Graduate Administrative Assistant-Health Sciences

Department: Faculty of Science 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Administrative Manager, Faculty of Science / Chair and Graduate Officer, Department of Health Sciences

Employee Group: WLUSA 

Application Deadline: July 23, 2025

Requisition ID: 9941 

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 a Program Administrator within the Department of Health Sciences.

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.

Reporting to the Administrative Manager, Faculty of Science and with daily direction and oversight from the Department Chair and Graduate Officer, Health Sciences, the Program Administrator provides a variety of administrative services for the Department of Health Sciences. Together with the Office Administration Coordinator, the incumbent is the primary point of contact for potential and current students, Wilfrid Laurier University staff and faculty, and external individuals. The incumbent provides comprehensive support to the graduate programs, maintains the department's graduate websites, coordinates building access for departmental faculty, staff, and students, and assists with the coordination of hiring students for the Health Sciences Department.

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

Accountabilities

Graduate Program Support

• Responsible for providing support for MSc programs in Molecular and Medical Sciences (MMSC) and Community, Public and Population Health (CPPH)
• First point of contact for graduate students and graduate faculty, assessing the nature and complexity of inquiries concerning university policies, procedures, rules and regulations, and other general inquiries; refers queries as appropriate; proactively reminds students and faculty supervisors about deadlines and program milestones
• Provides information and support to prospective and current students regarding academic programs, courses available, admissions process, scholarship opportunities, graduate policies, administrative procedures, course overrides, degree requirements, financial matters, issues pertaining to international students,
• Creates and maintains accurate program database; including tracking each student’s program progress from admission to completion and confirming milestones have been met and timelines are followed;
• Accesses student records, course enrolment information, and arranges room bookings, using Banner, Cognos and other university systems;
• Assists with arranging student committee meetings, Master’s defences; assists with room bookings, provides appropriate forms, circulates department announcements.
• Maintains database of departmental post-doctoral fellows and provides onboarding administrative support, as needed;
• Maintains the departmental graduate program websites (including My Learning Space page) ensuring general information, forms, etc. are up to date, and supports faculty by updating their profile pages;
• Supports the Graduate Studies Committee, scheduling meetings, preparing agendas and minutes
• Supports process of hiring undergraduate Instructional Assistants and prepares employment paperwork;
• Regularly assesses efficiency and effectiveness of administrative processes and procedures as they related to the graduate programs, and makes recommendations for improvements;
• Provides back-up assistance to the Office Administration Coordinator (OAC).

Graduate Officer Support

• Directs students and faculty to relevant resources regarding academic matters, student appeals, financial assistance, selection of courses and programs, and meeting degree requirements (e.g. research proposals, committee meetings);
• Liaises with Faculty of Graduate and Post Doctoral Studies (FGPS) regarding policies and procedures as they pertain to the MMSC and CPPH programs;
• Monitors graduate program budget regularly; prepares and submits graduate program expense claims and reconciles expenditures on Purchase Card; performs monthly reconciliation of account;
• Coordinates the graduate student office space, equipment and maintenance needs and room access in coordination with the Office Administration Coordinator;
• Coordinates administrative requirements for all Health Sciences 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;
• Works closely with Department Chair and Graduate Officer to identify CTF posting-exempt courses available;
• Assists the Graduate Officer to fill available Graduate Teaching Assistantships, including assigning, posting, preparing the notice of assignment, facilitating GTA Job Responsibility Forms and tracking required training.
• Assists Graduate Officer with preparation and submission to FGPS of nominations for and renewals of Graduate Faculty Status.

Graduate Program Applications and Admissions

• Creates applicant files and maintains database for tracking applications;
• Liaises with FGPS to ensure that admission files are complete, calculating GPAs of applicants, and submitting files to potential supervisors;
• Prepares and submits admissions recommendations (ASRs) to FGPS Office.

Scholarships and Funding

• Supports faculty to ensure Research Assistant and Studentship forms are submitted to FGPS by the deadlines;
• Organizes and records scholarship ranking results, ensuring that all applications are complete and appropriately signed; submits completed, ranked applications to FGPS;
• Organizes the application process for external funding (primarily NSERC, OGS, CIHR, SSHRC); providing information to students for scholarship and application requirements; reviews applicants for eligibility and calculates GPAs, checking for accuracy, editing, and tracking applications; correlating information for each application and ensuring compliance with scholarship criteria.

Event Coordination

• Supports OAC and Graduate Officer with organizing departmental events and conferences, working in team environment, and providing logistical coordination and support for events such as recruitment and orientation events for graduate students.

Qualifications

• One (1) year post-secondary education;
• Two (2) years of administrative experience in a comparable environment, preferably within an academic setting including experience working with university policies;
• Strong computer skills including proficiency in Microsoft Office and experience with website maintenance required; experience with SharePoint, Cascade, Banner, Cognos and LORIS an asset;
• Strong service orientation and well-developed customer service skills;
• Excellent planning and organizational skills and the ability to meet demanding deadlines through multi-tasking and prioritization of work;
• Proven record of efficiency, accuracy, organization, and attention to detail; experience in records management, an asset;
• Proven experience as a team player;
• Highly organized and adaptable to very dynamic situations;
• Proven ability to handle frequent interruptions in a busy environment;
• Discretion and good judgment in interaction with others,
• Ability to work independently and apply sound judgement in decision making

Hours of Work

This is a Full-time, Continuing opportunity. The normal hours of work are 8:30am to 4:30pm, Monday to Friday. 

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.

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.