Ancillary Operations Administrator

Department: Student and Ancillary Services 

Job Type: Limited Term

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

Campus: Waterloo 

Reports to: Director, Campus Stores (Hawk Shop)

Employee Group: WLUSA 

Application Deadline: June 15, 2026

Requisition ID: 10921 

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, Campus Stores with accountability to the Manager, Campus Services and Manager, Printing and Imaging Solutions, the Ancillary Operations Administrator provides comprehensive operational and administrative support across multiple retail and service units. This role is responsible for preparing and reconciling daily sales summaries, verifying point-of-sale data, and balancing multiple payment methods through external providers. The incumbent plays a critical role in identifying and resolving transaction discrepancies, investigating variances, and ensuring timely and accurate corrections in collaboration with internal stakeholders. Additional responsibilities include vendor invoice processing, vendor credit reconciliation, journal entries, and supporting financial operations within the Hawk Shop environment.

The role also provides key support to OneCard office operations, including payment processing, reconciliations, financial reporting, and meal plan administration. This includes managing meal plan adjustments, refunds, and ongoing reporting to ensure accurate tracking of balances, transactions, and vendor activity. In addition, the position supports Hawk Print operations by processing customer transactions, maintaining accurate system records, and assisting with inventory control and documentation management. Through consistent financial reconciliation, billing oversight, and procurement tracking, the Ancillary Operations Administrator ensures data integrity, operational efficiency, and reliable reporting across all supported service areas.

The position also supports monthly and annual financial reporting while ensuring compliance with institutional policies, accounting standards, and audit requirements. Duties are performed independently with oversight by the Ancillary Financial Analyst assigned to the Finance and Administration operations. 

The ideal candidate should possess a solid understanding of financial principles and be capable of managing multiple tasks efficiently while maintaining a high degree of accuracy and attention to detail.

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

Accountabilities

Hawks Shop Administrative Functions

Financial Support

• Prepares daily sales summaries, verifying and consolidating cashier sales reports from multiple retail locations, reconciling sales data from Point of Sale, cashier sales reports and balancing deposit tender types (Debit, Onecard, Mastercard & Visa) with payment provides (Moneris and Windcave)
• Identifies and investigates POS transaction errors so that corrections are processed with explanation, following up with staff on variances, and making appropriate corrections
• Prepares and reviews activity reports for POS voids, discounts and refunds in collaboration with Director and Manager, Operations and Sales, taking action when required
• Completes billing process for received orders in NetSuite, verifying vendor invoices to received merchandise (item receipt) information, requesting invoices and statements from vendors when required
• Completes vendor credit (VRMA) process, matching vendor credit to VRMA, ensuring qty and item costs are accurate
• Supports the preparation of monthly, quarterly, and annual financial reports. Tracks key financial metrics and assists with the analysis of financial performance.
• Supports Financial Resources staff as required (Financial Analyst & Account Payable team)
• Ensure adherence to company policies, accounting standards, and regulatory requirements. Maintain organized and accurate financial records for audits.

Administrative & Operational

• Facilitate, monitor and reconcile internal sales through ShopLaurier system and troubleshoots issues with internal customers through effective communication
• Facilitates Shoplaurier returns process
• Tracks and monitors Hawk Shop receivables; Prepares, invoices and monitors accounts receivables for sponsored students, collecting payments and completing deposit process
• Monitors and prepares monthly inventory adjustments for internal supplies, donations and promotional activities
• Balance internal (University employee purchase plan) computer purchase loans processed daily and forwards appropriate documentation to Payroll/ Human Resources
• Ensures Hawk Shop is aligned with financial deadlines, policies and procedures
• Coordinates document disposal to ensure document shredding security complies with audit procedures following established protocols.

OneCard Administrative Functions

• Process and reconcile vendor invoices and payments through systems including Shop Laurier, Staples, Hawk Shop punch-outs, and vending partners.
• Prepare and post journal entries related to internal transfers, deposits, and vendor transactions.
• Complete Moneris reconciliations, Coke vending commissions, and internal transfer reconciliations to ensure accuracy of revenues and expenses.
• Manage and execute monthly vendor payments.
• Prepare and distribute routine financial reports including deposit summaries, monthly total vendor reports, and audit support documentation.
• Complete monthly audit processes, ensuring appropriate documentation, reconciliation, and compliance with internal controls.
• Produce fee uploads and ensure accurate recording within financial systems.
• Maintain and produce meal plan financial and operational reports, including swipe activity, balances, and weekly meal plan subscription reporting.
• Implement meal plan changes (additions, adjustments, term changes) accurately and on a timely basis.
• Process and administer meal plan refunds in accordance with institutional policies.
• Support food service and retail operations through accurate tracking of vendor activity, commissions, and deposits.
• Liaise with internal stakeholders and vendors to resolve discrepancies, questions, or issues related to payments, reports, or reconciliations.
• Ensure data integrity across financial and meal plan systems through regular review and validation.
• Ensure all financial and meal plan activities comply with institutional policies, audit requirements, and applicable financial controls.
• Identify opportunities for process improvement, enhanced reporting, and increased efficiency within financial and meal plan operations.

Hawk Print Administrative Functions

Customer Service & Frontline Support

• Ensure a high level of customer service and professionalism when interacting with customers and co-workers
• Process all external sales through POS/Moneris for accurate tracking

System Administration

• Receive goods into the print management system
• Reconcile orders in the system to support accurate billing and chargebacks
• Print, file, and organize web order dockets
• Maintain organized records in shared platforms (e.g., Teams folders)
• Update basic process documents and reports provided by management

Financial Support

• Assist with basic invoice tracking and follow-ups
• Complete monthly P-Card reconciliation in Chrome River
• Perform ShopLaurier reconciliation for supply orders and other payables

Inventory & Operational Support

• Assist with supply tracking and annual inventory counts (paper, finishing materials, etc.)
• Provide occasional support in bindery as needed

Qualifications

• Completion of a one year Post-Secondary Certificate/Diploma (in addition to completion of High School Diploma) in business administration, commerce, retail management or equivalent
• One (1) to (2) years recent related work experience including bookkeeping experience, preferably in a retail environment
• Excellent computer skills, experience and proficiency with spreadsheet (advanced level in Excel); database software including Banner Finance; point-of-sale; inventory management software, MS Office
• Sound knowledge and ability with respect to account reconciliation and preparing bank deposits is essential
• Attention to detail and accuracy in all tasks
• Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast pasted environment
• Excellent interpersonal skills and the ability to tactfully deal with challenging/upset clients
• Solid communication skills both written and verbal
• Successful at troubleshooting and identifying errors
• Proven ability to prioritize workload to meet strict timelines
• Proven ability to work independently, problem solve and make sound decision
• Ability to work independently and collaboratively as part of a team
• Strong organizational skills with the ability to handle multiple tasks and determine priorities in a fast pasted environment

This position is deemed eligible for educational equivalencies.

As Per Article 12.7.6 of the collective agreement,  prior approval of a members manager is required to return to their previous position upon the completion of a Limited-Term Position. 

Hours of Work:  This is a full-time, 2-year limited term role. 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. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

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.