Senior Administrative Officer

Department: Faculty of Grad and Postdoc Studies 

Job Type: Continuing

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

Campus: Waterloo 

Reports to: Associate Vice-President and Dean, Faculty of Graduate & Postdoctoral Studies

Employee Group: Management 

Application Deadline: December 9, 2025

Requisition ID: 10433 

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

The Senior Administrative Officer provides leadership on the administrative services of the Faculty of Graduate & Postdoctoral Studies (FGPS). The incumbent provides strategic advice and planning support to the AVP & Dean (FGPS), and is accountable for the effective management of human resources and administrative operations in support of the strategic priorities of the Faculty. The incumbent provides senior leadership and support on special projects and strategic initiatives, and acts as a resource to the AVP & Dean and associate deans, graduate program co-ordinators/officers/directors, members of the Graduate Faculty, staff, postdoctoral fellows and graduate students regarding graduate policy, processes and issues. They are the key contact with various administrative offices at the University, providing counsel and information to the graduate co-ordinators (or equivalents) and supporting continuity during academic leadership changes. The incumbent oversees marketing and communications within the FGPS, applications and admissions, enrolment, postdoctoral services, internal and external reporting, academic records, awards, systems, student services and resources of the Office of Graduate & Postdoctoral Studies.

This position is responsible for the direct supervision of the staff in the FGPS, thereby ensuring that the objectives of the Faculty of Graduate & Postdoctoral Studies are met. The incumbent evaluates and assesses the adequacy of services provided to graduate students and academic programs and decides on any changes in practice or procedures including staffing and training/development requirements within the Office of Graduate & Postdoctoral Studies.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo, Milton and Brantford campuses as well as the Kitchener and Toronto locations, the Balsillie School, Martin Luther University College and external partners. The Senior Administrative Officer ensures the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders.

Accountabilities

Strategic Planning & Initiatives

• Supports the AVP & Dean in the development of long-term strategies and operational plans for the Faculty;
• Provides critical analysis of operational matters affecting the Faculty;
• Leads and coordinates special projects as required to further the priorities of the Faculty;
• Assists the AVP & Dean in tracking and reporting progress against plans, including information and data to support decision making;
• Coordinates the planning and allocation of financial and human resources within the Faculty, aligning plans with strategic and operational priorities;
• Promotes transparent and effective communication within and across Faculties/Schools on matters related to administrative operations, strategic priorities and plans.

Financial Management & Budgets

• Is a key advisor to the AVP & Dean regarding effective financial management and is the key point of contact regarding financial matters related to the Faculty;
• Reviews the Faculty’s financial position with the AVP & Dean on a regular basis;
• Works closely with the AVP & Dean and Financial Analyst to develop, improve, and promote strong financial management practices and controls within the Faculty;
• Coordinates and oversees the development of the annual operating budget for the Faculty including any required planning, forecasting and consults as required to assist the AVP & Dean in creating a Faculty budget that is aligned with strategic priorities;
• Oversees the distribution of provincial and federal funds transfers;
• Authorizes purchases, expenditures, and budget transfers for all Faculty budgets;
• Works collaboratively with the Development Office and Student Awards in drafting terms and conditions for graduate awards, and that available funds are fully utilized annually;
• Works collaboratively with Human Resources and Financial Services, monitors competitiveness of the university’s graduate student funding practices;
• Reviews, consults and drafts amendments to institutional/Faculty funding policies as required by changing practices provincially and nationally;
• Verifies budgetary needs for each Faculty annually for student funding commitments as required for anticipated enrolment;
• Is accountable for the effective administration of all academic funding for graduate students. This includes programs sponsored by provincial and federal government agencies and the university policies on graduate student support.

Academic Services

Enrolment Management and Program Development/Review

• Achieving graduate enrolment goals is central to the fiscal well-being of the University and the competition for high-calibre master’s and doctoral students is significant. The Senior Administrative Officer provides leadership and a high level of management, and support staff resources to ensure timely processing of applications. The incumbent also provides valuable input to the analysis and decision-making processes at program and university levels, as well as accurate and effective communications of admissions decisions;
• Works collaboratively with the AVP & Dean, with the AVP: Enrolment Services/Registrar and the SEM team on the implementation of strategies and best practices in graduate enrolment management;
• Consults with departments, the Office of Quality Assurance and the AVP & Dean in the development of new graduate programs (including from Martin Luther University College); reviews and makes recommendations on program briefs, and acts as the consultant on registrarial issues regarding program structure, records, student progress and funding;
• Consults with the AVP & Dean and with departmental representatives on Cyclical Reviews;
• Prepares reports and analysis for various university committees and governance bodies on graduate admission/enrolment trends; works collaboratively with Institutional Research on specialized reports.

Admissions and Academic Records

• Manages the applications and admissions process for the Faculty of Graduate & Postdoctoral Studies (includes graduate programs at Martin Luther University College); has signatory authority for offers of admission; is required to make a judgement to admit or to present special cases to the Graduate Admissions Committee;
• Contributes to the creation of policies, systems and procedures that support accurate reporting of student academic data;
• Accountable for the accuracy of student records data upon which degree eligibility, claims for operating funds are made to government, and internal planning and analysis are based;
• Oversees the integrity of graduate student academic records and the management of academic standing and progression for graduate students/records policy questions and ensures consistency in operational practices between the units as they apply to graduate students;
• Accountable for ensuring that graduate students (including those at Martin Luther University College) recommended to the University Senate for graduation have met their degree requirements;
• Works collaboratively with Enrolment Services to integrate administrative and academic procedures, wherever possible, with undergraduate administrative and academic procedures
• Works collaboratively with academic programs, ensures that the university’s policies on student funding are maintained;
• Represents the Faculty on University-wide committees as required.

Compliance and Risk Mitigation

• Ensures compliance with rules, regulations and reporting to all provincial and federal agencies providing external scholarships to graduate students and postdoctoral fellows;
• Verifies compliance with the institutional policies on graduate student records, records retention, and legislation pertaining to privacy and access to information;
• Implements policies on access to graduate student application information and protection of individual privacy in the management of student records.

Systems Development and Implementation

• Oversees the functional needs analysis of the FGPS; participates in enterprise software selection or local software development decisions and ensures consultation with stakeholders in support of enhanced services offered through the FGPS;
• Oversees the internal adoption/implementation/sustainment within the FGPS of new technologies and systems for delivering academic support to applicants, students, graduate program staff and faculty; leads business and procedural process changes as required, and ensures that all data elements required to conduct efficient management and maintenance of graduate student records are available within the Banner system;
• Participates as a subject matter expert in the development of systems technologies serving graduate students and programs.

Postdoctoral Administration

• Works collaboratively with the AVP & Dean, Associate Deans, the Research Finance Office and Human Resources to support the appointment procedures and to ensure the equitable treatment of postdoctoral fellows, and to foster a productive climate for postdoctoral training.

Communications

• Directs the promotion of graduate programs at WLU, ensuring that the marketing and communication plans are resourced and connected appropriately with other strategic goals of the University;
• Works collaboratively with graduate programs to ensure that the web content is accurate and engaging;
• Ensures that the Graduate Academic Calendar is maintained at all times;
• Oversees the FGPS website, its design, function and communications;
  • Is a member and represents the university, and the FGPS, on external and internal bodies such as the Ontario University Registrar’s Association, CAGS, CAPA and on internal bodies (e.g., Graduate Faculty Council and its standing committees, SEM sub-committee on Student Financial Aid, Data Governance Working Group).

Reporting Relationships

Position Titles and Number of Incumbents Reporting to this Position:

Graduate Admissions and Records Officer (1)

Records and Data Management Co-ordinator (2)

Graduate Financial Aid and Awards Officer (1)

Funding and Awards Administrator (1)

Graduate Admissions Specialists (2)

Applications and Admissions Assistant (1)

Administrative Assistant (1)

Qualifications

• University degree (graduate degree preferred) and 6 or more years of progressively responsible experience in a comparable environment, including strong experience in enrolment management, student records, academic programs, finance and human resource management.
• Understanding of graduate student lifecycle
• Knowledge of university policies and procedures, especially those related to graduate studies, admissions, funding, and academic progress.
• Understanding of equity, diversity and inclusion principles in graduate education
• Demonstrated experience with policy interpretation and implementation
• Ability to manage complex workflows, deadlines and competing priorities
• Skilled in conflict resolution, diplomacy and maintaining confidentiality
• Demonstrated ability to lead initiatives, contribute to strategic planning and support of institutional goals
• Experience in working with faculty and academic committees
• Proven ability to mentor and develop staff in a unionized environment;
• Strong organizational, decision-making, planning and project management skills;
• Advanced problem-solving skills; ability to analyze and streamline complex processes;
• Knowledge of health and safety regulations and best practices, including but not limited to the Ontario Health & Safety Act and Regulations;
• Excellent communication skills, both written and verbal, for interacting with students, faculty, staff and external partners
• Interpersonal and leadership skills, especially for team coordination and cross-departmental collaboration

Hours of work: This is a Full-Time, Continuing role. The normal hours of work are from 8:30am until 4:30 pm. 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: 2B

Rate of Pay: $84, 345 to $105, 431. Broad salary ranges include a hiring range ($84,345 - $94,888 of range midpoint), a target range ($95, 836.88 -  $115,974 of range midpoint), and a premium range ($117,133.74 - $126,517.2) of range midpoint). When new employees are hired the appropriate base salary is determined using these sub-ranges as a guide while adhering to rules on hiring as defined in our compensation policy. Considerations for new hire salaries 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.