Administrative Assistant - Waterloo, Canada - Wilfrid Laurier University

Wilfrid Laurier University

Verified Company

Waterloo, Canada

2 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date:
Jul 12, 2023

Location:
Waterloo, CA

Company:
Wilfrid Laurier University

Department:
Faculty of Science

Job Type:
Continuing

Full-time/Part-time: Full Time (>=1249 hrs/year)

Campus:
Waterloo

Reports to:
Senior Administrative Officer - Faculty of Science

Employee Group:

WLUSA

Application Deadline:
July 18, 2023

Requisition ID:6485

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose.

Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact.

With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier's thriving community has a place for everyone.

Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well locations in Kitchener and Milton.

The university is committed to providing an inclusive workplace, a flexible work policy 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.

Position Summary

We currently have an opportunity for you to join the Laurier community as an Administrative Assistant in support of the Faculty of Science Canada Research Chairs.

As a team member of the Dean's Office, the incumbent will contribute to the service orientation and efficient operation of the unit, and more specifically contribute to the success of research endeavours of faculty members.

The Administrative Assistant will work both independently and co-operatively with other staff within the Faculty of Science and its departments, using judgement and discretion in the performance of duties in working with confidential information.

Accountabilities

Administrative Support:

Provides research administrative support to the Faculty of Science Canadian Research Chairs,
Reconciles research expense claims, invoices, and Purchase Card submissions, ensuring compliance with the University Expense Reimbursement Handbook, the Research Finance Office and when applicable Tri-Agency compliance framework,
Ensures all claims are reconciled and appropriately coded for submission to Accounts Payable, Chromeriver and/or ShopLaurier in a timely manner according to University deadline requirements. Contacting the appropriate faculty member if necessary to confirm information and clarify expense claims,
Updates the Research Support Administrative Assistant with information pertaining to CRC eligible claims for Professional Expense Reimbursements and Contractual Travel, coordinating the reconciliation of expenses to ensure compliance with university and research policies.
Assists with organizing training requirements for individuals participating in research field camps on behalf faculty members,
Provides administrative assistance for the posting of research assistant positions, ensuring positions are filled in an appropriate time frame for Faculty of Science Canadian Research Chairs,
Interacts with Accounts Payable, Office of Research Service, Procurement, and Research Finance to ensure efficient processing of expense claims through the University's finance management systems,
Acts as the primary resource in the planning of conferences, workshops and guest speaker presentations on behalf of the Faculty of Science Canada Research Chairs
Updates Canada Research Chair web page information as necessary
Ensures that all researchers meet requirements for approval to operate University owned vehicles for insurance purposes.

Collegiality and Professionalism:

Supports Wilfrid Laurier University's values, vision, mission, and strategy,
Collaborates and maintains professional relationships with appropriate departments in support of research ventures within the Faculty of Science,
Maintains confidentiality around programs, reports, and budgets,
Stays current on the most recent and relevant legislation, policies, best practices, literature, and software, related to the accountabilities and qualifications of the position,
Ensures that the supervisor is kept uptodate on all important items related to the position through electronic or inperson communication and seek advice when necessary.
Assists other team members within the Faculty of Science research support portfolio during periods of accelerated activities and during nonpeak periods.

Qualifications