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Administrative Assistant

Job Information
Author ahnationtalk
Date September 13, 2019
Deadline Open
Type Full Time
Company Wilfrid Laurier University
Salary $46,300 - $57,875 - Annual
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Administrative Assistant

Posting ID : 11252
Apply By : 9/18/2019
Position Title : Administrative Assistant
Department : Provost and VP: Academic
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : Executive Assistant
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.

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.

The incumbent will be the first point of contact for the Office of the Provost & VP: Academic and will provide a full suite of confidential administrative support. They will demonstrate confidentiality, diplomacy and tact, while representing the Office and the University in a professional manner at all times. This position will triage highly sensitive and confidential matters and will be responsible for the review and routing of confidential documents. The incumbent has extensive contact with the university community and maintains collegial relationships.

This position will be the delegate of the Executive Assistant (EA) to the Provost and will work in coordination and collaboration with the EAto ensure the day-to-day workflow and activities of the office are completed with attention to detail and timeliness. The incumbent communicates and collaborates daily with the Executive Assistant regarding the management of requests of the Provost, Directors and Senior Advisors and is prepared to assume tasks such as agenda generation and minute taking for the Vice-President Academic Committee (VPAC) meetings should the EA be absent. Working under the direction of the Manager: Academic Program Development and Review, the incumbent is responsible for a range of administrative functions to support the university’s quality assurance processes.

As the successful candidate, you are able to successfully balance shifting priorities and ensure the accurate completion of detail-oriented work. You are a resilient self-starter who can effectively handle highly confidential matters of significance in a timely manner, using critical thinking to discern priorities. You will use discretion when accessing confidential files on behalf of the Provost. You thrive working in a team environment, and have an interest in the university’s academic mission and overall governance and administrative operations.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent liaises with all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo, Kitchener, and Brantford Campuses, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities : Office Administration

  • Provide front-desk staffing; greet and assist visitors and guests entering the Provost & VP: Academic Office suite; develop and implement reception processes
  • Receive, review, organize and initiate next steps regarding communication to and from the Provost and others as required, including telephone calls, e-mail, contracts and agreements and provide assistance and prioritize based on urgency; communication management includes receiving and prioritizing confidential documents from direct reports to Provost (Deans, AVPs, etc.)
  • Assist with scheduling and calendar management for the Provost, Directors and Senior Advisors
  • Provides project and communication support to the Director on various files originating from the Office of the Provost & VP: Academic
  • Receive, review and initiate next steps regarding sensitive documentation for the Provost, , including matters related to staff and faculty grievances and collective bargaining
  • Maintains relevant web sites, including acting as first point of contact for content migration, conversion and maintenance of the relevant sections of the institutional intranet
  • Assist in the planning, design and production of Office of Provost & VP: Academic meetings/events (e.g. room reservations, catering, invitations), and assist with travel planning and other business services and administration as needed
  • Prepare and submit expenses for the Provost and Senior Advisors on a monthly basis
  • Provide cross-functional support and leave coverage for the Executive Assistant.

Governance & Administrative Process Support

  • Manage election procedures for the University Faculty Council Nominating Committee and for faculty representatives on search and review committees, as outlined in the Collective Agreement for Full-Time Faculty & Librarians
  • Assist in the administration of meetings chaired/co-chaired by the Provost, including the Vice- President Academic Council (VPAC), Strategic Enrolment Management, and Budget Committees, including managing agenda development, review and dissemination of meeting documentation, recording of minutes and other meeting processes
  • Triage inquiries and appeals directed to the Senate Student Appeals Committee, accurately directing students who are experiencing academic crisis

Academic Program Development & Review Support

  • Prepare templates and resource materials related to Institutional Quality Assurance Procedures
  • Consults and advises Laurier faculty and staff about policy implementation and process with regards to program development, curriculum change and program review
  • Coordinates external review site visits for new program developments and cyclical program reviews
  • Facilitates the collection of data required for program development and review documents
  • Completes annual reporting of curriculum changes and program developments to external organizations
  • Maintains cyclical review and new program development records for audit and archival purposes
  • Assists in the preparation for and support of committees and governing bodies engaged in quality assurance, including the Program Review Sub-Committee, the Senate Academic Planning Committee, and Senate.
Qualifications :
  • University degree and three (3) years related work experience, or an equivalent combination of education and experience
  • Proven experience working in a professional environment, effectively handling confidential materials
  • Highly proficient with Microsoft Office products (Word, PowerPoint, Excel)
  • Demonstrated experience and ability in managing multiple projects and schedules and experaience coordinating projects to completion
  • Proven ability to meet deadlines, and to prioritize multiple tasks and periodic pressure with high standards of accuracy and attention to detail
  • Excellent oral and written communication skills, demonstrating superior ability to interact effectively, with tact and discretion, with a wide range of university and external personnel displaying superb professionalism in all interactions
  • Displays initiative, and the ability to work independently within minimal supervision as well as in a team environment
  • Diplomacy, discretion, and tact; well-developed service orientation
  • Ability to independently travel among Laurier locations for meetings and events
  • Knowledge of University policies and procedures
Grade : EX-D
Salary : $46,300 – $57,875
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 Equity and Accessibility at equity@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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