Office Administration Coordinator-Kinesiology and Physical Education

Department: Faculty of Science 

Job Type: Continuing

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

Campus: Waterloo 

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

Employee Group: WLUSA 

Application Deadline: 09/16/2025 

Requisition ID: 10205 

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 Office Administration Coordinator within the Department of Kinesiology and Physical Education.

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, Kinesiology and Physical Education, the Office Administration Coordinator is accountable for the overall efficient administrative functioning of the Kinesiology and Physical Education Department. They provide comprehensive administrative support to the Department Chair, the Undergraduate Officer, full-time faculty members and contract teaching faculty (CTF), and staff, working with a high degree of independence. The Office Administration Coordinator ensures that the department meets key deadlines throughout the year and provides organizational leadership and support for departmental events. The incumbent routinely acts as the Department’s contact on administrative policy and organizational matters and must be an informed and professional representative of the 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

Chair Support

• Advises the Chair on administrative needs and processes; organizes and prioritizes work to ensure meeting institutional deadlines requiring sound knowledge of WLUFA Full and Part time Collective Agreements, institutional governance timelines and academic calendars;
• Provides information and assists Chair with coordination of annual course build, liaising with Enrolment Services to ensure program, scheduling and enrolment needs are met;
• Assists with coordination of key deliverables including faculty workload and CTF contracts requiring knowledge of Banner, Loris and Career Portal;
• Coordinates the CTF hiring process in consultation with the Chair; includes posting of CTF positions, scheduling Part Time Appointment Committee (PTAC) meetings, supplying committee with Official Files and seniority information, and generating contracts while ensuring timelines and policies set out in WLUFA Part-time C.A. are met; coordinates submission to Dean’s office;
• Assists Faculty Search Committees, which oversee full-time faculty hiring; receives applications, requests letters of reference where required, compiles application materials, arranges interviews, including travel and accommodation arrangements for candidates and files detailed minutes;
• Coordinates the scheduling of Department-in-Council meetings, generates and circulates agendas, records and archives minutes and policies and procedures and coordinates the election of CTF and staff representatives (on a yearly basis);
• Supports Tenure and Promotion committee; arranges room bookings, requests Official Files, and provides other support as needed
• Assists with departmental cyclical reviews, collates data;
• Assists Chair with departmental budget including reconciliation, purchases, deposits, cheque requisitions, expense claims and transfers;
• Monitors course registrations, updates filters, and enrollment limits as required for registration purposes;
• Monitors and accesses enrolment data for classes, tutorials and labs, providing value added updates to the Department Chair;

Faculty Support

• Oversees the collection of materials such as course syllabi and midterms, and completes final examination information forms each term and submits to the Examinations Office; ensures final exams are submitted for printing and delivery;
• Coordinates the scheduling and printing of midterm examinations, including room booking, proctor and marking support;
• Accesses confidential institutional data such as student records, course enrolment statistics, and class lists for the department using Banner, Cognos and other university systems;
• Supports the preparation of course outlines, examinations, curriculum changes, and other applicable materials, ensuring the department is in compliance with academic policies;
• Facilitates the archival, retention, and storage of departmental records including policies and procedures, governance, hiring recommendations and teaching materials as per FIPPA regulations;
• Supports faculty researchers by booking meeting rooms, facilitating access for lab personnel (see below), and providing support with university administrative systems and processes as they relate to research.

Departmental Support

• Provides first point of contact for all departmental inquiries; assessing the nature and complexity of inquiries and determines actions to be taken, referring queries as appropriate.
• Provides back-up assistance to the Graduate Administrative Assistant
• Assists with recruitment and coordination for outreach events such as Spring and Fall Open House and other functions such as faculty retreats and student orientation or information sessions and other gatherings
• Provides basic orientation and information to new faculty and CTF regarding university and department policies and administrative processes;
• Maintains office supplies and oversees photocopier maintenance;
• Liaises with other units for equipment maintenance, office repair, and general work orders;
• Receives and distributes mail and organizes assigned mailboxes; labels and forwards outgoing mail and packages;
• Monitors the departmental web pages for accuracy and revises/updates as necessary; assists the Undergraduate Officer monitoring the department’s portion of the undergraduate calendar for accuracy;
• Responsible for monitoring and maintaining the general departmental email account (kinadmin@wlu.ca) and Outlook calendars
• Maintains a spreadsheet for key access for faculty, staff, and students; requests Onecard entry activation and deactivation;
• Regularly assesses administrative processes within the department for efficiency and effectiveness and makes recommendations to the Chair for improvements.

Event Coordination

• Supports departmental events and conferences, working in a team environment and providing logistical coordination and support for:
• Undergraduate Thesis Conference
• Convocation Awards event

Qualifications

• One (1) year post-secondary education;
• Two years related administrative experience within a university environment, preferably in an academic department or comparable environment;
• Experience and knowledge working with university policies related to student academics (graduate and undergraduate);
• Experience working within a unionized environment;
• Experience with meeting procedures and taking minutes;
• Experience in reconciling budgets;
• Strong service orientation and well-developed communication skills;
• Excellent planning and organizational skills and the ability to meet demanding deadlines through multi-tasking and prioritization of work;
• Ability to work independently and apply sound judgement in decision making
• Excellent/strong computer skills, word processing, spreadsheets, databases and web page maintenance; prior experience with web editing is an asset;
• Knowledge of Banner/COGNOS and Millennium;
• Good oral and written communication skills;
• Excellent problem solving skills;
• Experience in organizing special events is required.

This position is eligible for Educational Equivalencies.

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 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: D
• Rate of Pay: $38.34 - $40.53 per hour with an annual step progression on anniversary date up to $43.82 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.