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Intermediate Administrative Assistant

Job Information
Author pmnationtalk
Date October 8, 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 : 8437
Apply By : 10/13/2017
Position Title : Intermediate Administrative Assistant
Department : Kinesiology and Physical Education
Job Type : Part-time, Continuing
Campus : Waterloo
Reports To : Department Chair and Senior Administrative Officer, Faculty of Science
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 for you to join the Laurier community as an Intermediate Administrative Assistant with the Department of Kinesiology and Physical Education.

Reporting to the Department Chair, the Intermediate Administrative Assistant primarily provides administrative support to the graduate program in the Kinesiology & Physical Education Department. S/he is the principal administrative contact for the KPE department’s graduate students, providing information as needed. S/he provides key administrative and records management support to the department’s Graduate Co-ordinator, to graduate program faculty, and takes direction from both the department Chair and the Graduate Officer for KPE. The incumbent also supports the KPE Senior Administrative Assistant and provides administrative assistance to the undergraduate program when necessary.

The incumbent works regularly with confidential information therefore the position requires discretion and good judgment. The Administrative Assistant works both independently and co-operatively with other staff both in the department and in the Faculty of Science, and uses judgement and discretion in the performance of duties.

Hours of Work: The normal hours of work are 8:30am to 12:00pm Monday through Friday. Flexibility in hours may be required in the absence of the Senior Administrative Assistant. When possible, the manager will adjust the work schedule so that no more than 17.5 hours are worked in a week.

Accountabilities : Graduate Program (General):

  • Provides administrative support for the graduate program; duties include preparation of course descriptions and materials, correspondence, letters of reference, print orders, and other materials; maintains graduate program website as required;
  • Responds on the department’s behalf to program inquiries; advises current and prospective graduate students; serves as the department’s administrative liaison with Graduate Studies;
  • Maintains a database listing of all graduate students in Kinesiology; creates and maintains electronic and Candidate Record forms for each student as they progress through the program; liaises with Graduate Studies to obtain and exchange student information; keeps track of Directed Studies courses taken by graduate students
  • Advises graduate students on thesis policies and procedures;
  • Schedules meetings and bookings of thesis committees and schedules thesis defenses; acts as the department’s liaison with external examiners; maintains committee records;
  • Assists Graduate Studies in the preparation and distribution of Kinesiology graduate posters and brochures;
  • Co-ordinates the department’s process for assigning graduate TA-ships; administers faculty /TA performance evaluation form on a per term basis
  • Posts notices for OGS, NSERC and other graduate awards for students’ attention;
  • Co-ordinates and prepares scholarship NSERC, OGS, SSHRC, NSERC- URA and other relevant applications for departmental review, including receipt, verification of completeness, calculation of relevant GPAs and collation of files.

Graduate program (Admissions):

  • Organizes the admissions process: duties include preparing, duplicating and distributing applicants’ files to faculty members; preparing and maintaining related records, including an Admissions Application Report for Selection Committee meetings and an Application Summary Sheet for Graduate Studies; calculating GPAs and converting as necessary to Laurier equivalents, recording reference ratings; arranging committee meetings and candidate interviews; taking formal minutes at meetings and communicating committee decisions to Graduate Studies;
  • Prepares and mails admission packages in co-operation with the Graduate Officer;
  • Maintains records of applications to the graduate program, including number of applicants, and numbers accepted and declined.

KPE Undergraduate Duties and Backup Support:

  • Works extensively in support of the Undergraduate Academic Advisor to maintain all files for undergraduates’ required practicum experiences; collects forms for practicum approval and practicum completion and ensures that each receives appropriate departmental approval; maintains spreadsheet tracking system for all practicum students;
  • Provides administrative support as required for the department’s undergraduate programs during peak times, vacation periods, and at other times as required.

Qualifications :

  • High school diploma with one year post-secondary training;
  • Minimum 2 years administrative in a comparable environment; experience in the administration of graduate or comparable undergraduate programs a definite asset;
  • Computer literacy, including word processing, presentations, spreadsheet, database, and experience in web page creation and maintenance; (Excel and Word experience required);
  • Proficient in the use of Banner and COGNOS software highly desirable;
  • Well-developed customer/student service skills, including excellent interpersonal and communication skills;
  • Good oral and written communication skills; excellent spelling and grammar skills; editing and publications experience a definite asset;
  • Proven ability to work independently, accurately, and to meet deadlines;
  • Experience in meeting management, including setting agendas and recording minutes;
  • Proven record of efficiency, accuracy, and attention to detail; proven experience in records management;
  • Ability to handle multiple tasks and prioritize work;
  • Experience in organizing special events an asset;
  • Discretion and good judgment in interaction with others.

Grade : WLUSA-05
Salary : $26.04 to $30.65
Salary Notes : This is a part-time, continuing position for 17.5 hours per week.

Hours of Work: The normal hours of work are 8:30am to 12:00pm Monday through Friday. Flexibility in hours may be required in the absence of the Senior Administrative Assistant. When possible, the manager will adjust the work schedule so that no more than 17.5 hours are worked in a week.

This position is eligible for education equivalences.
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 the best available candidates who have the appropriate combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier’s Employee Success Factors.

Wilfrid Laurier University is committed to equity and values diversity. We welcome applications from qualified individuals of all genders and sexual orientations, persons with disabilities, Indigenous persons and persons of a visible minority. To obtain a copy of this job description in an accessible format, please contact Human Resources at 519-884-1970 ext.2007.

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