Intermediate Administrative Assistant III

Job Information
Author pmnationtalk
Date February 16, 2018
Type Full Time
Company Wilfrid Laurier University
Location Waterloo, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
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Posting ID : 8663
Apply By : 2/21/2018
Position Title : Intermediate Administrative Assistant III
Department : Lazaridis School of Business & Economics
Job Type : Full-time, Limited Term
Campus : Waterloo
Reports To : Senior Administrative Officer, Lazaridis School of Business & Economics
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 Intermediate Administrative Assistant III.

The Department of Business is comprised of six disciplinary areas of business, with each area managed by an Area Coordinator. In accordance with the WLUFA Collective Agreements for full-time faculty and Contract Academic Staff, the Area Coordinators perform a number of duties in the administration of the area. The Administrative Assistant position will provide the administrative support for the six Area Coordinators in ensuring that their duties are managed appropriately and in accordance with the agreements. Therefore, the incumbent must have a thorough understanding of the WLUFA Collective Agreements as well as a working knowledge of the academic programs in the Department of Business.

The Administrative Assistant will also provide administrative support for research activities in the Department of Business. This will include support for the Directors of the Research Centres in the Department of Business and the accreditation process in the School of Business & Economics.

Accountabilities : Administrative Support for Area Coordinators


  • Receives the applications for the CAS roster on behalf of the six Area Coordinators and provides the appropriate documentation for each area, including seniority points; follows up with communication to the applicants. This process occurs in April of each year.
  • Receives the applications for CAS positions on behalf of the six Area Coordinators; completes the spreadsheet on applicants for each coordinator; puts together materials for PTAC Committee including a summary of instructor evaluations; arranges logistics for PTAC meeting, records decisions and completes paperwork which is forwarded to the Office of the Associate Dean: Faculty Development and Research for the creation of CAS contracts. This process occurs in February, June and October each year.
  • Tracks curriculum changes for undergraduate and graduate courses in business; forwards to Faculty Relations by June 30 each year.
  • Downloads and organizes applicants for Limited Term positions to an accessible location for each area; coordinates the interview process for each interviewee with the Area Coordinators and completes the appropriate paperwork for the Office of the Associate Dean: Faculty Development and Research;
  • Assists Area Coordinators in the processing of tenure track applicant files;
  • Acts as the host/hostess for tenure track faculty candidate visits, ensuring that the candidate and area are clear on the candidate’s meeting and travel schedules; handles restaurant reservations and confirms guest numbers;
  • Assists the office of the Associate Dean of Business: Faculty Development and Research and the Area Coordinators with other support as required for the hiring of Tenure Track, Limited Term and CAS appointments in accordance with established protocol;
  • Coordinates logistics for area meetings; takes minutes as required;
  • Assists with operational aspects for incoming full-time faculty members, e.g., One-Card, email, Library access;

Research Administration Support

    • Provides administrative support for the Directors of the Research Centres in the Department of Business; updates websites with current and pertinent information; backup for SBE Marketing Department with guest speaker events;
    • Maintains a database on faculty research; works with the Marketing Department in appropriate media coverage for faculty awards for research;
    • Assists the Marketing Department with faculty research interests for media interview purposes;
    • Collects pertinent data for the bi-annual SBE Research Newsletter in conjunction with the Office of the Associate Dean: Faculty Development and Research;
    • Completes and submits expense reports for current research grants;
  • Other related duties, as required.
Qualifications :
  • Secondary school diploma plus two (2) years administrative experience in a comparable environment including knowledge of academic programs and university regulations;
  • Proven strength in interpersonal, communication and negotiation skills in a diverse environment; must possess conflict-resolution skills;
  • Excellent planning and organization skills; ability to handle multiple and conflicting detailed tasks and deadlines in a high-paced workload environment at a very high degree of accuracy;
  • Excellent analytical skills with ability to interpret and synthesize information gathered from a variety of sources into reports;
  • Self-starter and self-motivator; ability to work with little supervision; ability to assess situations and independently make mature, knowledgeable decisions;
  • Advanced computer skills, including word processing, spreadsheets, web page maintenance; working knowledge in Access; must be very comfortable manipulating computer documents and developing reports;
  • Familiarity with computerized grant forms would be an asset;
  • Proven ability to anticipate and respond to the needs of clients to ensure service expectations are understood and met;
  • Experience with meeting procedures and minute taking;
  • Good oral and written communication skills including report writing skills;
  • Diplomacy, discretion, tact and good judgment in managing sensitive situations and confidential material/issues with the ability to effectively handle complaints

Grade : WLUSA-05
Salary : $26.04 – $30.65
Salary Notes :

This is a full-time, limited term position with an anticipated start date of February 12, 2018 until February 1, 2019.

This position is eligible for education equivalencies.
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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