Administrative Coordinator, Teaching & Learning

Department: Office of the VP Teaching&Learning 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Director, eLearning

Employee Group: WLUSA 

Application Deadline: February 16th 2026

Requisition ID: 10461 

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

Reporting to the Director, eLearning, the Administrative Coordinator is accountable for a range of administrative and operational functions within Teaching and Learning (eLearning and Teaching Excellence and Innovation) and the Quality Assurance Office. The incumbent works with confidential information and functions with a considerable degree of independence.

The Administrative Coordinator ensures that the key deadlines established by these departments are met, serves as a key contact person for the departments, and provides advice and functional guidance on administrative policies and organizational matters. The incumbent must be an informed and professional representative of these departments. Working with the directors and managers in Teaching and Learning, the incumbent supports day-to-day financial processes and ensures effective procedures are in place consistent with institutional guidelines for financial processes.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter information to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo, Brantford, Milton and Kitchener Campuses. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Quality Assurance Office Responsibilities

• Coordinates all aspects of the external review process for new program developments and cyclical program reviews including:
• Sending email invitations to reviewer candidates
• Answering candidates’ questions about the external review process and reviewer role
• Completing reviewer profile templates for the Program Review Sub-Committee and attending meetings to answer questions about the candidates
• Working with academic units and the external review committee to schedule both in-person or virtual meetings, as needed, for each external review
• Preparing external review document packages and sending out pre-review communications
• Making travel arrangements for in-person site visits and communicating these clearly to reviewers 
• For in-person reviews, working with administrative staff to clarify expectations re: room bookings and meeting attendance
• Making hospitality arrangements (e.g., catering) for in-person site visits
• Being on site during in-person visits to ensure that the external review runs smoothly and to address any issues that arise
• Collecting information from the external review committee post-review and clarifying report deadlines
• Reconciling all expenses and honorariums related to external reviews
• Answering reviewers’ questions about process as necessary
• Assembling key documents (e.g., faculty CVs and course syllabi) for new program developments and cyclical program reviews
• Provides recommendations on improving Quality Assurance processes, policies and guidelines
• Provides support for formatting and editing of quality assurance documents (e.g., self-studies, new program proposals, resources)

Teaching and Learning Responsibilities

Financial Support

• Serves as a key resource to departmental leaders regarding day-to-day financial processes and transactions
• Coordinates purchases, expenditures, and budget transfers for all departmental budgets
• Reconciles revenues and expenditures on a regular basis and in preparation for year-end
• Administers the instructional and teaching fellows grants on behalf of Teaching Excellence and Innovation, including the coordination of internal transfers on an annual basis.
• Coordinates the collection and transfer of fees for non-credit course activities from program and partner offices across the institution according to their specified fee schedule at the end of each academic term, including verifying enrollment data and fees
• Calculating enrollments and course credit to prepare payment memos sent to Faculties to administer payment to online course instructors each term on official count dates (5x/year)
• Liaises with Procurement and vendors with regards to eLearning software contracts
• In coordination with the director, issues requests for payment and subsequently tracks Accounts Receivable for eLearning, ensuring funds are properly transferred and sends reminders as needed
• In coordination with the director, issues reimbursements to Faculties for the development of virtual asynchronous courses, ensuring funds are properly transferred, and sends reminders as needed to ensure correct fees and accounts

Administrative Coordination

• Develops and oversees a wide range of administrative services and systems to support the effective operation of Teaching and Learning as determined by T&L Leadership
• Maintains and updates departmental policies and procedures, providing related advice and information to departmental leaders and staff members
• Promotes the effective communication of administrative information throughout the department
• Responsible for the onboarding process of new staff including computer access/accounts/training, office set-up, OneCard, keys, mandatory Laurier training, and information on departmental policies and procedures
• Maintains record of all computer hardware, software and computer account information for department and co-ordinates related purchases
• Monitors key, OneCard and security system access to departmental facilities
• Prepares and coordinates the issuance of contracts for eLearning course developments for course authors and advisors, including tracking, follow-up and electronic filing, and updating as needed due to schedule changes, author/advisors changes, etc.
• Coordinates updates to bi-weekly reporting to Faculties regarding online course developments, preparing and sending reports, communicating when payment milestones have been reached and fielding follow-up questions
• Coordinates all departmental office supplies, maintains inventory and orders supplies as required
• Coordinates logistics related to meetings on behalf of departmental leaders including scheduling; preparation, compilation and dissemination of relevant documentation, and provides necessary follow-up as required
• Improves efficiency and quality by streamlining systems and processes
• Maintains, edits and updates web content related to Teaching and Learning on internal and external websites as required
• Supports development and maintenance of tracking and reporting processes for TEI and the coordination of relevant information for annual reporting
• Act as a secretary for institutional-level committees
• Assist the Associate Vice President: Academic in completing projects focusing on continuous improvement

Communications Coordination

• Builds and maintains relationships within the university as a point of contact for Teaching and Learning involving frequent contact with areas such as Finance, ICT, Facilities and Asset Management, and different Faculties
• Coordination communication projects for the supported units, including considerations of audiences, messages, timing, etc.
• Addresses general inquiries to Teaching and Learning by assessing needs, responding and/or referring accordingly  
• Coordinates events for Teaching and Learning, for example room bookings, event registration, and appropriate web updates
• Edit, format and publish a weekly email to all faculty, staff and graduate students (2500+ individuals)

Qualifications

• 2-3 year College diploma in Business Administration or related field
• 3 years of related experience in a comparable environment;
• Experience in an academic environment preferred;
• Strong organizational, planning, problem-solving and decision-making skills;
• Experience in financial aspects of administration such as budgeting, accounting, procurement and invoice processing;
• Ability to work independently with high degree of initiative and good judgment;
• Strong interpersonal skills and commitment to confidentiality, tact, diplomacy and discretion;
• Attention to details as this position requires high levels of accuracy in performing daily tasks;
• Excellent communication skills (written and verbal);
• Knowledge of Microsoft Office and financial reporting systems;
• Familiarity with university policies and procedures.

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 position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements

Compensation

• Level: D
• Rate of Pay: $38.80 - $41.02 per hour with an annual step progression on anniversary date up to $44.35 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