Date: Aug 16, 2022

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: Physics and Computer Science Department and the Administrative Manager, Faculty of Science.

Employee Group: WLUSA

Application Deadline: August 18, 2022

Requisition ID: 4767

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 an Administrative Assistant within the Department of Physics and Computer Science.

Reporting to the Administrative Manager, Faculty of Science and with daily direction and oversight from the Department Chair, Physics and Computer Science, the Administrative Assistant provides a variety of administrative services for the Department of Physics and Computer Science. Together with the Senior Administrative Assistant, the incumbent is the primary point of contact for potential and current students, Wilfrid Laurier University staff and faculty, and external individuals. The incumbent supports the graduate programs and Graduate Program Coordinator, maintains the department's websites, coordinates building access for departmental faculty, staff, and students, and assists with the coordination of hiring students for the Department of Physics and Computer Science.

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.

This position is based at the Waterloo Campus. The incumbent may be required to provided subject matter expertise to all campuses which may require regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, and external partners.

Accountabilities

Departmental Support

• Organizes and prioritizes work to ensure both department and university deadlines are met;
• Provides first point of contact for the department, and with the Senior Administrative Assistant: responding to in person, telephone and email queries from students, faculty, staff, and members of the public;
• Maintains the department websites and online platforms including social media and MyLearningSpace;
• Supports the Physics and Computer Science Laboratories by liaising with Laboratory Staff and assisting with payroll documentation and training follow-up for student hiring;
• Accesses student records, course enrolment information, and room bookings for the Department, using Banner, Cognos and other university systems;
• Maintains the key assignments and provides OneCard access (in coordination with Campus Access Control) for students, staff and faculty including processing deposits for keys and generating key refunds;
• Assists with print orders and room bookings for faculty and staff;
• Provides support with events including orientation, open house and other departmental events.

Graduate Program Support

• Provides administrative support to the Graduate Coordinator for Computer Science;
• First point of contact for prospective graduate students providing them with program information, application process information, and screens applications for complete documentation
• First point of contact for current graduate students regarding their progression through the program; providing information to registration, policies, and procedures as outlined in the Graduate Academic Calendar; referring students when necessary to the appropriate individual or department for further assistance;
• Liaises with the Faculty of Graduate and Postdoctoral Studies (FGPS) to ensure that admission files are complete, including calculating applicant GPAs, submitting files to potential supervisors and the Admissions Committee, and forwarding recommendations to FGPS;
• Maintains graduate students' files, including documenting achievement of program milestones and committee membership;
• Schedules and acts as recording secretary for graduate student committee meetings;
• Support Graduate Program Advisor and faculty with preparation and submission of graduate teaching assistant (GTA) job responsibility forms in compliance with collective agreement terms and payroll deadlines

Qualifications

• Minimum secondary plus one (1) year post-secondary education
• Two (2) years of administrative experience in a comparable environment, preferably within an academic setting including experience working with university policies
• Strong computer skills including proficiency in Microsoft Office and experience with website maintenance required; experience with SharePoint, Cascade, Banner, Cognos and LORIS an asset
• Strong service orientation and well-developed customer service skills
• Good oral and written communication skills
• Proven ability to work independently, accurately, and to meet deadlines
• Proven record of efficiency, accuracy, organization, and attention to detail; experience in records management, an asset
• Proven experience as a team player
• Highly organized and adaptable to very dynamic situations
• Proven ability to handle frequent interruptions in a busy environment
• Discretion and good judgment in interaction with others
• Ability to work independently and apply sound judgement in decision making

Compensation

Position Grade: SH-05

Rate of pay: $27.51 - $32.37

Hours of Work: This a full-time limited term position for 24 months with an anticipated end date of August 31, 2024. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, for special events and/or during scheduled mid-terms. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This position has been deemed eligible for educational equivalencies.

Please refer to the attached link for details.

Job Evaluation Factor Scores

WLUSA/WLU Job Evaluation Factors

Score

Education and Experience

3

Interpersonal Skills

3

Applied Reasoning and Analytical Skills

3

Physical Skills

3

Co-ordination and Planning

2.5

Responsibility for Others

1

Impact of Decisions

3

Mental Effort

3

Physical Effort

3

Multiple Demands and Priorities

2

Working Environment

1

All Laurier employees and students are required to comply with the University's Covid-19 mandatory vaccination policy. Effective May 1st, Wilfrid Laurier University will pause its proof of vaccination requirements. Should these recommendations change, vaccination requirements can be reinstated on short notice. Community members should remain up-to-date with their COVID-19 vaccinations.

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.

Equity, diversity and creating a culture of inclusion are part of Laurier's core values and central to the Laurier Strategy. 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 minority sexual 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. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. 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. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.