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Admissions and Administrative Services Assistant

Job Information
Author pmnationtalk
Date October 12, 2017
Type Full Time
Company Wilfrid Laurier University
Salary $28.49 to $33.51 - Annual
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8428
Apply By : 10/19/2017
Position Title : Admissions and Administrative Services Assistant
Department : Faculty of Graduate and Postdoctoral Studies
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : Senior Administrative Officer
Position Summary : 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.

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

The Graduate and Postdoctoral Studies Office provides academic support services in response to the university’s commitment to excellence and growth in graduate programs, graduate student enrolment, and the effective training of postdoctoral fellows. In support of the 40+ master’s and doctoral degree programs and more than 1550 graduate students and postdoctoral fellows, the services include internal and external scholarship, award and student financial support programs, marketing and recruitment, publications and communications, graduate admissions, enrolment, academic programming and approval, student financial (including employment) assistance and scholarship programs, academic records including theses, grade reporting, petitions, graduation, exit surveys, program appraisals, submissions to the provincial government for funding, the appointment of and development support to postdoctoral fellows, and appointments of faculty members to the Faculty of Graduate and Postdoctoral Studies (FGPS). Services of the Graduate and Postdoctoral Studies Office are utilized across multiple campuses and the WLS, a federated college of WLU, by undergraduate and graduate students, postdoctoral fellows, faculty members, internal administrators and external agencies.

The Admissions and Administrative Services Assistant reports to the Senior Administrative Officer. Providing the primary support for the applications process, the incumbent retrieves, verifies, corrects and loads application data into Banner. The incumbent is expected to problem-solve issues arising for applicants and their referees in the business processes related to online applications and admissions. The incumbent verifies and updates the viewing privileges of graduate applications for faculty and staff. The Admissions and Administrative Services Assistant also maintains the application checklists for all graduate programs. S/he is responsible for the development of official files, and for verifying the WGUs claimed by prior institutions of incoming graduate students who have undertaken graduate-level studies elsewhere (which has a direct impact on the university’s access to operating grant support). The incumbent manages the Faculty e-mail traffic which includes monitoring, storage and problem-solving where needed on all automated business processes associated with applications and admissions. The incumbent is responsible for liaison with the Ontario Council on Graduate Studies on behalf of the Dean.

The incumbent is the first point of contact for all inquiries (internal and external) related to activities of the Faculty of Graduate & Postdoctoral Studies. As such, the incumbent must have strong knowledge and understanding of all facets of graduate admissions and university-wide policies and procedures as relevant to graduate studies and postdoctoral opportunities. The incumbent is expected to provide knowledgeable advice and service in order to support the “triage” model of service, handling all incoming inquiries from applicants, referees, students, staff, faculty, and external agencies. S/he is also responsible for maintaining the calendars for the Dean, the Associate Dean(s), and the Senior Administrative Officer, and performs a variety of specialized duties on behalf of the Faculty of Graduate and Postdoctoral Studies. The Admissions and Administrative Services Assistant speaks and corresponds regularly with faculty and staff members, prospective and current students, members of the university’s senior administration, and with off-campus academic and professional referees, officials and the public, and must display high standards of diplomacy and professionalism.

Primary contacts in this position will include prospective and admitted graduate students, referees, registrarial or institutional analysis representatives at other postsecondary institutions, postdoctoral fellows, representatives from other institutions who are involved in joint programs with Laurier, staff at the Ontario University Application Centre, faculty and staff in academic units that deliver Laurier’s graduate programs, Laurier International, the Registrar’s office and its departments, Teaching Support Services, the Career Centre, the Graduate Students Association, the Office of Research Services, the Development Office, the Quality Assurance Office, MITACS, and the Ontario Council on Graduate Studies.

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

Accountabilities : Application Support

  • Ensures that the online application is updated as required and is responsible for the downloading of application data (several weekly distributions during peak periods); verifies accuracy of electronic data, identifying and correcting duplicate IDs and corrects as necessary;
  • Maintains the viewing privileges on LORIS for faculty and staff for each graduate program
  • Maintains the application checklists on LORIS for all graduate programs;
  • Directs OUAC on opening and closing programs available to applicants through the application cycle;
  • Conducts the review and identifies to OUAC any corrections/amendments required for all graduate programs;
  • Updates and maintains graduate student files, verifies accuracy of prior education records on Banner and satisfaction of admission requirements, and calculates final GPAs; prepares official files for each graduate student by indexing and storing as an electronic record;
  • verifies WGU claims with prior institutions for graduate students as needed; responds to queries from other Ontario institutions on BIUs claimed by Laurier for its graduate students;
  • Responsible for the FGPS e-mail account; manages e-mail traffic which includes problem-solving with applicants, their referees and graduate programs as applicable (pertains to all automated business processes associated with applications and admissions);
  • Provides data entry support on admissions;

Administrative Support

  • Ensures that the online application is updated as required and is responsible for the downloading of application data (several weekly distributions during peak periods); verifies accuracy of electronic data, identifying and correcting duplicate IDs and corrects as necessary;
  • Maintains the viewing privileges on LORIS for faculty and staff for each graduate program
  • Maintains the application checklists on LORIS for all graduate programs;
  • Directs OUAC on opening and closing programs available to applicants through the application cycle;
  • Conducts the review and identifies to OUAC any corrections/amendments required for all graduate programs;
  • Updates and maintains graduate student files, verifies accuracy of prior education records on Banner and satisfaction of admission requirements, and calculates final GPAs; prepares official files for each graduate student by indexing and storing as an electronic record;
  • verifies WGU claims with prior institutions for graduate students as needed; responds to queries from other Ontario institutions on BIUs claimed by Laurier for its graduate students;
  • Responsible for the FGPS e-mail account; manages e-mail traffic which includes problem-solving with applicants, their referees and graduate programs as applicable (pertains to all automated business processes associated with applications and admissions);
  • Provides data entry support on admissions;

Administrative Support

  • Provides reception, advice and guidance, including interpretation of regulations and policies of the FGPS and the university to prospective and current students, visitors to the office from on- and off-campus, and responds to telephone and e-mail inquiries concerning all matters pertaining to the Office of Graduate and Postdoctoral Studies;
  • Problem-solves with applicants and their referees concerning technical issues related to an entirely on-line applications/admissions business process;
  • Receives and responds to inquiries concerning graduate programs at Laurier; redirects to appropriate authority if necessary;
  • Manages the appointment schedule for the Dean, the Associate Dean(s) and the Senior Administrative Officer;
  • Maintains the administrative files in the Office of Graduate and Postdoctoral Studies;
  • May arrange travel and accommodation for the Dean and for certain guests of the Faculty;
  • Monitors availability of, and purchases office supplies and materials as needed.

Qualifications :

  • Completion of a 2-3 year formal post-secondary program (college diploma), and a minimum 2 years recent administrative experience including working with faculty, students and university administrators (i.e. Chairs, Deans or other senior administrators);
  • Familiarity with graduate admissions (including the OUAC online application system, graduate programs and their admission requirements) is required;
  • Familiarity with graduate programs required;
  • Excellent customer service skills including the ability to interact and communicate effectively with faculty, students and staff; Strong organizational skills including the ability to adapt to changing situations; ability to meet deadlines, prioritize and to simultaneously co-ordinate a multitude of priorities and tasks;
  • Proven record of accuracy and attention to detail in a fast-paced multitasking environment;
  • Excellent word processing skills;
  • Excellent verbal and writing skills;
  • Self-starter and self-motivator, with an ability to work independently; ability to assess situations and independently make mature, knowledgeable decisions;
  • Strong time management skills;
  • Diplomacy and sensitivity to needs of a diverse graduate student and postdoctoral fellow population;
  • Knowledge of Banner, Cognos, Finance, Microsoft Office and other software programs related to activities of the department;
  • Proven ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs;
  • An ability to understand and manage confidential material.

Grade : WLUSA-06
Salary : $28.49 to $33.51
Salary Notes :

This is a full-time, limited term position until October 2018.

This position has been deemed eligible for educational equivalencies.
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 the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Indigenous persons and persons of a visible minority.  To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

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