Administrative Assistant (FoS Canada Research Chairs)

Department: Faculty of Science 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Senior Administrative Officer, Faculty of Sciences with daily guidance from Faculty of Science Research Support Coordinator

Employee Group: WLUSA 

Application Deadline: April 29, 2026

Requisition ID: 10751 

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 an Administrative Assistant in support of the Faculty of Science Canada Research Chairs (CRC). As a team member of the Dean’s Office, the incumbent will contribute to the service orientation and efficient operation of the unit, and more specifically contribute to the success of research endeavours of faculty members. 

Reporting to the Senior Administrative Officer, and under the daily guidance of the Research Support Coordinator, the Administrative Assistant will provides dedicated assistance and support to CRC researchers in the Faculty of Science. The incumbent supports the reconciliation and submission of expense and travel claims, as well as acting as the subject matter expert for interpretation of University policies and procedures as they pertain to the completion of expense claims, expense reports, budget reconciliation, and research payroll request forms. They will provide key administrative and records management support for contractual travel funds and Professional Expense reimbursement claims as they apply to the WLUFA collective agreement and the Faculty of Science internal policies on use of these funds.

The Administrative Assistant will work both independently and co-operatively with other staff within the Faculty of Science and its departments, the Research Finance Office, Accounts Payable, the Procurement Office, other University departments as well as external vendors and suppliers, using judgement and discretion in the performance of duties in working with confidential information. 

Accountabilities

General Administrative Support:

• Provides research administrative support to the Faculty of Science Canadian Research Chairs,
• Reconciles research expense claims, invoices, and Purchase Card submissions, ensuring compliance with the University Expense Reimbursement Handbook, the Research Finance Office and when applicable Tri-Agency compliance framework,
• Ensures all claims are reconciled and appropriately coded for submission to Accounts Payable, Chromeriver and/or ShopLaurier in a timely manner according to University deadline requirements. Contacting the appropriate faculty member if necessary to confirm information and clarify expense claims,
• Updates the Research Support Administrative Assistant with information pertaining to CRC eligible claims for Professional Expense Reimbursements and Contractual Travel, co-ordinating the reconciliation of expenses to ensure compliance with university and research policies.
• Provides administrative assistance for the posting of research assistant positions, ensuring positions are filled in an appropriate time frame for Faculty of Science Canadian Research Chairs,
• Interacts with Accounts Payable, Office of Research Service, Procurement, and Research Finance to ensure efficient processing of expense claims through the University’s finance management systems,
• Updates Canada Research Chair web page information as necessary
• Ensures that all researchers meet requirements for approval to operate University owned vehicles for insurance purposes.
• Provides guidance to CRC’s and their staff on matters pertaining to university-wide administrative processes; which may include interactions with the offices of Information and Communication Technologies, Facilities and Asset Management, And Distribution Services.

Expense Claim and Purchase Card Support

• Processes and provides support for CRC, students and community members expense claims (cheque requisition, out of pocket and travel expense claim forms), reviewing for multi-level financial policy compliance
• Acts as Chrome River delegate and submits claims when required for CRCs and their purchase card-holding staff
• Monitors purchase card delinquency and negotiates extensions when needed to ensure all cardholders’ accounts remain in good standing
• Requests temporary limit increases for all users’ cards prior to making large purchases
• Contacts external vendors for missing receipts or clarification on charges to purchase cards on behalf of CRCs and their card-holding staff
• Reports technical issues with purchase cards and Chrome River to Procurement on behalf of cardholders

Invoicing

• Reviews and processes all incoming invoices via Accounts Payable and Shop Laurier
• Enters journal vouchers in Millennium to transfer and recover costs
• Requests and/or generates invoices for external users of CRCs’ facilities and equipment, liaising with internal finance to ensure invoices are paid and deposited into research indexes
• Sets up new-to-Laurier vendors and individuals for direct deposit

Financial Reporting and Planning

• Generates reports on grants’ indexes in Millennium upon request
• Gathers, interprets, and provides data on the usage of CRCs’ research facilities
• Assists Research Finance and the Office of Research Services with research grant spend-downs and allocation of resources
• Initiates requests for extensions of research grants

Procurement and Insurance

• Coordinate purchases (including equipment) while ensuring compliance with internal (Expense Handbook) and applicable external financial policies (BOBIA, US Procurement Restriction Policy, TAGFA, CRA guidelines)
• Liaise with Insurance/Risk Management to set up insurance for new vehicle/equipment purchases and for all new drivers of Laurier-owned vehicles
• Communicate any delays or modifications of orders to the relevant CRC or lab staff member

Event support:

• Books rooms and catering for events and in-person meetings
• Processes expenses related to events hosted or jointly held by CRCs
• Contacts vendors to arrange for large reservations and direct billing where agreements exist (e.g. hotel blocs)

Collegiality and Professionalism:

• Supports Wilfrid Laurier University’s values, vision, mission, and strategy,
• Collaborates and maintains professional relationships with appropriate departments in support of research ventures within the Faculty of Science,
• Maintains confidentiality around programs, reports, and budgets,
• Stays current on the most recent and relevant legislation, policies, best practices, literature, and software, related to the accountabilities and qualifications of the position,
• Ensures that the supervisor is kept up-to-date on all important items related to the position through electronic or in-person communication and seek advice when necessary.
• Assists other team members within the Faculty of Science research support portfolio during periods of accelerated activities and during non-peak periods.

Qualifications

• Completion of 2-3 year college diploma in office administration
• 2 years of previous experience in an administrative assistant position,
• Experience in the Canadian higher education system preferred,
• A strong understanding of Laurier's policies and procedures preferred as they pertain to financial operations such as:
• Expense claim processing,
• University compliance policies,
• Working with external vendors,
• Experience in Laurier’s financial management platforms preferred (Banner, Millennium, ShopLaurier, Chromeriver)

Research Activities Support:

• Experience working within a research environment preferred,
• Familiarity with Human Resources job posting requirements preferred,
• Experience using time management tools to organize one’s work to meet deadlines,
• Experience working under pressure towards tight timelines where priorities and tasks may regularly change,
• Experience analyzing and executing tasks with a high degree of accuracy,

Software: 

• Demonstrated experience with Microsoft Office Suite of products including Word, and Excel,
• Understanding of Millennium FAST would be considered a asset,
• Intermediate Qualtrics skills to be able to create reports and develop time management tools for research related activities,

Communication:

• Strong verbal skills, including interpersonal, intercultural, intergenerational, and persuasive skills to explain information to a variety of individuals,
• Strong writing skills, including correspondence through email,
• Experience working independently, and the ability to self-start and be self-motivated,
• Experience working within a team and the ability to build strong relationships with colleagues and partners both internal and external to the Faculty of Science.

This position has been deemed eligible for educational equivalences. 

Hours of Work: This is a full-time, continuing opportunity. The normal hours of work are 8:30am – 4:30pm, Monday to Friday. There is the occasional need for overtime during peak periods and flextime may be requested. 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: C

Rate of Pay: $35.15 to $37.17 per hour with an annual step progression on anniversary date up to $40.19 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.

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.