Program Administrator

Application Deadline: 04/24/2024  

Requisition ID: 7407 

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 Indigenizationand 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 policyand 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  

The Lazaridis School of Business & Economics develops leaders with skills in management and economics for a rapidly changing and complex global environment. It seeks to advance knowledge and practices in these fields by supporting both theoretical and applied research. Further, the Lazaridis School strives to serve business and its community by fostering mutually beneficial alliances with leaders at local, national, and international levels.  

The incumbent is responsible for various accountabilities related to supporting program logistics, faculty support, and event planning activities for the Lazaridis School’s Business graduate programs. 

The incumbent reports to the Manager of the Business Graduate Programs Office for the Lazaridis School. 

This position has a university-wide mandate and is based at the Waterloo Campus.  The incumbent provides services to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo, Brantford, and Toronto Campuses. Special attention is given to ensure equitable service delivery across all locations. 

The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.  Flexibility in hours will be required, including evening and/or weekend to ensure the accountabilities of the position are completed. These accountabilities may include, but are not limited to, travel, meetings, events, and deadlines. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week. 

This position may have a flexible work arrangement allowing the incumbent to work both from home and the office according to a term schedule set by the supervisor.  

Accountabilities  

Program Logistics Support  

• Coordinates the creation and maintenance of courses within the learning management system (currently BrightSpace from Desire2Learn and called myLearningSpace at Laurier). 
• Coordinates the midterm scheduling process to ensure a conflict-free schedule. 
• Coordinates student assessments. (e.g. comprehensive exams, tests, student presentation) 
• Coordinates the hiring, training, oversight, and payment of Graduate Teaching Assistants, Instructional Assistants, and Proctors. 
• Coordinates the collection and inputting of grades. 
• Coordinates other program logistics. (e.g. bookings, class visits, onboarding material, etc …) 
• Maintains program and course email distribution lists. 
• Facilitates communication between student cohorts and faculty members. 
• Maintains relevant pages on the Lazaridis School’s web properties. 

Faculty Support  

• Orders copies of textbooks and other instructional supplies. 
• Coordinates the start of each term including the collection of course syllabi. 
• Coordinates the collection of course assignments. 
• Coordinates the collection, processing, and return of midterms and final exams. 

• Assists faculty members with basic administrative tasks. 
• Advises faculty on processes and procedures, and provides orientation as necessary. 

Event Planning  

• Coordinates the logistics for events including the budgeting, scheduling, room bookings, catering, furniture setup, and technology needs (e.g. orientations, competitions, graduations, etc …). 
• Coordinates the logistics for guest speakers and other dignitaries including travel plans, hotels, payments, and reimbursements. 
• Drafts and distributes communications related to the event, ensuring university communication standards. 
• Reconciles all expenses related to the event. 

Collegiality and Professionalism  

• Supports Wilfrid Laurier University’s values, vision, mission, and strategy. 
• Supports and assist colleagues within the Lazaridis School during high-pressure times to ensure that the business of the School is completed on time, including, support with events and reports. 
• Provides back-up for the Office Assistant. 
• 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 up-to-date on all important items related to the position through electronic or in-person communication and seek advice when necessary. 

Qualifications  

• 1 Year Post-Secondary Diploma/Certificate plus two years of recent, related work experience. 
• Experience in the Canadian higher education system. 
• An understanding of Laurier's general policies and procedures is an asset. 

Program Logistics Support  

• Experience with student registration systems. 
• Knowledge of campus student support services. 
• Experience with hiring and overseeing student employees and an understanding of the Employee Standards Act. Knowledge of Laurier’s student hiring process an asset. 
• Experience with educational software and technology like learning management systems. Knowledge of Laurier’s educational technologies an asset. 
• Experience maintaining email distribution lists. 
• Experience maintaining websites with a content management system. Rudimentary HTML knowledge is an asset. 

Event Planning  

• Experience coordinating events including logistics and communications. 
• Experience working with students is an asset. 
• Experience working with senior-level VIPs at events is an asset. 

• Experience using time management tools to organize one’s work to meet deadlines. 
• Experience working under pressure towards tight timelines where priorities and tasks may regularly change. 
• Experience analyzing and executing tasks with a high degree of accuracy. 

• Experience making moderate decisions, and when not to make a decision, that affects one’s work and the work of internal stakeholders. 

Software: 

• Intermediate Microsoft Word, Excel, and PowerPoint skills, including creating accessible (AODA compliant) documents, inserting tables, indexes, and graphics, and the use of basic functions like SUM, AVG, and COUNT. 
• Basic BANNER, LORIS, COGNOS, and Millennium FAST skills to be able to search and view information. 
• Intermediate Qualtrics skills to be able to create surveys, distribute surveys, and view survey results. 

Communication: 

• Intermediate verbal skills, including interpersonal, intercultural, and intergenerational skills to concisely explain information to a variety of individuals. 
• Intermediate professional writing skills, including correspondences, meeting minutes, summaries, and websites. 
• Intermediate de-escalation and conflict resolution skills when dealing with colleagues and other internal stakeholders. 

• Experience working independently with minimal supervision and the ability to both self-start and be self-motivated. 
• Experience working within a team and the ability to build strong relationships with colleagues and partners both internal and external to the Lazaridis School. 
• An understanding of accessibility standards (AODA) and how they relate to the position. 

This positionhas been deemed eligible for educational equivalencies.  Please refer to the attached linkfor details.

Hours of Work: This is a full-time, limited term position until December 23 2024 .  The normal hours of work are 8:30 AM - 4:30 PM. Monday to Friday (35 hours per week). Flexibility in hours will be required, including evening and/or weekend to ensure the accountabilities of the position are completed. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

As Per Article 12.7.6 of the collective agreement, prior approval of a member’s manager is required to return to their previous position upon the completion of a Limited-Term Position.

Compensation

Level:C

Rate of Pay:$32.74  - $34.62 per hour with an annual step progression on anniversary date up to $37.43 per hour

Considerations for new hire step placements include, qualifications and length/depth of required experience, relevant market rates for similar jobs, internal equity, and estimated learning curve in starting the job.

Job Evaluation Factor Scores  

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/careersfor 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.