Administrative Assistant to the Dean

Job Information
Author ahnationtalk
Date November 20, 2017
Type Full Time
Company Wilfrid Laurier University
Salary $26.04 -$30.65 - Per Hour
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8506
Apply By : 11/23/2017
Position Title : Administrative Assistant to the Dean
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 Administrative Assistant to the Dean, Faculty of Graduate and Postdoctoral Studies.

The Assistant to the Dean is responsible for a broad range of administrative functions to support the Dean. The Assistant works regularly with confidential information and other materials. As a pivotal position in the Faculty, the Assistant is relied upon to act as the key contact or liaison person between the Dean’s Office and other units in the Faculty, as well as in the University. The Assistant must deal effectively and sensitively with the Dean’s internal and external contacts, e.g. the Graduate Students Association, the Ontario Council on Graduate Studies). The incumbent speaks and corresponds regularly with faculty and staff members, members of Senior Administration, students, and with off‑campus officials and the public, and must display high standards of diplomacy and professionalism.

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. The incumbent must have a sound understanding of the policies and regulations pertaining to the University Graduate Calendar. They must also have a sound knowledge and understanding of the University’s numerous resources such as the Student Wellness Centre, Learning Services, the Writing Centre, Accessible Learning, the Career Development Centre, and the Graduate Students Association.

Accountabilities : Administrative Support to the Dean

  • Acts as main point of contact for Dean’s office, communicates with internal and external stakeholders (other senior University officials, students, faculty and staff members, as well as outside agencies, donors, alumni, and other universities) and responds to inquiries on the Dean’s behalf;
  • Advises and updates Dean on pertinent information using good judgement and maintaining confidentiality;
  • Manages electronic calendar for Dean and communicates with others to facilitate meeting times;
  • Maintains positive relations and supports the Dean in working with other administrative offices on campus;
  • Anticipates the needs of and prepares and compiles meeting information and materials for the Dean based on knowledge of weekly calendar requirements;
  • Maintains confidentiality on items of sensitive natures including student-advisor matters, Graduate Students Association issues; Drafts routine correspondence for the Dean’s review;
  • Prepares and submits all travel and meeting expenses;
  • Makes any arrangements required, including booking all appointments, planning travel itineraries, and organizing meetings, visits and luncheons.
  • Assumes additional projects and responsibilities at the Dean’s request


    • Represents the Faculty in a professional, informed and consistent manner with a strong customer service focus.
    • Works with the Dean to maintain good relations with external constituencies (Ontario Council on Graduate Studies, Canadian Association on Graduate Studies, the university senior administration, community groups, etc.);
  • Ensures there are no conflicts between speakers, conferences, events, etc. Negotiates with organizations and associations to modify dates;

Event Coordination

  • Assists in the organization of faculty events on the Dean’s behalf, including but not limited to Convocation ceremonies, the 3 Minute Thesis, and other events;

Committee Administration

  • Serves as backup Secretary for the Graduate Faculty Council,; as needed, takes/prepares meeting minutes, demonstrating knowledge of Meeting Rules and Procedures; schedules committee meetings and arranges for the attendance of required resource people or guest speakers;
  • Works closely with the Dean to prepare and review agenda documents, accumulating background data or materials, distribute agenda packages, and determine documents that will go on to other bodies for approval;
  • Co-ordinates logistical details for meetings as required;
  • Maintains a follow-up system, distributes Minutes of all meetings, and providing follow up material and information on the Dean’s behalf.
Qualifications :
  • Minimum secondary school plus one year post-secondary;
  • Three to four years recent related administrative experience;
  • Effective organizational skills with proven ability to successfully juggle multiple tasks and priorities;
  • Proven ability to work independently;
  • Excellent analytical skills with ability to interpret and synthesize information gathered from a variety of sources into reports;
  • Diplomacy, discretion, tact, and good judgment in dealing with sensitive situations and confidential materials/issues with the ability to effectively handle complaints;
  • Excellent interpersonal and public relations skills;
  • Proven ability to interact with a wide range of University and external constituencies (e.g. faculty, staff, students, senior administration, alumni, professional associations, donors, etc.);
  • Strong accuracy and attention to detail;
  • Advanced skills in MS Word, Excel, PowerPoint, Adobe;
  • Experience with meeting procedures and minute taking;
  • Proven ability to adapt to a changing environment with initiative and flexibility.

Grade : WLUSA-05
Salary : $26.04 -$30.65
Salary Notes : This is a full-time, limited term position until October 25, 2018.

This position is eligible for educational equivalences.

This position is currently under review.

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 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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