Administrative Assistant, Academic Advising (Faculty of Science)

Department: Faculty of Science 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Manager, Academic Advising

Employee Group: WLUSA 

Application Deadline: 08/22/2025 

Requisition ID: 10167 

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

We currently have an opportunity to join the Laurier community as an Administrative Assistant, Academic Advising (Faculty of Science).

Reporting to the Manager, Academic Advising for the Faculty of Science (FoS), the Administrative Assistant, Academic Advising (Faculty of Science) performs a range of administrative duties for members of the leadership team. They will serve as primary support to the Vice Dean, and will also support the Associate Dean: Academic, the Manager: Academic Advising, Petitions & Regulations Coordinator and the Academic Advisors: Science. As a team member of the Academic Advising Office, they contribute to the service orientation and efficient operation of the unit. They provide support and continuity in numerous student-related functions, including academic advising and curriculum revisions.

The incumbent is routinely the first contact for student, faculty, staff, parent and visitor inquiries, both virtual and in-person, and must be an informed and professional representative of the FoS Academic Advising Office.  The administrative assistant works regularly with confidential information; therefore, the position requires discretion and good judgment.

Accountabilities

Academic advising support:

• Provides virtual and in-person reception and assistance for academic advising services to students, faculty, staff, parents and visitors on behalf of the Academic Advising Office;

• Triages inquiries in the science academic advising email accounts and makes decisions on referrals to departments or other units;
• Responds to general information emails/forms;

• Assesses the urgency of requests for email response or academic advising appointment, and other meetings;
• Confidentially handles sensitive and private student records;
• Maintains electronic student files for the Academic Advising Office;
• Provides general information as required on procedures and form completion for academic requests including academic petitions, examination deferrals, over-ride requests, overload requests and directed studies;

• Creates and updates all Academic Advising Office forms;
• Supports Academic Advisors with online booking calendars;
• Monitors grade revision forms;

Vice Dean support:

• Manages the Vice Dean’s calendar;
• Arranges meetings as requested for the Vice Dean and the Manager: Academic Advising (e.g. Curriculum Committee meetings);
• Prepares COGNOS reports as required;

• Tracks and analyzes usage of FoS advising office supports, writing term and annual reports as required;

• Manages, tracks and records the Directed Studies process for the Faculty of Science;
• Manages the Dean’s Honour Roll process;
• Supports the Vice Dean and the Manager: Academic Advising in the research and development of special projects and reports;

• provides support for Faculty of Science Students Association (FOSSA) as needed;

 Curriculum & Program Committee coordination and administration:

• As secretary of the Faculty of Science Curriculum & Program Committee, prepares curriculum submissions for review by the committee and Divisional Council; assists with submissions for Senate Academic Planning and Senate;
• Attends Divisional Council meetings and Senate Academic Planning Committee meetings as a resource and Senate meetings, if applicable;
• Coordinates and communicates the timetable for curriculum changes from the Faculty of Science Curriculum & Program Committee to Divisional Council, and the Senate Academic Planning Committee;
• Acts as the primary contact for all departments, and the Senate Academic Planning Committee, regarding curriculum submissions;
• Tracks and records curriculum submissions through the governance process;
• Acts as the primary contact for Enrolment Services regarding Faculty of Science calendar revisions;
• Confirms calendar revisions in each new academic calendar;

Other administrative support for the Academic Advising office

• Supports Chairs, faculty and staff with academic advising related inquiries;
• Serves as Secretary to meetings or provides other support to committees as required;
• Prepares committee and other records for storage;
• Maintains paper/electronic file archives;
• Supports the organization of transition and retention events / programs;
• Works as a team member in the preparation of the Faculty’s participation in recruitment and other special events;

Qualifications

• Completion of a one year Post-Secondary Certificate/Diploma (in addition to completion of High School Diploma) and 3-years' work-related experience, preferably in a student-related environment
• Strong service orientation and well-developed public relations skills
• Excellent administrative skills, ability to work under pressure, and with frequent interruptions in a high-volume environment
• Strong verbal skills, including interpersonal, intercultural, inter-generational and persuasive skills to explain information to a variety of individuals
• Demonstrated sensitivity and discretion in interacting with the internal / external community concerning academic matters
• Strong writing skills, including correspondence, announcements, form preparation, web information

• Skill and experience in managing web pages, and in preparing and posting materials to the web

• Demonstrated understanding of university academic policies, procedures, and regulations
• Demonstrated ability to work independently, set priorities, and resolve problems effectively and efficiently
• Strong organizational skills
• Experience working within a team and the ability to build strong relationships with colleagues both internal and external to the Faculty of Science
• Detail-oriented and a high degree of accuracy in the performance of all tasks
• Software:
  • Proficiency in Microsoft Office suite, including Word, Excel, Outlook, Teams and PowerPoint
  • Comfortable adapting to new software and technologies
  • Experience working with Banner, Cognos and Qualtrics is an asset
• Understanding of privacy legislation
• Conflict resolution and de-escalation skills are an asset
• Mental health training is an asset

This position is eligible for Educational Equivalencies.

Hours of Work

This is a Full-time, Continuing opportunity. The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure 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: C
• Rate of Pay: $34.73 - $36.73 per hour  with an annual step progression on anniversary date up to $39.71 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.