Academic Administration Assistant

Job Information
Author ahnationtalk
Date September 29, 2018
Type Full Time
Company Wilfrid Laurier University
Salary $41,571 - $51,964 - Annual
Location Brantford, NO
Category Business / Management
Client Wilfrid Laurier University
Contact Information
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Posting ID : 9838
Apply By : 10/3/2018
Position Title : Academic Administration Assistant
Department : Faculty of Liberal Arts
Job Type : Full-time, Limited Term
Campus : Brantford
Reports To : Senior Administrative Officer, Faculty of Liberal Arts
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 Academic Administration Assistant.

The Academic Administration Assistant is responsible for a broad range of administrative functions to support the Dean, the Vice/Associate Dean and the Senior Administrative Officer in the Faculty of Liberal Arts. The Academic Administration Assistant is the first point of contact for students, faculty, staff and community partners as well as for public inquiries in the Office of the Dean. As such, the incumbent must be an informed and professional representative.

The position calls for a combination of strong administrative and coordinating skills and the ability to handle numerous tasks simultaneously in a fast-paced environment. S/he routinely handles confidential materials. The incumbent will be responsible for independent decision making within a delegated area of authority, working collaboratively within a multi-campus environment to promote departmental and organizational success. The successful candidate will investigate problems that arise and recommend and implement solutions.

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

Accountabilities : Academic Administrative Support:

  • Provides administrative support for applications for directed studies, student course overloads, and grade appeals advanced to the Vice/Associate Dean
  • Coordinates Slip Day final examinations each term, securing space and proctors, collecting and distributing final examinations
  • Coordinates contractual marking/grading assistance compensation for faculty including initial correspondence with faculty, calculation of eligibility, tracking of student timesheets and reporting to Faculty Relations
  • Prepares the Dean’s Honour Roll for posting; oversees production and mailing of Dean’s letters to Honour Roll members
  • Oversees course evaluation process including verification of applicable courses requiring evaluation; distribution of evaluation data results to appropriate Official Files
  • Coordinates faculty member submission of annual report of activities and organizes reports for Dean’s review; prepares Dean’s response to faculty
  • Coordinates faculty member applications for Merit and organizes for the Merit  Committee review
  • Coordinates faculty member applications for the Office of Research Services and Faculty-level travel grant opportunities
  • Manages the confidential official files for all Faculty of Liberal Arts Contract Academic Staff, as well as coordinate requests of official files within Laurier’s multi-campus environment
  • Maintains both the full-time and part-time faculty handbooks
  • Works in consultation with Physical Resources to allocate CAS office space, and business office requirements

Administrative Support to FLA Researchers (Tri-council Grant Holders):

  • Assists with student hire paperwork and timesheet submissions
  • Assists with preparing expense reimbursement claims and honorarium payments
  • Maintains sign-out of equipment and books available for use by researchers and research assistants

Contract Academic Staff:


  • Maintains CAS Online Office Booking system
  • Coordinates distribution and collection of office keys to CAS members, distribution of office door codes, and rekeying of codes each term
  • Assists Senior Administrative Officer in identifying CAS Office Space needs and maintaining CAS Office spaces from term to term

General Administrative Support:

  • Responds with accuracy and in a timely manner, directing as appropriate, in-person, email, and telephone inquiries from students, faculty and staff
  • Manages academic administration e-mail account
  • Collects, organizes and files data related to administrative functions of the Office of the Dean
  • Supports Senior Administrative Officer with onboarding of new employees, including the administration of mandatory training, ensuring compliance with Health and Safety regulations
  • Recruits student employees – sources and applies for external funding, hiring, training, supervising the schedule and duties of student employees, tracking of hours and submission of payroll forms
  • Requisitions supplies, printing, maintenance and other services as needed
  • Point of contact for photocopiers and equipment, arranges for service as needed
  • Prepares, updates and posts material to the Dean’s Office web site pages and social media accounts
  • Works with Senior Administrative Assistant to the Dean to arrange logistics for special events hosted by the Dean or Vice/Associate Dean
  • Schedules staff meetings and trainings
  • Receives documents, courier deliveries and faxes and distributes accordingly
  • Leads special projects for the Dean, Vice/Associate Dean, or Senior Administrative Officer
  • Other duties as assigned

Qualifications :

  • Post-secondary education and two (2) years related experience preferred
  • Proven experience organizing and overseeing special events
  • Skill and experience in managing web pages, and in preparing and posting materials to the web
  • Proficiency in MS Word, Excel, and presentation software
  • Experience working with the Banner student records system and Microsoft Exchange an asset
  • Proven ability to work independently, organize tasks and set priorities
  • Diplomacy, discretion, and tact; well-developed service orientation
  • Excellent oral and written communication skills; formal English required
  • Ability to meet deadlines, and to handle multiple tasks and periodic pressure
  • High standards of accuracy and attention to detail
  • Easily adapting to changing priorities (flexibility essential)
  • Knowledge of the University or post-secondary environment is an asset

Grade : EX-C
Salary : $41,571 – $51,964
Salary Notes : This is a full-time limited term position until April 26, 2019. The anticipated start date is October 22, 2018.
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 Candidates from other equity seeking groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Diversity and Equity Office at 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






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