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Administrative Assistant, University Secretary

Job Information
Author pmnationtalk
Date December 14, 2017
Type Full Time
Company Wilfrid Laurier University
Location Waterloo, ON
Category Analyst
Client Wilfrid Laurier University
Contact Information
Apply Now!

Posting ID : 8582
Apply By : 12/19/2017
Position Title : Administrative Assistant, University Secretary
Department : University Secretariat
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : University Secretary
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.

The Administrative Assistant performs a wide variety of administrative and secretarial duties, reporting to the University Secretary, but providing support to all members of the team. The incumbent must be knowledgeable of the policies and procedures of the University and maintain confidentiality. She/he will work with a high degree of independence, and have extensive contact with many members of the university community as well as those external to the university.

Accountabilities :
  • Responsible for scheduling complex, significant meetings and events involving diverse attendees from within and external to the University; meetings/events could involve anywhere from 2 – 99+ attendees;
  • Responsible for managing all logistics associated with meetings and events, including: reserving rooms; making travel and parking arrangements; ordering catering; submitting set-up requests; arranging for technical support; assembling, printing and mailing hard copy materials; and distributing and uploading electronic copies of materials;
  • Assists members of the University Secretariat with preparing meeting materials and other documents working from templates and precedents, including drafting, proof-reading and formatting;
  • Accompanies members of the University Secretariat to meetings of the Board, Senate, committees and councils and other decision-making groups to take care of logistical matters (room set-up and take-down, catering, technology), note taking and ensuring follow up actions are taken;
  • Assists with drafting, proof reading, updating and uploading content on Secretariat communication platforms, including websites, intranet sites and collaboration sites/portals;
  • Provides administrative support for University elections, including the coordination, mailing and collection of paper ballots;
  • Assists with the processing of expense claims, p-card statements and invoices for third party services in accordance with relevant policies and procedures;
  • Coordinates with service providers to the office to, among other things, order supplies, arrange large printing jobs, maintain equipment and conduct repairs;
  • Provides administrative support for Secretariat team meetings and events;
  • Maintains and updates University Secretariat records, including paper and electronic files and databases;
  • Coordinates the packaging and mailing of materials to be deposited in the University Archives;
  • Updates information for external agencies, e.g. CRA, Public Appointments Secretariat (Ontario government);
  • Greets and assists visitors contacting or visiting the University Secretariat, in a friendly and professional manner while maintaining confidentiality;
  • Assist with routine correspondence on behalf of the University Secretariat;
  • Assist Ceremonies & Events with various events hosted by the University Secretariat;
Qualifications :
  • Bachelor’s degree or other post-secondary education in office administration;
  • Experience working in a university environment preferred;
  • Experience working in a professional office environment essential;
  • Ability to create and maintain organizational systems for an office;
  • Ability to deal with confidential matters in a discrete and sensitive manner;
  • Self starter and motivator with the ability to work independently;
  • Experience scheduling large meetings and events, involving diverse groups and using different methods of communication (e.g. telephone, email, Outlook, Doodle poll);
  • Proven ability for accuracy and attention to detail;
  • Ability to interact with a wide variety of people, from students to senior executives;
  • Excellent interpersonal skills and highly professional demeanor;
  • Excellent written and oral communication skills;
  • Exceptional organizational skills with the proven ability to handle multiple tasks and priorities;
  • Familiarity with University governance;
  • Familiarity with University policies and procedures;
  • Experience working with Microsoft Office software, database programs and web content management systems.
Grade : EX-D
Salary : $24.81 to $31.01 per hour
Salary Notes : This is a full-time, limited term position until June 30, 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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