Office Administration Coordinator - Waterloo, Canada - Wilfrid Laurier University

Wilfrid Laurier University

Verified Company

Waterloo, Canada

3 weeks ago

Posted by:

Sophia Lee

beBee Recruiter

Description

Date:
May 9, 2024

Location:
Waterloo, CA

Company:
Wilfrid Laurier University

Department:
Faculty of Science

Job Type:
Limited Term

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

Campus:
Waterloo

Reports to:
Chair, KPE and Administrative Manager, Faculty of Science

Employee Group:

WLUSA

Application Deadline:05/16/2024

Requisition ID:7459

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
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 a Senior Administrative Assistant with the Department of Kinesiology and Physical Education.

Under the supervision of the Department Chair for Kinesiology and Physical Education, the Senior Administrative Assistant II is responsible for the administrative functions for the Department of Kinesiology and Physical Education.

The incumbent must have a sound knowledge of policies, procedures, and regulations of the University academic calendar including program progression and practicum requirements of the undergraduate and graduate programsThe incumbent provides comprehensive administrative support to the Department Chair, and assistance Graduate Advisors, Undergraduate Advisors, full-time faculty members, contract teaching faculty (CTF) and staff.

The incumbent works with a high degree of independence ensuring that the department meets key deadlines throughout the year in accordance to the Collective Agreements for Full Time Faculty, and Contract Teaching Faculty and Teaching Assistants, as well as academic calendars.

This position oversees the expenditures of the department's operating budgets and applicable Development fund accounts.

The incumbent is routinely the Department's first contact on student enquiries, budget, administrative policy, and organizational matters and must be an informed and professional representative of the department.

The administrative assistant works regularly with confidential information, therefore the position requires discretion and good judgment.

Accountabilities

Departmental Chair Support:

Prepares departmental correspondence, which may include faculty workload letters, letters of appointment; markers and proctors' reports, and other materials as identified by the Departmental Chair;
Monitors and accesses enrolment data for classes, tutorials and labs, providing value added updates to the Department Chair;
Prepares the department's annual course timetable upon recommendations from the Chair, Undergraduate and Graduate Officers,
Administers the posting of Contract Academic Faculty positions; prepares contracts and adheres to the policies of the applicable collective agreement;

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Office Support:

Acts as the first point of contact for all departmental inquiries; assessing the nature and complexity of inquiries and determines actions to be taken, referring students and faculty to other departments as appropriate and scheduling meetings as necessary;
Maintains a database for building and room access for faculty, staff, and students; including Onecard entry activation and deactivation, and key distribution;
Facilitates the department's archival, retention, and storage of teaching materials and records as per FIPPA regulations;
Coordinates the scheduling of department and committee meetings, events, and activities;
Assist with the promotion of programs within the Department of Kinesiology and Physical Education, which may include editing/up