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Administrative Assistant (Centre for Indigegogy)

Job Information
Author pmnationtalk
Date June 20, 2019
Type Full Time
Company Wilfrid Laurier University
Salary $26.37 - $31.03 - Per Hour
Location Kitchener, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Administrative Assistant (Centre for Indigegogy)

Posting ID : 10283
Apply By : 6/26/2019
Position Title : Administrative Assistant (Centre for Indigegogy)
Department : FSW – Indigenous Field of Study
Job Type : Part-time, Limited Term
Campus : Kitchener
Reports To : Director, Centre for Indigegoy/SAO
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 (Centre for Indigegogy).

The Centre for Indigegogy is situated within the Master of Social Work (MSW) Indigenous Field of Study program at Wilfrid Laurier University. The Centre opened in June 2017 with the launch of our Educators’ Certificate in Indigegogy and our Decolonizing Education Certificate. The Centre offers numerous trainings in Indigenous centered wholistic development to assist practitioners, teachers, learners and helpers strengthen their good medicine, teaching and learning bundles. Innovation in wholistic professional development and training are central goals of the Centre for Indigegogy. This position is foundational to the overall coordination, administration and ongoing development of the Centre for Indigegogy.

The Centre for Indigegogy Administrative Assistant values leadership and purpose; all which are integral to fostering the ongoing growth and development in the Centre and its’ presence at Laurier.

This position reports to the Director for the Centre for Indigegogy and receives functional direction from the Coordinator. The Centre’s Administrative Assistant is accountable for providing administrative support for the Centre. The Administrative Assistant will maintain the Centre’s day to day activities including updating data base, financial reports, invoices, responsible for research budgets and the administrative coordination of research grants. The Administrative Assistant will assist the Program Coordinator in develop marketing strategies and workshop delivery.

The regular hours of work for this position are Monday to Friday, 8:30am – 12:00pm. Flexibility in work may be required, including occasional evening and/or weekend work due to event coordination and student supervision.

Accountabilities : Administrative

  • Develop and maintain files and records for the Centre
  • Oversee administration of Centre activities
  • Collaboration with Program Coordinator in generating project budgets
  • Supporting Program Coordinator with materials in delivery of educational sessions (preparation and closure)
  • Record keeping and documentation of Centre meetings and projects
  • Assist with the development of report writing and general Centre record keeping
  • Develops and fosters strong positive relationships with stakeholders including students, faculty, government representatives, public bodies, and other institutional partners.
  • Support development of research grants (administering details of SSHRC grant) with Director of the Centre
  • Coordinates the purchase of research materials
  • Prepares and submits expense claims and reconciles expenditures on University P-Card and Travel Card;

Professional Development

  • Assists the Coordinator in organizing and conducting the faculty’s Professional Development sessions.
  • Develops and maintains the workshop database of lectures and events, participants, etc. Issues receipts and certificates for workshops and seminars.
  • Accepts registrations for various workshops and events, and maintains all related databases. Collates session evaluations and prepare various statistical reports for review by the Coordinator.

Communications

  • High quality of customer service required while acting as main point of contact for the Centre, communicating with internal and external stakeholders and advising and updating the Director on pertinent information
  • Represent the Centre for Indigegogy with professionalism and integrity
  • Coordinates daily activities and communication of the Centre, providing administrative support as required;
  • Represents the Centre in a professional, informed and consistent manner with a strong customer service focus.
  • Updates electronically based materials (e.g., workshop brochures, registration forms) and prepare electronic mailings.
  • Supports email marketing campaigns and initiates mailings (e.g., program information to appropriate individuals, agencies, staff and faculty).
  • Maintains the Centre’s email account; Immediate response required to e-mails (daily);
  • Coordinates events hosted by the Centre;
  • Maintain website, social media and Centre marketing materials
  • Coordinates room bookings and catering for Centre events and meetings;

Event Coordination

  • Responsible for assisting with logistical support in the running of all FSW events initiated by the Coordinator.
  • Provides on-site administrative support and assistance in hosting events; pre and post facilitation to ensure smooth event operations.
  • Coordinates travel arrangements (hotel and transportation to and from the airport) for out-of-town presenters as required.
  • Assists with initial orientation of presenters to their room and equipment, and greets participants arriving for sessions.
  • Prepares post-event reports and follow-up (e.g. thank you letters, budget, participation, evaluations, planning timeline revisions; updating event database).
  • Establishes positive relationships with on-campus departments to efficiently meet individual event requirements (including Food Services, Media Technology, Physical Resources, Bookings Office, the Bookstore)
  • Orders supplies/materials and monitors inventory for event use.

Qualifications :

  • Completion of secondary school with 1 year post-secondary education
  • 3 years of related experience in working within Indigenous community or organizations
  • Demonstrated understanding of the value of Indigegogy
  • Excellent organizational, coordination and administration skills
  • Demonstrated ability to work independently and be self-motivated
  • Demonstrated capacity to collaborate within a team and work within diverse community contexts
  • Experience with Microsoft Office Programs (ie. Word, Excel, Powerpoint); website development
  • Technological skills; working with computers and learning new programs/processes quickly
Grade : WLUSA-05
Salary : $26.37 – $31.03
Salary Notes : This is a part-time, limited term role with an anticipated start date of May 1, 2019 until April 30, 2020. This position is eligible for educational equivalencies: https://lauriercloud.sharepoint.com/sites/human-resources/employee-relations/employee-groups/Pages/wlusa.aspx
Please Note : This position is represented by the WLU Staff Association bargaining unit.

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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