.

• Responsible for the procurement of examination supplies, maintaining acceptable levels of stock, communicate process with faculty and process examination supply request forms

• Coordinates Slip Day final examinations each term, securing space and proctors, collecting and distributing final examinations; preparing payroll reports for proctors

• Manages the exam conflict process, liaising between course instructors and students, under direction from the Scheduling and Examinations Coordinator

• Coordinates contractual marking/grading assistance compensation for faculty including initial correspondence with faculty, calculation of eligibility, prepare and process the appropriate payroll hiring documentation, tracking and approving student timesheets and reporting to Faculty Relations

• Reporting CTF marking/grading allowance to at the end of each term in according to the CTF collective agreement

• Prepares the Dean’s Honour Roll for posting; reviews and verifies eligibility requirements have been met as set out in the Undergraduate Academic Calendar; oversees production and distribution of Dean’s letters and certificates to Honour Roll members

• Oversees course evaluation process including verification of applicable courses requiring evaluation according to the Faculty Collective Agreements; distribution of evaluation data results to appropriate Faculty Official Files

• Coordinates faculty member submission of annual report of activities and organizes reports for Dean’s review; prepares Dean’s response to faculty

• Coordinates faculty member applications for Merit and organizes for the Merit Committee review

• Coordinates faculty member applications for the Office of Research Services and Faculty-level travel grant opportunities; organizes committees for each competition; provides committee support where needed
• Manages the confidential official files for all Faculty of Human and Social Sciences Contract Teaching Faculty in accordance with the Part-time Faculty Collective Agreement, ensures accurate record keeping within each official file, indexing insertions appropriately. Coordinate requests of electronic official files within Laurier’s multi-campus environment while ensuring secure methods of sharing, both incoming requests to FHSS and outgoing requests to non-FHSS Faculties.
• Manages the extensive FHSS Faculty Handbook, ensures information is updated each term
• Coordinates student hires (Research Assistants, LWSP, Work-Learn, Instructional Assistants) paperwork and timesheet submissions
• Assist with preparing expense reimbursement claims and honorarium payments; reviewing for compliance, obtain approvals and submission of completed forms.

Contract Teaching Faculty (CTF)

• Manages CTF Online Office Booking system; monitors bookings frequently to ensure compliance with booking guidelines and collective agreement regulations

• Coordinates distribution and collection of office, business centre and classroom media console keys to CTF members, distribution of office door codes, and rekeying of codes each term

• Assists Senior Office Administration Coordinator in identifying CTF Office Space needs and maintaining CTF Office spaces from term to term

Faculty Researcher Support (External Grant Holders):

• Main point of contact and administrative support to the FHSS Researchers holding external grants

• Support faculty in completing hiring process when hiring under a research grant for Research Assistants, Project Coordinator, Research Associate and Post-Doctoral Fellow including timesheet set-up and submission to payroll

• Prepares and submits Expense claims, Pcard reconciliations, Honorarium payments; and provides guidance on the gift card administration process; liaises with Research Finance to ensure policy compliance

• Preparation of consent forms for research participants

• Logistics related to meetings, workshops, presentations, i.e., booking venues, organizing/arranging catering, set-up of IT

• Maintains sign-out of equipment and books available for use by researchers and research assistants

• Manages and maintains FHSS Researchers webpage

Financial Support:

• Managing all expenditures and PCard documentation to ensure compliance with reimbursement and procurement policies;

• in-faculty subject matter expert and liaison with Research Finance, Procurement, Accounts Payable, Payroll and Human Resources

• Act as shopLaurier point person for FHSS; purchasing supplies and submission of invoices

• In-faculty subject matter experts for Cheque requisitions and out-of-pocket expenses related to the office of the dean budgets

General Administrative Support:

• Responds with accuracy and in a timely manner, directing as appropriate, in-person, email, and telephone inquiries from students, faculty and staff.

• Manages the Dean’s office email account; responds independently to e-mails (daily)/directing as appropriate; high level of concentration and diplomacy needed to compose e-mails and correspondence to students/prospective students, faculty, and internal/external partners ensuring sensitivity and accuracy of details;

• Collects, organizes, manages and files data related to administrative functions of the Office of the Dean; ensuring compliance with Collective Agreements and FIPPA regulations; e.g. Faculty software purchases of Nvivo and SPSS, Qualtrics, ConsignO, Teams/Sharepoint

• Coordination of data, responsibilities include: data collection, data analysis and presentation of data for special projects such as retention

• As directed by the Senior Administrative Officer, manages all onboarding of new employees (faculty and staff), including the administration of mandatory training, ensuring compliance with Health and Safety regulations; securing all necessary network accesses, building accesses, office space, computer equipment

• Working with Laurier’s Career Centre, recruits student employees - sources and applies for external funding, hiring, training, supervising the schedule and duties of student employees, tracking of hours and submission of payroll forms

• Manages the process for course outline requests within FHSS to verified students when needed for transfer credit assessment or post-degree studies

• Requisitions supplies, printing, maintenance and other services as needed

• Administers common areas such as meeting rooms, student spaces, and storage space;

• Coordinates facilities and ICT related projects. (e.g. setting up/trouble shoot technology for faculty/staff, facilitate minor repairs/maintenance for the Dean’s Office,etc.).

• Point of contact for photocopiers and equipment, arranges for service as needed

• Manages and maintains the Faculty webpages and social media accounts;

• Manages and updates faculty profile web pages

• Works with Senior Office Administration Coordinator to arrange logistics for special events hosted by the Dean or Associate Dean

• Coordinates staff meetings and trainings

• Receives documents, courier deliveries and distributes accordingly

• Leads special projects for the Dean, Associate Dean, or Senior Administrative Officer

• Other duties as assigned

Qualifications

• Post-secondary education and two (2) up to and including four (4) years related experience
• Proven experience organizing and overseeing special events
• Skill and experience in managing web pages, and in preparing and posting materials to the web
• Proficiency in MS Word, Excel, and presentation software
• Experience working with the Banner student records system and Microsoft Exchange an asset
• Proven ability to work independently, organize tasks and set priorities
• Diplomacy, discretion, and tact; well-developed service orientation
• Excellent oral and written communication skills; formal English required
• Ability to meet deadlines, and to handle multiple tasks and periodic pressure
• High standards of accuracy and attention to detail
• Easily adapting to changing priorities (flexibility essential)
• Knowledge of the University or post-secondary environment is an asset

Hours of Work

This is a Full Time, limited term position with an expected end date of 04/10/2026. The regular hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required due to periods of high volume. When possible, the manager will adjust hours so that no more than 35 hours are worked in a week. 

This position is eligible for a hybrid work arrangement, as per Policy 8.14 (Flexible Work Policy). In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

Level: D

Rate of Pay: $37.22 - $39.35 per hour with an annual step progression on anniversary date to $42.54  per hour. 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.

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 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 resume and cover letter will be required in electronic form.