Program Administrator (Education)

Department: Faculty of Education 

Job Type: Limited Term

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

Campus: Brantford 

Reports to: Manager Education Programs, BEd, Education Minor/Teaching Option and IES, Faculty of Education

Employee Group: PAG 

Application Deadline: 11/02/2026 

Requisition ID: 11908 

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.

This job posting is for a current vacancy.

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 Program Administrator (Education) in the Faculty of Education’s Dean’s Office.  As a team member in the Dean’s Office, the incumbent will contribute to the service orientation and efficient operation of the unit, specifically focussed on the Bachelor of Education and Education Minor and Teaching Option programs.

Reporting to the Manager, Education Programs, the incumbent will provide a wide range of administrative functions. The Program Administrator (Education) provides assistance and information for a number of services to faculty, staff, students, and visitors.  They will provide support and continuity in numerous student-related functions, including student program inquiries, admission, petitions and registration processes, especially in relation to the Education Minor/Teaching Option and the Bachelor of Education programs.

In addition to program administration responsibilities, the position is responsible for the day-to-day coordination of the Faculty of Education's Brantford operations, including facilities, shared spaces, office resources, purchasing processes, financial administration, and operational support. The incumbent identifies operational needs, develops and implements process improvements, resolves operational issues, and serves as a key resource for faculty, staff, students, campus partners, and external stakeholders.

The position also provides ongoing functional supervision of temporary and student staff, including assigning and prioritizing work, coordinating coverage, providing training and guidance, and monitoring workflow. The incumbent leads the planning and coordination of Faculty events and initiatives and exercises independent judgment in managing competing priorities, interpreting policies and procedures, resolving complex issues, and coordinating activities across multiple programs, campuses, and stakeholder groups.

The incumbent will work regularly with confidential information. Therefore, the position requires discretion and good judgment.   The Program Administrator (Education) will work both independently and co-operatively with other staff in the Faculty of Education on both campuses and use precision and competency in the performance of duties.

Accountabilities

Administrative Support Duties

• Responds to inquiries related to the content of the EM/TO/BEd structure, such as courses offered, programs and directs requests to the appropriate websites.
• Provides administrative service and information dissemination
• Meet with or respond to emails from prospective students to discuss the Bed, Education Minor and Teaching Option program and escalates complex issues to Program Coordinator and/or applicable Chair
• Monitors waitlists and class sizes for the EM/TO/BEd electives to assist Coordinators and Chairs in making informed decisions about adding sections;
• Facilitates student inquires regarding waitlists in consultation with applicable Chair(s);
• Compiles, distributes and archives newsletters and email communications;
• Creates course registration packages for the BEd Program;
• Meets with incoming Year 1 students about questions related to issues with the system or unfamiliarity with the program structure; trouble shoots any technical registration issues;
• Acts as support person for Bachelor of Education, Education Minor and Teaching Option programs;
• Establishes and maintains filing system for Faculty of Education files as related to Bachelor of Education, Education Minor and Teaching Option;
• Assists Dean/Associate Dean and Program Coordinators with the academic course build and creates course schedules and liaises with the Registrar’s office;
• Assists with marketing and recruitment for the Education Minor and BEd programs;
• Ensures timely completion and submission of course syllabi, related materials, textbook order forms, and other materials;
• Monitors course enrolments for the Dean/Associate Dean and Program Coordinators and facilitates Cognos reports to the Dean, Coordinators and Chair(s);
• Accesses student records for the Dean/Associate Dean, and Program Coordinators using Banner or Cognos;
• Advises Bookings Office of classroom assignments and posts notices of class cancellations online or in person;
• Generates and maintains email distribution lists, class lists and grade lists for accuracy
• Assesses the nature and complexity of inquiries and determines actions to be taken, referring students and faculty
• Attends meetings related to the Bachelor of Education and Education Minor and Teaching Option, takes Minutes and ensures distribution/posting of information;
• Receives and screens student petitions for accuracy and completeness; creates student files, maintains records and gathers additional evidence as directed;
• Maintain an electronic monthly calendar of room bookings, events, staff vacations, and absences;
• Prepares posters and announcements for Faculty events for distribution on campus;
• Assists with special events eg including Convocation, Open House, and other receptions; activities may include room bookings, developing materials and displays, coordinating faculty participation and overseeing events
• Assists with coordinating meetings and events for the Faculty, including room bookings, arranging refreshments, booking teleconference equipment.

• Provides back up support to Administrative Assistant to the Dean during peak volume periods and during absences.

• Coordinate the day-to-day operation of the Faculty of Education's Brantford office, including facilities, shared spaces, equipment, supplies, and operational resources.
• Manage purchasing processes, purchasing card transactions, reconciliations, and related financial administration in accordance with university policies and procedures.
• Support practicum-related administrative processes, including Alternative Placements, Vulnerable Sector Check requirements, and associated documentation and reporting requirements.
• Support Associate Teacher Honorarium payment processes and liaise with internal and external stakeholders to ensure accurate and timely payment administration.
• Interpret and apply university policies, procedures, and program requirements to resolve complex student, program, and operational issues.
• Identify operational gaps and implement process improvements to enhance service delivery, communication, efficiency, and Faculty operations.
• Develop and maintain program communications, operational procedures, resource materials, and documentation supporting Faculty operations and student services.

Committee Administration

• Helps to prepare petitions for Petitions & Regulations Committee;
• Assists the BEd Committee organization, distributing agendas, taking minutes and posting materials
• Assists the EM/TO Committee organization, distributing agendas, taking minutes and posting materials
• Assists the Teacher Education Liaison Committee (TELC) which is comprised of various Federation representatives, Dean/Associate Dean, Program Coordinators, faculty and staff; organization, distributing agendas, taking minutes and posting materials
• Assists the Teacher Education Advisory Committee (TEAC) which is comprised of various School board representative (Superintendents, Principals, Associate Teachers, Teacher Federations, Faculty and staff); organization, distributing agendas, taking minutes and posting materials
• Monitor and follow up on committee action items, decisions, and recommendations to support implementation and continuity of Faculty operations.
• Liaise with internal and external stakeholders to gather information, coordinate submissions, and support committee-related processes and activities.

Student Files and Support 

• Triage complex student concerns and determine appropriate referrals, resources, or escalation pathways
• Assists with student orientation and faculty orientation, provides MYLS support;
• Flags messages for the coordinator/chair(s) of any students;
• Monitors issues related to schedule conflicts and assist students with registration issues;
• Deals with EM/TO inquires related to the waitlist;
• Opens new sections of EM/TO/BEd electives as requested and assists individuals moving off the wait lists for registration;
• Prepare letters for students for example admission to AQ courses at other universities, First Nations funding, VSS from their local police station.
• Assists with admissions process and student inquiries;
• Creates and prepares registration materials and assists students in the registration process;
• Interpret and communicate academic policies, program requirements, practicum requirements, and university procedures to students and other stakeholders.
• Familiar with the use of Navigator for student information; tracking of required documents;
• Prepares Banner and COGNOS reports as required;
• Assists with monitoring registration for courses, review student progression and advises Dean/Associate Dean and Program Coordinators of any issues;

• Maintains faculty, student and general subject files in the Dean’s Office;
• Builds and maintains student, alumni, school and community partners data base

• Assists with processing Associate Teacher payments – processing payment and direct deposit forms
• Develop and maintain student-facing resources, communications, and instructional materials to support program participation and student success.

Functional Supervision and Operational Coordination

• Provide functional supervision of student and temporary staff, including assigning work, setting priorities, providing guidance, and monitoring workflow.
• Assist in coordination of staff coverage and support continuity of operations during peak periods and staff absences.
• Provide training and procedural guidance related to Faculty processes, systems, and administrative practices for Brantford Faculty and CTF.
• Coordinate administrative resources and support based on changing priorities and operational requirements.
• Coordinate the day-to-day operation of the Faculty of Education's Brantford office, including facilities, resources, supplies, equipment, and shared spaces.
• Identify and implement operational improvements to enhance efficiency, communication, and service delivery.

Event Planning and Stakeholder Coordination

• Lead the coordination of Faculty events and initiatives, including Orientation, Transition activities, Open Houses, presentations, workshops, meetings, and other student and faculty-facing events.
• Coordinate event logistics, including scheduling, room bookings, communications, materials, equipment, staffing requirements, and day-of-event support.
• Coordinate communications and information sharing related to Faculty events, programs, and initiatives.
• Support the planning and implementation of new initiatives, projects, and operational priorities within the Faculty.
• Identify and resolve logistical and operational issues related to events, activities, and stakeholder initiatives.

Qualifications

• Secondary school diploma plus 1 year post-secondary education and 3 years' work-related experience in an university environment (Bachelor of Education degree considered an asset);
• Excellent oral and written communications skills;
• Strong service orientation and well-developed public relations skills;
• Diplomacy, discretion, tact, and good judgment in dealing with sensitive situations and confidential materials/issues with the ability to effectively handle complaints or student distress;
• Effective organizational skills with proven ability;
• Demonstrated ability to analyze complex issues, interpret policies and procedures, and develop practical solutions across multiple departments, campuses, and stakeholder groups;
• Experience with meeting procedures and minute taking;
• Web administration experience;
• Experience working with university policies;
• Advanced skills in MS Word, Excel, Adobe;;
• Ability to manage competing priorities, respond to changing operational demands, and exercise independent judgment in a fast-paced environment;
• Advanced knowledge of Banner and Cognos, including student records management, registration and enrollment monitoring;
• Advanced proficiency in Microsoft Excel, including formulas, data analysis, reporting, and management of complex datasets;
• Experience using MyLearningSpace, Navigator, Banner, Cognos, Microsoft Office Suite, and other university systems to support academic, administrative, and operational processes;
• Experience providing functional supervision, training, and workflow coordination for student and temporary staff;
• Demonstrated ability to coordinate complex administrative, operational, and program-related activities involving multiple stakeholders;
• Strong analytical and problem-solving skills with the ability to interpret policies and exercise independent judgment;
•  Experience managing confidential student, financial, and sensitive information.

This position has been deemed eligible for Educational Equivalencies.

Hours of work: This is a full-time, limited term position with an approximate end date of April 14, 2028. Normal hours of work will be Monday through Friday 8:00am until 4:00pm.  On occasion, the incumbent may be required to work alternate hours to accommodate special events being hosted by the Faculty of Education. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

 This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. All arrangement must be approved by the direct manager. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

Level: E

Rate of Pay: $44.01 to $46.53 per hour with an annual step progression on anniversary date up to $50.30 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.

Job Evaluation Factor Scores 

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 People and Culture. 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.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team.