Department: Faculty of Liberal Arts 

Job Type: Limited Term

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

Campus: Brantford 

Reports to: Senior Administrative Officer, Favulty of Libral Arts

Employee Group: PAG 

Application Deadline: February 2, 2025

Requisition ID: 8851 

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 Senior Office Administration Coordinator is responsible for a broad range of confidential organization of administrative functions to support the Dean, the Vice/Associate Dean, and the Senior Administrative Officer. The Senior Office Administration Coordinator is the point of contact for students, staff and faculty on behalf of the Dean, and as such must be an informed and professional representative. The incumbent routinely handles confidential materials. Contacts will include a broad range of students, staff, faculty (both full and part-time), as well as public inquiries. The Senior Office Administration Coordinator ensures that the Faculty meets key deadlines through the year and must have a thorough knowledge and understanding of the University and Faculty policies and the Full-time and Part-time Faculty Collective Agreements. This position calls for independent decision making within a delegated area of authority and helps to create and maintain a positive student-centred environment in the Faculty of Liberal Arts and across the University.

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

Executive Administrative Support

• Acts as the principal administrative contact for the Dean while also providing executive-level support primarily to the Vice/Associate Dean, and the Senior Administrative Officer
• Shares with a fellow staff position, the management of the electronic calendar and complex schedule for the Dean and Vice/Associate Dean, prioritizes meeting requests and schedules meetings on behalf of the Dean with both internal and external stakeholders
• Advises and updates the Dean and Vice/Associate Dean on pertinent information using good judgement and maintaining confidentiality
• Responds independently to administrative concerns and requests from full-time and part-time faculty that require rapid assessment or assistance, and a thorough understanding of University-wide policies and procedures
• Ensures key academic and contractual deadlines are met through meticulous tracking methods
• Under the direction of the Senior Administrative Officer, coordinates the production and tracking of workload letters in accordance with the Full-time Faculty Collective Agreement, overload contracts and banked courses; works with Faculty Relations to ensure that full-time faculty member’s official files are up to date
• Maintains the Dean’s records for numerous committees, groups and projects; ensures materials are appropriately prioritized, organized and available
• Under the Dean’s direction, serves as secretary to various committees, organizes in-person and virtual meetings, ensures ICT requirements are addressed, books rooms, prepares agendas, minutes and other materials required
• Organizes curriculum documentation in preparation for the Curriculum Committee ensuring compliance with Quality Assurance processes and Senate regulations, serves as Secretary to the Curriculum Committee and responsible for timely submission to the Secretary of Divisional Council in compliance with University Regulations, as well as submission to Senate Academic Planning Committee
• Confidentially receives and reviews student petitions for accuracy and completeness; gathers additional evidence as required from the faculty member, medical personnel, and others; organizes and serves as Secretary to the Petitions Committee; prepares correspondence to petitioning students communicating decisions on the Committee’s behalf; advises students on next steps related to Senate Student Appeals
• Confidentially manages the process for addressing cases of academic dishonesty and student discipline before and after approval from Vice/Associate Dean, Senate Student Appeals (as appropriate), and submission of final incident report to Registrar’s Office; participates in academic dishonesty discipline meetings as a witness and note taker
• Coordinates and schedules Dean’s and Vice/Associate Dean’s travel including itineraries, transportation, meals, and accommodations
• Shares with a fellow staff position, the reconciliation of expenditures for Dean’s and Vice/Associate Dean’s P-Cards as applicable, including business travel and accommodation arrangements; processes expense claims and monthly mileage claims

Faculty Administrative Services

• Develops and maintains positive relationships with Full-time and Part-time Faculty, acting as a first point of contact, particularly as related to university and campus administrative processes, including interpretation and application of the Collective Agreement
• Directs and coordinates Academic Program Administrators, the administrative processes for Part-time faculty recruitment, following the regulations of the Collective Agreement, including liaising with chairs of departments/programs across all campuses, posting of courses, preparation, follow-up and storage of contracts, providing support for PTACs, and maintaining working files for CTF members
• Develops and communicates up-to-date orientation information for CTF faculty
• Manages the CTF Teaching Intention for Seniority Courses (TISC) application process as per the Collective Agreement and maintains the directory of CTF faculty
• Manages the CTF Seniority Review process as per the Collective Agreement, tracks seniority status, disseminates the information to the appropriate PTAC, and provides recommendations on behalf of the Dean to the CTF member and Faculty Relations
• As directed by the Senior Administrative Officer, gathers all pertinent information related to grievances in a timely and confidential manner
• Collaborates with the Manager of Finance to monitor and report on Professional Expense Reimbursement and Contractual Faculty Travel funds for full-time faculty and part-time faculty; processes reimbursement and expense claims (cheque requisitions, travel, meeting/hospitality, and departmental P-Cards); provides monthly reconciliation
• Manages the sabbatical process: collecting applications and ensuring receipt of necessary components as stipulated in the Collective Agreement; coordinates correspondence for complete application submission, including Program Coordinator/Chair and Dean’s recommendations, and ensures sabbatical report submission to Faculty Relations
• Manages the Undergraduate Research Apprenticeship Program for the Brantford Campus; promoting and disseminating information, collection and review of directed studies forms and course proposals, working closing with the Vice/Associate Dean and Undergraduate Research Coordinator to determine approvals; processing award payments to students
• Maintains a current and thorough understanding of the Faculty Collective Agreements and University policies and procedures

General Administrative Services

• Reception for the Dean and Vice/Associate Dean appointments, and the first point of contact for in-person student, staff, faculty and visitor inquiries; responds independently to administrative concerns, telephone inquiries and requests from students, faculty, staff and visitors
• Develops and maintains an up-to-date and accurate filing system, both traditionally and electronically
• Provides direct oversight and guidance to Academic Program Administrators, ensuring compliance with the Collective Agreements and Laurier policies and procedures
• Handles correspondence (sometimes including composition); sorts and prioritizes incoming mail
• Coordinates and oversees various special events for the Faculty including, for example, Convocation Receptions twice a year ; including promotion, room bookings, developing materials and displays, filing expense claims, paying invoices, and coordinating both faculty and student participation, as applicable
• Develops and oversees content of the web site; contributes to the social media platforms for the Faculty of Liberal Arts
• Supports and assists other colleagues within the Faculty of Liberal Arts during high-pressure times to ensure the success of the faculty and the university
• Builds strong relationships within the Faculty of Liberal Arts, Faculty Relations, and other Laurier departments and faculties, and external partners to ensure successful operations
• Provides administrative support for a variety of projects as directed
• Other duties as assigned

Qualifications

• Post-secondary education and four (4) years related experience preferred

• Experience supporting executive-level administration including anticipating needs and ensuring that tasks are completed on time

• Strong evidence of project/event coordination and management

• Experience with reading, interpreting, and implementing collective agreements and knowledge of Laurier’s faculty Collective Agreements

• Relevant experience overseeing budgets and processing expense claims; an understanding of the Laurier Expense Handbook is an asset

• Skill and experience in managing web pages and knowledge of social media platforms, including preparing and posting materials

• Advanced experience working with the Banner software, creating accessible and dynamic documents using Microsoft Word, Excel, and PowerPoint.

• Experience with SharePoint, Microsoft Teams, and Zoom is considered 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; responsiveness and timeliness are essential; formal English required

• Ability to meet deadlines, and to handle multiple tasks and periodic pressure

• High standards of accuracy and attention to detail

• Easily adapts 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 anticipated end date of January 12, 2027. 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. 

Compensation 

Level: E

Rate of pay: $41.09 to $43.44 per hour with an annual step progression on anniversary date up to $46.96 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 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 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.