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Administrative Assistant

Job Information
Author pmnationtalk
Date April 19, 2019
Type Full Time
Company Wilfrid Laurier University
Salary $45,728 - $57,161 - Annual
Location Waterloo,ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Administrative Assistant

Posting ID : 10292
Apply By : 4/25/2019
Position Title : Administrative Assistant
Department : Office of the President and Vice-Chancellor
Job Type : Full-time, Continuing
Campus : Waterloo
Reports To : Executive Assistant to the President
Position Summary :

Wilfrid Laurier University is a leading multi-campus, university known for academic excellence and a culture that inspires lives of leadership and purpose. Laurier has a distinct commitment to teaching, research, experiential learning, sustainability and scholarship, which combine to address critical challenges in society, business, the economy and the environment – globally and in the communities we serve. At Laurier’s heart is its strong student focus, which results in exceptional levels of student satisfaction and a deep sense of community that lives on through the university’s highly engaged alumni.

Laurier takes pride in building meaningful relationships with colleagues and students. The Laurier community supports one another, encourages collaboration and teamwork and respects work/life balance, all while recognizing the importance of a challenging, rewarding and inspiring career. Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as locations in Kitchener and Toronto.

Diversity is one of Laurier’s core values. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.

We currently have an opportunity to join the Laurier community as an Administrative Assistant.

The Administrative Assistant performs a wide variety of administrative, customer-service and project-related functions for the Office of the President and Vice-Chancellor. This position reports directly to the Executive Assistant to the President.

The Administrative Assistant serves as the first point of contact for the Office of the President, triaging requests and responding to inquiries from a variety of stakeholders. They must have a customer service orientation and be able to work with interruptions to work flow, which create changes in priorities. The incumbent must be able to handle a variety of tasks simultaneously, establish priorities, work independently and use good judgement to make sound decisions.

The incumbent will also be responsible for providing support to internal and external partners for events on behalf of the President’s Office. This includes logistical planning, catering, coordinating RSVPs and special requests, and monitoring event budgets.

They work with highly sensitive and confidential information from internal and external sources and displays high standards of diplomacy and professionalism. The incumbent is responsible for providing administrative support to the area including correspondence, calendar maintenance, file and record maintenance, meeting scheduling and preparation, budget monitoring and maintenance, and travel plans as required.

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, the Kitchener location, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities :

  • Provide front-desk staffing; greet and assist visitors and VIP guests entering the President’s Office suite;
  • Maintain and track the budget of the President’s Office;
  • Assist in budget development, financial reconciliation, etc. for the President’s Office and related areas;
  • Prepare and submit expenses for the President and Director on a monthly basis;
  • Assists with scheduling and calendar management for the President and Director, Office of the President alongside the Executive Assistant;
  • Manages the efficient operations of the Office of the President, including the stock and ordering of office supplies for the President’s Office, hospitality and reception processes, etc.;
  • Maintain and update President’s Office contacts database, memberships, information for external agencies etc.;
  • Prepares routine correspondence on behalf of the President;
  • Provide flexible administrative meeting support including minute-taking, agenda development, etc. to the President, Director and other related areas as needed;
  • Electronic and analog filing of documents and records management;
  • Provides cross-functional support and vacation/sick leave coverage for the Executive Assistant;
  • Alongside the Executive Assistant, provides project and communication support to the Director on various files originating from the Office of the President and Vice-Chancellor.

Qualifications :

  • Proven ability to interact and communicate effectively with internal and external individuals in a supportive and responsive manner
  • Strong customer service and well-developed public relations skills
  • Ability to manage difficult situations with patience
  • Proven ability to multitask and prioritize
  • Proficiency with Microsoft Office, BANNER, Laurier Website editing
  • Demonstrated ability to work co-operatively in a tightly knit team of staff
  • Excellent organizational skills including experience planning and scheduling
  • Proven ability to solve problems with diplomacy and tact
  • Proven ability to work under strict deadlines with multiple interruptions
  • Proven ability to adapt to changing priorities, remaining open-minded to changing circumstances and new information
  • Ability to understand and manage confidential material
  • Ability to work flexible hours, including evenings and weekends
  • Motivated to learn quickly and act independently as well as in a team setting
  • Ability to manage priorities and produce results
  • Ability to simultaneously work on a range of projects
  • Ability to develop and maintain effective and collaborative relationships with individuals at various levels of the university
  • Knowledge of University organization, administration and processes
Grade : EX-D
Salary : $45,728 – $57,161
Salary Notes : This is a full-time, continuing position.
Please Note : Please submit a cover letter and resume.

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. 

Diversity and creating a culture of inclusion is a key pillar of Wilfrid Laurier University’s Strategic Academic Plan and is one of Laurier’s core values. 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 sexual identities 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 at jbecker@wlu.ca. Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Employment Equity and Accessibility at diversity@wlu.ca. 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 at 519-884-1970 ext.2007 or hr@wlu.ca.
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