Administrative Assistant-Graduate-Kinesiology and Physical Education

Department: Faculty of Science 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Administrative Manager for the Faculty of Science, and the Department Chair for Kinesiology and Physical Education

Employee Group: WLUSA 

Application Deadline: November 10, 2025

Requisition ID: 10270 

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

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 Intermediate Administrative Assistant with the Department of Kinesiology and Physical Education.

Reporting to the Administrative Manager for the Faculty of Science, and under the supervision of the Department Chair for Kinesiology and Physical Education, the Administrative Assistant- Graduate- Kinesiology and Physical Education primarily provides administrative support to the graduate program in the Kinesiology & Physical Education Department. They are the principal administrative contact for KPE department’s graduate students, providing information as needed. The incumbent provides key administrative and records management support to the department’s Graduate Coordinator, to graduate program faculty, and takes direction from both the Department Chair and the Graduate Officer for KPE. The incumbent also supports the undergraduate Kinesiology Leadership Experience practicum program.

The incumbent works regularly with confidential information therefore the position requires discretion and good judgment. The Administrative Assistant works both independently and co-operatively with other staff both in the department and in the Faculty of Science.

Accountabilities

Graduate Program (General):

• Provides administrative support for the graduate program; duties include preparation of materials, correspondence, letters of reference, print orders, and other materials;
• Responds to program inquiries, providing procedural direction to current and prospective graduate students; serves as the department’s administrative liaison with the Faculty of Graduate and Post-Doctoral Studies (FGPS);
• Maintains a database listing of all graduate students in Kinesiology including the creation and maintenance of electronic and program-related records for each student as they progress through the program;
• Liaises with the Faculty of Graduate and Postdoctoral Studies to obtain and exchange student information, including the tracking of Directed Studies courses and financial awards received by students;
• Co-ordinates and administers the department’s progress reporting process for masters level students; co-ordinates the review and submission of doctoral progress reports; Provides direction to graduate students on policies and procedures;
• Supports the Graduate Studies Committee through arranging meetings and taking minutes
• Co-ordinates the scheduling of master’s thesis proposals, defences, doctoral comprehensive exams, and dissertation proposals and initiates doctoral defence procedures and liaises with FGPS to support doctoral defence planning.
• Co-ordinates the department’s process for assigning available Graduate Teaching Assistantships, including assigning, posting, preparing the notice of assignment, facilitating GTA Job Responsibility Forms and tracking required training.
• Co-ordinates and prepares scholarship NSERC, OGS, SSHRC, NSERC- URA and other relevant applications for departmental review, including receipt, verification of completeness, calculation of relevant GPAs and collation of files.
• Organizes recruitment and orientation events for the graduate program.
• Assists Graduate Program Coordinator in the development or review of administrative policies and procedures
• Coordinates administrative requirements for all Kinesiology and Physical Education Graduate Academic Calendar changes; works closely with the Graduate Officer to submit curriculum and administrative changes to the Graduate Calendar as approved through Graduate Faculty Council and Senate Academic Planning Committee;
• Maintains graduate program website

Graduate program (Admissions):

• Organizes the graduate student admissions process, by correlating applicable information and distributing applicants’ files to faculty members;
• Prepares and maintains related records, including an Admissions Application Report for Selection Committee meetings and an Application Summary Sheet for FGPS;
• Calculates GPAs and converts as necessary to Laurier equivalents, recording reference ratings;
• Arranges committee meetings and candidate interviews; taking formal minutes and communicating committee decisions to FGPS;
• Correlates the statistical information of applications to the graduate program, including number of applicants, and numbers accepted and declined.

KPE Undergraduate Practicum Support:

• Works extensively in support of the Undergraduate Academic Advisor to facilitate the Kinesiology Leadership Experience practicum program
• Administers the screening and approvals process of all undergraduate practicum placements using Navigator, ensuring the completion of required health and safety training and compliance with academic regulations;
• Responds to practicum program inquiries; provides direction to current and prospective practicum students on necessary requirements related to the practicum program; Liaises with Safety, Health, Environment and Risk Management to ensure practicum program adheres to institutional and ministry mandated health and safety requirements.
• Designs, updates and maintains KPE Navigator module by liaising with Laurier Navigator leads in Experiential Learning and Career Development
• Verifies practicum completion with the Office of Enrolment Services for students who have applied to graduate.
• Maintains Kinesiology Leadership webpage;
• Provides administrative support as required for the department’s undergraduate programs during peak periods.

Qualifications

• One-year post-secondary training;
• One year previous administrative experience in a comparable environment;
• Experience working with university policies related to regulations affecting student academic life;
• Excellent computer skills, including proficient use of Microsoft Office Suite required; and experience in web page creation and maintenance;
• Past experience in university software operating systems (preferably Banner, Navigator (Orbis Communications experiential learning platform, LORIS, Qualtrics and COGNOS software);;
• Well-developed customer/student service skills, including excellent interpersonal and communication skills;
• Good oral and written communication skills; excellent spelling and grammar skills; editing and publications experience a definite asset;
• Proven ability to work independently, and accurately to meet deadlines;
• Experience in meeting preparation, including setting agendas and recording minutes;
• Proven record of efficiency, accuracy, and attention to detail; proven experience in records management;
• Ability to prioritize and organize work and adjust schedule to meet unexpected demands;
• Experience in organizing special events an asset;
• Discretion and good judgment in interaction with others.

This position has been deemed eligible for educational equivalencies. 

Hours of Work: This position is Full Time, Continuing. The normal hours of work are 8:30am to 4:30pm, Monday through Friday. Flexibility in hours may be required in the absence of the Senior Administrative Assistant. When possible, the manager will adjust the work schedule so that no more than 35hours 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 to $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. 

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.