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.
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
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 email@example.com. 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 firstname.lastname@example.org. 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 email@example.com.