Administrative Coordinator Indigenous Field of Study

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Administrative Coordinator Indigenous Field of Study

Job Information
Author pmnationtalk
Date December 21, 2021
Deadline Open
Type Full Time
Company Wilfrid Laurier University
Salary $34.86 - $41.03 - Per Hour
Location Kitchener, ON
Category Coordinator
Client Wilfrid Laurier University
Contact Information
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Date: Dec 20, 2021
Location: Kitchener, CA
Company: Wilfrid Laurier University
Date: September 30, 2021
Department: Faculty of Social Work
Job Type: Continuing
Full-time/Part-time: Full Time (>=1249 hrs/year)
Campus: Kitchener
Reports to: Senior Administrative Officer, FSW
Employee Group: WLUSA
Application Deadline: October 19, 2021
Requisition ID: 2972

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.  With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as a location in Kitchener. 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.

Position Summary:

Wilfrid Laurier University’s Faculty of Social Work (Faculty) offers a Bachelor of Social Work (BSW), a Master of Social Work (MSW) and a PhD. The first two degrees in combination, constitute the professional program accredited by the Canadian Association of Social Work Educators.  The PhD offered by the Faculty of Social Work is a research-based degree.

The MSW Indigenous Field of Study consists of a full-time on-campus program and two part-time programs in partnership with First Nations in Ontario.  The Associate Dean, IFS provides functional direction to this role.

The Indigenous Field of Study Administrative Coordinator is a multi-functional position that provides administrative coordination through all stages of the graduate student experience cycle from recruitment initiatives, field placement, to graduation for the MSW, Indigenous Field of Study program both at the Kitchener campus and with the part-time partnerships.

The incumbent must be self-motivated and comfortable dealing with a variety of client audiences including students, faculty, staff, community agencies, other university departments, as well as other universities.  This position requires a high level of sensitivity, diplomacy and judgment regarding the diverse, evolving nature of the Faculty, its resources, and community relationships.

This position has a university-wide mandate and is based at the Kitchener 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.


Program Support

  • Coordinates the Indigenous Field of Study program for 60 students annually;
  • Coordinates registration of MSW IFS students, ensuring eligibility for continued progression in the program;
  • Provides academic advising to IFS students with regards to course sequencing, petitions, and leaves and ensures eligibility to graduate;
  • Coordinates funding opportunities for MSW IFS (i.e., Band funding, scholarships and bursaries) prior to, and during, the MSW IFS Program academic year;
  • Plans, coordinates and hosts the annual Wholistic Healing Conference;
  • Plans and coordinates the Fall Convocation Reception for MSW IFS graduates;
  • Plans and coordinates the MSW IFS Orientation in collaboration with alumni relations and the Office of Indigenous Initiatives;
  • Creates Class schedule with reference to enrolment and degree requirements;
  • Coordinates part-time teaching weeks on and off-campus (i.e. connecting with Indigenous partners, logistics);
  • Orders medicines for program ceremonies;
  • Supports the initiatives of the Associate Dean, IFS and Elder-in-Residence specific to the Indigenous field of study;
  • Create content and updates for the IFS website;
  • Monitors Graduate Calendar changes and assists with writing Calendar material, editing (academic plans, course descriptions, faculty listing) and proofreading of Indigenous sections of the Graduate Calendar;
  • Plans, coordinates and presents at Cultural Camps, Elders’ Teaching and Self Reflections Camps;
  • Serves as Secretary for the MSW IFS team meetings, and the Indigenous Program Management Committee. Creates agenda, takes and distributes meeting minutes and demonstrates knowledge of meeting rules and procedures;
  • Oversees the [email protected] email account and supports students with inquiries related to the MSW IFS program;
  • Participates in circle meetings, ceremonies, and sweat lodges, as required;

Financial Administration

  • Monitors IFS operating budgets and provide forecasting, updates and reports;
  • Prepares and adheres to budgets for land-based cultural events;
  • Prepares and submits IFS department expense claims and reconciles expenditures on University P-Card and Travel Card for review by Financial Operations and Research Support Coordinator;
  • Prepares purchase order requisitions, cheque requests, requisition entries and processes invoices through Shop Laurier for approval;

Field Education Administration

  • Within a student-centred model, coordinates the administrative planning of the IFS field program, in collaboration with the field advisors;
  • Collaborate with FSW staff to develop and implement strategic efforts to advance and generate new field placements via alumni and student engagement;
  • Initiate, develop and sustain strategic partnerships with agencies for long-term student placements
  • Researches, evaluates, and recruits MSW field placements;
  • Develops and initiates creative measures and utilize social media to recruit and sustain placement opportunities;
  • Advocates on behalf of students to agencies to secure placements and sustain positive community relationships;
  • Develops and presents field orientation and preparatory information for MSW applicants and students by way of events, group seminars, workshops, webinars, and individual meetings
  • Coordinates and facilitates documentation for all field placements including agreements, WSIB forms, and remuneration agreements for off-site instructors;
  • Surveys students, instructors and agencies annually to evaluate the field education program;
  • Creates training modules and facilitates training for field instructors;
  • Responsible for updating and revising field policies and procedures, field placement forms, and instruction manuals;
  • Prepares educational materials and certificates for field instructors;
  • Coordinates mailing of correspondence including thank you letters, forms etc. to field agencies, instructors, faculty, staff and students;
  • Submit course grades to Grad studies within the appropriate deadlines each term


  • Provides advising on an individual basis to applicants regarding admissions qualifications, program details, financial assistance, student services, and is the primary liaison for information and support for the IFS program;
  • Responds to enquiries regarding admissions and provides information to prospective students, ensuring accuracy of information;
  • Communicates with applicants regarding receipt of their documents, status of their application, and advises them of missing documentation;
  • Assesses transcripts, accurately calculate average equivalencies, and verifies academic credentials including international credentials and transcripts;
  • Reviews and assesses documents, searches University/College calendars for required course descriptions for evaluation;
  • Monitors completion of pre-requisites and adjudicates applicants who clearly meet or do not meet the established admission guidelines;
  • Monitors offers/acceptances and constructs waiting lists;
  • Communicates with accepted students re offers, Faculty, Graduate Studies and University academic policies and procedures, registration process, financial support, band funding, scholarships, etc. to convert into acceptances;


  • Reviews and evaluates the IFS’s recruitment initiatives to ensure adequate number and quality of applicants will convert to registrants and meet enrolment targets;
  • Strategically develops and fosters internal and external relationships with the goal of recruiting students;
  • Attracts qualified applicants, through presentations, and one-on-one meetings with potential and current applicants;
  • Plans and determines itinerary for recruitment events and targets visits within Indigenous communities in Ontario to promote the IFS MSW programs;
  • Acts as Ambassador and represents FSW at a number of campus information sessions and special events;
  • Consults and collaborates on the design, development, and editing of all IFS promotional materials;
  • Co-ordinates recruitment mailings to prospective students;
  • Coordinates admissions interviews;

This position has been deemed eligible for educational equivalencies.  Please refer to the attached link for details.


Position Grade: SH-08

Rate of Pay: $34.86 – $41.03 per hour

Hours of Work: This is a full-time, continuing position.  The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.  Flexibility in hours will be required, including evening and/or weekend work due to recruitment and cultural events.  When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Job Evaluation Factor Scores:

 WLUSA/WLU Job Evaluation Factors              Score               
Education and Experience


Interpersonal Skills


Applied Reasoning and Analytical Skills


Physical Skills


Co-ordination and Planning


Responsibility for Others


Impact of Decisions


Mental Effort


Physical Effort


Multiple Demands and Priorities


Working Environment



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