Academic Program Assistant

Job Information
Author pmnationtalk
Date November 4, 2018
Type Full Time
Company Wilfrid Laurier University
Salary $41,571 - $51,964 - Annual
Location Brantford, ON
Category Business / Management
Client Wilfrid Laurier University
Contact Information
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Posting ID : 9915
Apply By : 11/12/2018
Position Title : Academic Program 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 :

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 Academic Program Assistant.

The Academic Program Assistant is solely responsible for the secretarial and administrative support to a number of programs within the Faculty of Liberal Arts. They perform administrative tasks for the Chairs/Program Coordinators and other faculty members in the programs and ensures the programs meet deadlines on administrative matters. The Academic Program Assistant’s duties include dealing with student enquiries, which include but are not limited to course information, faculty office location, and referrals to the appropriate department. The incumbent interacts with other university departments as well as with institutional partners and community stakeholders. The incumbent routinely handles confidential materials including final examinations, faculty CVs and contracts, job applications, and student evaluations of teaching performance. They must have an awareness of the overall routines of numerous departments and knowledge of major deadlines. In addition, they will keep informed about new technologies related to web-pages and software programs directly related to the position as necessary. This incumbent works with a high degree of independence and professionalism; exercising sound judgment and discretion in the performance of duties.

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 the Waterloo Campus, the Brantford Campus, Kitchener Campus and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities :

  • Provides front-line reception for students and the general public; provides information and responds to general inquiries
  • Prepares correspondence, reports, course outlines, examinations and other materials
  • Ensures timely completion and submission of examinations and related materials
  • Develops, verifies and maintains departmental databases
  • Maintains department/program webpages
  • Assists in the promotion of the program, preparing department/program promotional materials
  • Assists with the coordination and planning of program-related events
  • Liaises with administrative assistants at other campuses and partner institutions
  • Co-ordinates graduate TA office allocations
  • Explains academic policies and procedures to students and faculty
  • Maintains department/program confidential records and files
  • Provides information to new faculty about university procedures as outlined in the part-time and full-time faculty handbooks
  • Provides student-enrollment and program-related reports
  • Maintains the department/program budgets, responsible for the approval of invoices and expenditures and processing expense claims including those related to special fund expenditures
  • P-card reconciliation, purchasing
  • Liaises with faculty to manage Special Topics courses (course description, title)
  • Responsible for receiving and processing course override requests, in consultation with the PC/Chair, answering queries and redirecting as appropriate
  • Collects, organizes and inputs data for course timetable and final examinations
  • Coordinates the recruitment process for open faculty positions, including receiving applications, requesting letters of reference, arranging interviews, and making travel and accommodation arrangements for candidates
  • Oversees the department Chair/Program Coordinator’s calendar and schedules meetings as required
  • Assists with the preparation of curriculum development submissions
  • Assists in department/program reviews; collating of data, organizing reviewers’ schedules
  • Prepares minutes of monthly meetings and for committees where the Chair/Program Coordinator is the chair
  • Supports the Department Appointment and Promotion Committee (DAPC) in preparing confidential material
  • Works with the Chair/Program Coordinator in preparing educational and promotional events, creating brochures, promotional materials and making arrangements for such events
  • Liaises with Student Association Executive (or equivalent) on behalf of Chair/Program Coordinators

Contract Academic Staff (CAS)

  • Coordinates Part-Time Appointment Committee in the part-time faculty hiring process
  • Initiates systems for tracking and supporting various processes e.g., postings and hiring
  • Prepares and distributes postings for Contract Academic Staff at direction of the Senior Administrative Assistant to the Dean
  • Prepares CAS Letters of Appointment from the Dean, requiring attention to detail in assigning stipends
  • Ensures CAS Members are informed of Payroll requirements, OneCard, computer access, and so forth
  • Develops content and updating of CAS web page
  • Accountable for the orientation to new part-time faculty each term
  • Attends CAS meetings

Graduate Programs:

  • Provides administrative support for the graduate program, the Graduate Officer and faculty members teaching in the graduate program; duties include preparation of course descriptions and materials, correspondence, letters of reference, conference abstracts, print order and other materials
  • Responds on the Program’s behalf to graduate program inquiries; advises current and prospective graduate students and others on various policy and procedural matters related to the graduate programs; serves as the department’s administrative liaison with Graduate Studies
  • Schedules MRP/thesis defenses; acts as the department’s liaison with external examiners
  • Organizes departmental submissions to Graduate Faculty Council for changes/additions/deletions to Graduate Calendar, including program-related materials and faculty listings
  • Posts notices for OGS, SSHRC and other graduate awards for students’ attention
  • Co-ordinates and prepares scholarship OGS, SSHRC and other relevant applications for departmental review, including receipt, verification of completeness, calculation of relevant GPAs and collation of files
  • Works with the Coordinator and Graduate Office in preparing the OCG Cyclical Review; gathers and compiles appraisal data each year for inclusion in this document
  • Coordinates graduate student TA evaluations, assesses data collected in preparation of the following term’s roster
  • Organizes the graduate admission process: duties include preparing, duplicating and distributing applicants’ files to faculty members; preparing and maintaining elate records and an Application Summary Sheet for Graduate Studies; calculating GPAs
  • Maintains records of applications to the graduate program, including applicants, and numbers accepted and declined

Qualifications :

  • Post-secondary education and two (2) years related experience preferred
  • Experience interpreting policies and procedures
  • Experience working with collective agreements
  • Excellent administrative and organizational skills
  • Proven ability to work independently in organizing and prioritizing work
  • Diplomacy, discretion, tact, ability to interact with a wide range of University and external personnel
  • Excellent computer skills, including knowledge of Microsoft Office (specifically Word, Excel and Access) and Microsoft Exchange
  • Knowledge of Banner System (i.e., Student Information System) and Cognos
  • Skill and experience in managing web pages, and in preparing and posting materials to the web
  • Experience working with Millennium and Banner an asset
  • Excellent problem-solving skills
  • Skill in oral and written communication
  • Excellent time management skills

Grade : EX-C
Salary : $41,571 – $51,964
Salary Notes : This is a full-time, limited term position until February 14, 2020. The anticipated start date for this position is December 17, 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 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 the Diversity and Equity Office at diversity@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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