Administrative Coordinator Indigenous Field of Study

Date: Sep 20, 2021

Location: Kitchener, CA

Company: Wilfrid Laurier University

Date: September 30, 2021

 

Department: Faculty of Social Work 

Job Type: Continuing

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

Campus: Kitchener 

Reports to: Senior Administrative Officer, FSW

Employee Group: WLUSA 

Application Deadline: October 19, 2021

Requisition ID: 2545 

 

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 a location in Kitchener. 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:

Wilfrid Laurier University’s Faculty of Social Work (Faculty) offers a Bachelor of Social Work (BSW), a Master of Social Work (MSW) and a PhD. The first two degrees in combination, constitute the professional program accredited by the Canadian Association of Social Work Educators.  The PhD offered by the Faculty of Social Work is a research-based degree.
The MSW Indigenous Field of Study consists of a full-time on-campus program and two part-time programs in partnership with First Nations in Ontario.  Each of the three programs intakes 20 students for a total student body of 60 students.


The Indigenous Field of Study Administrative Coordinator is a multi-functional position that provides administrative coordination through all stages of the graduate student experience cycle from recruitment initiatives, field placement, to graduation for the MSW, Indigenous Field of Study program both at the Kitchener campus and with the part-time partnerships. 


The Indigenous Field of Study program is under the direction of the Associate Dean of the IFS program. Functional direction for this position is prioritized and assigned by the Associate Dean, IFS.  The Senior Administrative Officer (SAO) supervises all staff positions at the Faculty. Job performance for the incumbent is the responsibility of the SAO in conjunction with the Associate Dean.


The incumbent must be self-motivated and comfortable dealing with a variety of client audiences including students, faculty, staff, community agencies, other university departments, other universities, and the general public.  This position requires a high level of sensitivity, diplomacy and judgment regarding the diverse, evolving nature of the Faculty, its resources, and community relationships.  


This position has a university-wide mandate and is based at the Kitchener 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, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.
 

Accountabilities:

 

      Program Support 

  • Coordinates the Indigenous Field of Study program for 60 students annually;

  • Coordinates registration of MSW IFS students, ensuring eligibility for continued progression in the program; 

  • Provides academic advising to IFS students with regards to course sequencing, petitions, and leaves and ensures eligibility to graduate;

  • Assists the MSW IFS students with funding opportunities (i.e. Band funding) prior to, and during, the MSW IFS Program academic year;

  • Assists the course instructor for SK646 Wholistic Healing Practice in planning the Fall Wholistic Healing Conference; 

  • Plans the Fall Convocation Reception for MSW IFS graduates; 

  • Plans the MSW IFS Orientation with the Associate Dean, Indigenous Student Services and FSW Staff;

  • Creates Class schedule with reference to enrolment and degree requirements;

  • Helps IFS Faculty organize part time teaching weeks on and off campus (i.e. Room bookings, connecting with partners); 

  • Orders medicines for program ceremonies; 

  • Provides administrative support to the Associate Dean and Elder-in-Residence specific to the Indigenous field of study;

  • Maintains and updates the IFS website information;

  • Works with the Programs and Admission Coordinator to submit changes to the Graduate Calendar as approved through FSW Divisional Council;

  • Assists with planning of and presenting at Cultural Camps and Elders’ Teaching and Self Reflections Camps;

  • Serves as Secretary for the MSW IFS team meetings, takes and distributes meeting minutes or action notes as required;

  • Participates in circle meetings, ceremonies, and sweat lodges, as required; 

 

      Financial Administration

  • Prepares and submits IFS department expense claims and reconciles expenditures on University P-Card and Travel Card for review by Financial Operations and Research Support Coordinator;

  • Prepares purchase order requisitions, cheque requests, requisition entries and processes invoices through Shop Laurier for approval;

  • Field Education Administration

  • Assists and supports Field Education Coordinators in both the full and part time programs to ensure efficient development and delivery of field placements;

  • Provides support in the preparation and publication of field manuals, field orientations and any other field related activity;

  • Reaches out to alumni and field agencies, instructors, faculty, staff, and students for purpose of recruiting new agencies;

  • Supports Field Coordinators with the administration of all documents related to MSW Indigenous Program placements, including legal liability such WSIB, and agency agreements;

  • Coordinates receipt of student evaluations; 

  • Provides information to students regarding seminar dates;

  • Provides administrative support for preparation of educational materials and certificates for field instructors;

  • Surveys students, instructors and agencies annually on behalf of the field coordinators;

  • Coordinates mailing of correspondence including thank you letters, forms etc. to field agencies, instructors, faculty, staff and students;

 

      Recruitment and Admission

  • Provides advising on an individual basis to applicants regarding admissions qualifications, program details, financial assistance, student services, and is the primary liaison for information and support for the IFS program;

  • Responds to enquiries regarding admissions and provides information to prospective students, ensuring accuracy of information;

  • Communicates with applicants regarding receipt of their documents, status of their application, and advises them of missing documentation;

  • Assesses transcripts, accurately calculate average equivalencies, and verifies academic credentials including international credentials and transcripts; 

  • Reviews and assesses documents, searches University/College calendars for required course descriptions for evaluation;

  • Monitors completion of pre-requisites and adjudicates applicants who clearly meet or do not meet the established admission guidelines;

  • Monitors offers/acceptances and constructs waiting lists;

  • Communicates with accepted students re offers, Faculty, Graduate Studies and University academic policies and procedures, registration process, financial support, band funding, scholarships, etc. to convert into acceptances;

  • Attracts qualified applicants, through presentations, and one-on-one meetings with potential and current applicants;

  • Plans and determines itinerary for recruitment events and targets visits within Ontario to promote the IFS MSW programs;   

  • Acts as Ambassador and represents FSW at a number of campus information sessions and special events;

  • Consults and collaborates on the design, development, and editing of all IFS promotional materials;

  • Co-ordinates recruitment mailings to prospective students;

  • Assist IFS Faculty in coordinating prospective applicant interviews, either in person or on the phone;

 

Qualifications:

  • Secondary plus 2-year post-secondary in Indigenous Studies, Social Work or related field;

  • At least two years of senior administrative experience is required, preferably in an academic environment;

  • Ability to articulate an Indigenous worldview within a post-secondary education context;

  • Knowledge and understanding of Indigenous cultures and traditions through North America;

  • Excellent organization, multi-tasking, and time management skills with proven ability to successfully juggle multiple priorities in a busy environment;

  • Must have ability to complete tasks accurately with strong attention to detail and ability to review own work for errors and necessary revisions are essential;

  • Exceptional interpersonal skills (creative, diplomatic, inter-culturally sensitive, patient, tactful, etc.). Must possess excellent interpersonal skills and work collaboratively with academic and administrative staff, and students;

  • Excellent Microsoft Office and database development skills. Demonstrated skills and competencies with word processing, spreadsheets, presentation packages, website maintenance programs; 

  • Strong written and verbal communication skills with the ability to communicate with individuals at all levels;

  • Ability to maintain confidentiality and deal with difficult situations with tact and diplomacy;

  • Must be able to work independently as well as part of a team;

  • Ability to travel to have access to transportation to travel within Ontario. 

 

This position has been deemed eligible for educational equivalencies.  Please refer to the attached link for details.

 

Compensation:

Position Grade: SH-07

Rate of Pay: $32.33 - $38.03

 

Hours of Work:

This is a full-time, continuing position.  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 recruitment and cultural events.  When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.  

 

Job Evaluation Factor Scores:

 WLUSA/WLU Job Evaluation Factors

             Score               

Education and Experience

4

Interpersonal Skills

3

Applied Reasoning and Analytical Skills

3

Physical Skills

3

Co-ordination and Planning

3.5

Responsibility for Others

2

Impact of Decisions

3

Mental Effort

3

Physical Effort

3

Multiple Demands and Priorities

2

Working Environment

3

 

All Laurier employees and students are required to comply with the University's Covid-19 mandatory vaccination policy. Prior to attending Laurier's campuses in-person, you must provide proof of your vaccination status. If you are not fully vaccinated and do not have an approved exemption based on medical/disability or religious beliefs/creed grounds, you will be expected to receive your second dose of the vaccine by no later than October 8, 2021. Prior to becoming fully vaccinated, you will be required to participate in and comply with the University's rapid testing program and follow all recommended additional health and safety protocols. Details about the mandatory vaccination requirements can be found on Laurier's website.

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.


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