Senior Administrative Officer

Job Information
Author pmnationtalk
Date September 5, 2019
Deadline Open
Type Full Time
Company Wilfrid Laurier University
Salary $84,840 - $106,050 - Annual
Location Brantford, ON
Category Admin / Office
Client Wilfrid Laurier University
Contact Information
Apply Now!

Senior Administrative Officer

Posting ID : 11247
Apply By : 9/12/2019
Position Title : Senior Administrative Officer
Department : Faculty of Human and Social Sciences
Job Type : Full-time, Continuing
Campus : Brantford
Reports To : Dean, Faculty of Human and Social Sciences
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 a Senior Administrative Officer.

As the most senior administrative staff (SAO) position in the Faculty of Human and Social Sciences, the SAO provides strategic advice and planning support to the Dean, and is accountable for the effective management of financial, human resources, and administrative operations in support of the strategic priorities of the Faculty. The incumbent provides senior leadership and support on special projects and strategic initiatives, and is the key contact with various administrative offices at the University. The position provides counsel and information to the Department Chairs (or equivalents) and supports continuity during academic leadership changes. As a senior administrative leader, they work closely with Departments and Physical Resources regarding space allocation and oversees various security-related functions including policy direction for access and security systems within the Faculty.

This position has a university-wide mandate and is based at the Brantford Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Kitchener Campus, Online Campus and Toronto office and external partners. The Manager will ensure the unit’s policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders. The regular hours of work for this position are Monday to Friday, 8:30am to 4:30pm with an hour unpaid lunch.

Accountabilities : Strategic Planning and Initiatives

  • supports the Dean in the development of long-term strategies and operational plans for the Faculty;
  • provide critical analysis of operational matters affecting the Faculty;
  • leads and coordinates special projects as required to further the priorities of the Faculty;
  • assists the Dean in tracking and reporting progress against plans, including information and data to support decision making;
  • coordinates the planning and allocation of financial and human resources within the Faculty, aligning plans with strategic and operational priorities;
  • promotes transparent and effective communication within the Faculty on matters related to administrative operations, strategic priorities and plans;

Financial Management and Budget

  • together with the Financial Analyst, is a key advisor to the Dean regarding effective financial management and is the key point of contact regarding financial matters related to the Faculty;
  • together with the Financial Analyst, reviews the Faculty’s financial position with the Dean on a regular basis;
  • develops and oversees the management of multiple budgets according to institutional policies and procedures
  • unique to the Faculty of Human and Social Sciences, the SAO oversees Keypath billing, develop efficient policies and procedures for tracking revenue share with external partner, regular billing reconciliation; coordinate revenue share with participating faculties; ensure compliance with master service level agreement and term sheets; regular meetings with key stakeholders external and internal to the University
  • online course development, full responsibility for letters of agreement, contracts, schedules, assist with recruitment, work closely with Manager Instructional Design, payment to developers and course advisors, fee payments to Teaching and Learning; supplemental payments
  • works closely with the Dean and Financial Analyst to develop, improve, and promote strong financial management practices and controls within the Faculty;
  • together with the Financial Analyst, coordinates and oversees the development of the annual operating budget for the Faculty including any required planning, forecasting and consults as required to assist the Dean in creating a Faculty budget that is aligned with strategic priorities;
  • works with the Dean and Financial Analyst to maximize efficiency and transparency of budget-building and budget-monitoring processes, and of policies and procedures relating to Faculty-wide budget management;
  • working closely with the Financial Analyst, the Executive Officer oversees the management of all funds relating to the faculty, including requesting, reviewing and analyzing: budget projections, enrolment information, revenue and expense details, position budgets, etc. in order to effectively advise the Dean on strategic resource allocation;plans and forecasts annual faculty and related academic resources including identifying faculty teaching needs by reviewing information from the Chairs (or equivalent) related to course offerings, projected enrolment, and faculty workload;
  • oversees disbursement of funds; verifies budgetary approval for Overload and CAS appointments;
  • with the approval of the Dean, authorizes purchases, expenditures, and budget transfers for all Faculty budgets

Administrative Management

  • develops and manages a wide-range of administrative services and systems to support the effective operation of the Faculty;
  • promotes the effective communication of administrative information throughout the Faculty;
  • provides advice and information related to administrative policies and procedures to department Chairs (or equivalent), Associate and Vice Deans, faculty and staff members, and others;
  • generates reports and data analyses for the Dean and for the Dean’s Advisory Council;
  • advises and consults with Chairs (or equivalent) on administrative and procedural issues stipulated in the faculty and staff Collective Agreements or Handbooks;
  • coordinates the development of procedures and the implementation of multi campus initiatives, providing administrative support and guidance for offering programs at the Brantford Campus; through Online Learning; Waterloo Campus and Milton Campus;
  • on behalf of the Dean, manages course build and maintenance process course cancellations, workload, overload, work closely with Enrolment Services, Academic Advising, Coordinator, Academic Program Support, Chairs/Program Coordinators to ensure appropriate course offerings to meet program and graduation requirements with a fiscal awareness
  • oversees agreements with external providers with regard to operations and services;
  • the Senior Administrative Officer is a non-voting member of Divisional Council acting as secretary for the Faculty of Human and Social Sciences and is responsible for setting the schedule of meetings for the academic year, preparing the draft agenda for the Dean’s review; gathering and distributing the meeting materials; ensuring accurate minutes are taken; knowledgeable about the Council by-laws; preparing the annual report to Senate and maintaining the Council web site;
  • the Senior Administrative Officer is a member of the Dean’s Advisory Committee meetings and provides relevant information to the members of DAC as directed by the Dean; this committee meets bi-weekly;
  • works co-operatively with the Dean, departments and Physical Resources regarding allocation of space for faculty and staff use, and plays a pivotal role in the planning, scheduling, and budgeting of renovations within the Faculty; manages faculty offices in Waterloo;
  • establishes and monitors policies for key, OneCard, and security system access to facilities for faculty, staff, and students;
  • represents the Faculty on University-wide committees as required;
  • assumes additional projects and responsibilities at the Dean’s request;

Human Resources and Faculty/Staff Relations

  • oversees short and long-term human resources planning within the Faculty, including staffing levels and structures, responsibilities, and development initiatives to ensure staffing plans align with the strategic priorities of the Faculty;
  • advises the Dean on the interpretation and application of the Full-time WLUFA collective agreement including articles related to sabbatical leaves, recruitment, re-appointments, promotion and tenure, the annual report of activities, grievances, retirement, maternity leaves, research leaves, supplementary payments to part-time faculty, seniority status and points for part-time faculty, and other matters;
  • serves as the key contact with the Human Resources Department, and is responsible for hiring, human resource planning and resolution of human resources related issues for faculty and staff;
  • manages the annual staff performance appraisal process ensuring timely and consistent completion of performance appraisals for all staff, and provides ongoing leadership and coaching to the staff in the Faculty;
  • acts as primary contact for Chairs/Program Coordinators regarding staff-related matters; shares with Chairs/Program Coordinators the responsibility for supervision of departmental staff;
  • acts as first point of contact for the Dean, Chairs/Program Coordinators, faculty and staff on questions and interpretation regarding both the full-time and part-time faculty collective agreements and staff Professional Administrative Group Handbook;
  • provides support for staff and faculty grievances at the Step One level, and participates in the grievance process;
  • manages the Dean’s Office function and oversees Dean’s Office staff;

Health and Safety

  • oversees compliance with all policies and procedures related to health, safety and security issues in the Faculty;
  • serves as an ex-officio member of the Health and Safety Committee, and serves as a principal liaison with the Safety, Health, Environment and Risk Management Office (SHERM);
Qualifications :
  • postsecondary education ;
  • 5 or more years of progressively responsible experience in a comparable environment, including strong financial , operations and human resource management experience;
  • experience in an academic environment is preferred;
  • experience in developing and overseeing large and complex budgets, and providing oversight and financial management expertise;
  • demonstrated strong leadership skills; including the ability to build a cohesive and supportive team environment and culture;
  • strong organizational, decision-making, planning and project management skills;
  • advanced problem-solving skills; ability to analyze and streamline complex processes;
  • knowledge of human resources practices; experience recruiting for a wide range of technical and administrative functions;
  • knowledge of health and safety regulations and best practices as these pertain to science environments, including but not limited to the Ontario Health and Safety Act and Regulations;
  • excellent interpersonal and communication skills (written, verbal); including demonstrated ability to model and promote respectful and authentic interactivity;
  • knowledge of Excel, Microsoft Suite and financial reporting systems; experience with Cognos, Banner and Millennium would be an asset
Grade : MG-2C
Salary : $84,840 – $106,050
Salary Notes : This is a full-time, continuing position
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 Equity and Accessibility at equity@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.

Apply Now Apply Now Tell a FriendTell a Friend

Send To Friend Email Print Story

NationTalk Partners & Sponsors Learn More

CLOSE
CLOSE