Faculty Relations Administrator

Department: Human Resources 

Job Type: Limited Term

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

Campus: Waterloo 

Reports to: Manager, Faculty Relations

Employee Group: CPAG 

Application Deadline: April 21, 2026

Requisition ID: 10783 

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.

The Faculty Relations Office, within Human Resources is a service function for faculty, staff supporting the academic areas, Deans, and WLUFA. Reporting to the Manager, Faculty Relations, the incumbent performs a variety of duties, including labour relations and administrative support, in which accuracy is key, for collection, coordinating and maintaining consistency and integrity of University faculty data and generating reports in compliance with the Full-time Faculty Collective Agreement and the Contract Teaching Faculty Collective Agreement. The incumbent works with confidential information, acts as a resource to the university community, and must be able to work effectively in an environment with frequent interruptions. The Faculty Relations Administrator will share responsibilities with Faculty Relations colleagues under both the FT and CTF collective agreements to ensure an even workflow. 

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides faculty relations supports 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

Reporting and Data Management

• Assist with the preparation of compliance reports under the Full-time Faculty and Contract Teaching Faculty (CTF) Collective Agreement filed on behalf of the University to the Faculty Association (WLUFA)
• Generate reports, including salary and appointment data, and post to a shared drive for the Dean and SAO use.
• Generate reports from Banner, as requested, by the Office of Research Services, Faculty of Graduate and Postdoctoral Studies, and Sr. Administration.

Labour Relations

• Data collection and reporting in support of bargaining preparations
• Assists with research on other university collective agreements in preparation for negotiations

Administration

• Responsible, for updating and indexing of full-time faculty and Librarian Official Files, in electronic format, which involves preparation, updating, security and access, exercises judgment to apply and interpret policies and procedures relating to content of Official Files
• Monitors Faculty Relations inbox, responding to general inquiries using provided templates and referring more complex inquiries to appropriate team members.
• Prepares termination acknowledgment letters (retirement, PIRO, resignation) for Vice-President Academic & Provost signature
• Prepares employment confirmation letters for faculty within timeline posted on the website
• Provides the Associate Director Faculty Relations with administrative support in ongoing administration of WLUFA collective agreements
• Responsible for processing the marking/grading allowance in compliance with the CTF Collective Agreement.
• Assists with the processing of the applications for the CTF Professional Development Fund in compliance with the CTF Collective Agreement. Duties include maintaining an accurate accounting of the applications received, approved, and the fund balance.

Appointment Processing

• Assists with providing information and guidance to academic units and monitoring and ensuring consistency and coordination of processes relating to CTF Letters of Appointments and FT Overload contracts.
• Enters faculty data into Banner, including setting up initial Faculty Action Tracking page, uploading documents into Banner Document Management and adjustments for sabbatical credits.
• Supports the review of full-time faculty overload contracts and checking faculty eligibility for overload teaching, and following up with the Dean’s Office.
• Supports Department Appointment Promotion/Senate Promotion Appointment Tenure committees by preparing confidential official files for review;
• Assists with the processing of Postdoctoral Fellow appointment requests, including checking completeness of the appointment form, and preparing the appointment letter for the AVP and Dean Faculty of Graduate and Postdoctoral Studies signature.
• Works with the Sr. Administrative Officer, Faculty of Graduate and Postdoctoral Studies, to track CTF posting exempt positions.
• Enter full-time faculty for onboarding in the Applicant Tracking System

Qualifications

• University degree in business administration or a related field, or an equivalent combination of education and experience
• Minimum of two year’s work experience including administration, reporting, and customer service (University environment preferred)
• Demonstrated work experience in faculty administration, human resources or a related field including collective agreement interpretation and administration is an asset
• Experience working with collective agreements, preferably both WLUFA Full-time and CTF is an asset
• Demonstrated high level of customer service and professionalism
• Excellent administrative and organizational skills, including accuracy and attention to detail
• Proven ability to work independently in organizing and prioritizing
• Strong written and verbal communication skills
• Demonstrated analytical ability with decision-making skills
• Diplomacy, discretion, tact, ability to interact with a wide range of University and external personnel
• Excellent problem-solving skills
• Considerable working knowledge of software packages such as Microsoft Office, Banner (various modules), Word, Excel, and Cognos
• Must exude patience and sensitivity to the attitudes & feelings of others
• Must demonstrate honesty, integrity, fairness and ethical conduct at all times
• Has the highest regard for the sensitivity and confidentiality of information
• Adjusts comfortably to the needs of diverse audiences
• Able to remain calm and respond constructively to pressure, emotional situations and in dealing with conflict

Hours of Work: This is a full-time limited term position until August 31, 2026. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexible work arrangements include the ability to work remotely up to three day per week.

Compensation:

Level: EX-E

Rate of Pay: $79, 284 annually

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.