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Administrative Assistant, Office of Dispute Resolution and Sexual Violence Support

Job Information
Author ahnationtalk
Date August 27, 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, Office of Dispute Resolution and Sexual Violence Support

Posting ID : 11213
Apply By : 8/28/2019
Position Title : Administrative Assistant, Office of Dispute Resolution and Sexual Violence Support
Department : Office of Dispute Resolution and Sexual Violence Support
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : Senior Advisor, Dispute Resolution and Support

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, Office of Dispute Resolution and Sexual Violence Support.

The Administrative Assistant, Office of Dispute Resolution and Sexual Violence Support (ODRSVS) performs a wide variety of administrative, client and project-related functions for the Office of Dispute Resolution and Sexual Violence Support and the Secretariat. This position reports to the Senior Advisor of Dispute Resolution and Sexual Violence Support, but provides support to all members of both team. The incumbent works with highly sensitive and confidential information and displays high standards of diplomacy, professionalism and confidentiality.

The Administrative Assistant (ODRSVS) contributes to the service orientation and efficient operation of the office. The incumbent must be able to handle a variety of tasks simultaneously, establish priorities, work independently, use good judgement and be comfortable with decision making. They must be able to work with interruptions to work flow which create changes in priorities.

The incumbent will be the first point of contact for visitors to the office and will need to identify and accommodate those who are in crisis. This position has a university-wide mandate and is based at the Waterloo Campus.

Accountabilities :

  • First point of contact for visitors to the office; respond to general inquiries in-person, by phone and email; then direct to the appropriate person, either within the team or another department;
  • Respond and provide initial support to those in crisis when they contact the office;
  • Responsible for managing all logistics associated with meetings and events, including: reserving rooms; making travel and parking arrangements; ordering catering; submitting set-up requests; arranging for technical support; assembling, printing and mailing hard copy materials; and distributing and uploading electronic copies of materials;
  • Assists with preparing meeting materials and other documents, including drafting, proof-reading and formatting;
  • Accompanies team members to meetings to take care of logistical matters (room set-up and take-down, catering, technology), note taking and ensuring follow up actions are taken;
  • Manages all aspects of the office’s expenses including paying invoices, including collecting receipts, preparing and submitting all expense forms and allocating all purchase card expenses as appropriate;
  • Coordinates with service providers to,among other things, order supplies, arrange large printing jobs, maintain equipment and conduct repairs;
  • Provide administrative support to special projects related to mental health, workplace wellness and gendered based violence;
  • Maintains and updates the Office of Dispute Resolution and Support records, including paper and electronic files and databases;
  • Collecting data and preparing reports;
  • Assist with routine correspondence on behalf of the Office of Dispute Resolution and Support;
  • Other duties as assigned.

Qualifications :

  • Bachelor’s degree or other post-secondary education in office administration;
  • Experience working in a university environment preferred;
  • Experience working in a professional office environment essential;
  • Ability to create and maintain organizational systems for an office;
  • Ability to deal with confidential matters in a discrete and sensitive manner;
  • Self starter and motivator with the ability to work independently;
  • Experience scheduling large meetings and events, involving diverse groups and using different methods of communication (e.g. telephone, email, Outlook, Doodle poll);
  • Proven ability for accuracy and attention to detail;
  • Ability to interact with a wide variety of people, including people in crisis.
  • Excellent interpersonal skills and highly professional demeanor;
  • Excellent written and oral communication skills;
  • Exceptional organizational skills with the proven ability to handle multiple tasks and priorities;
  • Familiarity with University policies and procedures;
  • Experience working with Microsoft Office software, database programs and web content management systems;
  • Excellent self-care practices.

Grade : EX-D
Salary : $46,300 – $57,875
Salary Notes : This is a full-time, limited term position with an anticipated start date of September 9, 2019 until April 30, 2020.
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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