Job Description

Department: Dean of Students Office - Waterloo

Job Type: Continuing

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

Campus: Waterloo

Reports to: Associate Director, International Student Support

Employee Group: WLUSA

Application Deadline: January 2, 2024

Requisition ID: 5646

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 and , 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 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

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 and , 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 as locations in Kitchener and Milton 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."

The Administration and Communication Assistant is a member of the International Student Support team within the Dean of Student Office. The position is Waterloo-campus based but, when possible, will support staff of International Student Support working on other campuses. Reporting to the Associate Director: International Student Support the Administration and Communications Assistant will provide support to International Student Support in the areas of reception, financial management, communications, and project management.

The main responsibility of the Administration and Communications Assistant is to provide support to the International Student Support staff in their efforts to deliver programming and supports for Laurier\'s International Students. The position is an important first contact, either in-person or virtually, with Laurier\'s International Students seeking supports and information on services and programs offered throughout the University.

The position requires strong administrative and promotional/marketing skills to support administrative and communications functions of the department. To support administrative functions of the department, the position requires experience and skills in reception, scheduling meetings for others, processing purchases expenses and assisting events hosted by International Student Support. The position also requires experience in supporting communications focusing on international students involving emails, websites, social media, newsletters, and promotional resources

The incumbent will demonstrate strengths in the following areas:

• Experience driving communication efforts in collaboration with team members and student staff; demonstrated leadership abilities.
• A proven skill set, including strong attention to detail, and organizational skills.
• Experience with financial operations and software,
• Relationship management abilities to liaise with groups and individuals who are new to Canada and / or speakers of English as an additional language
• Demonstrated ability to handle multiple tasks with competing priorities, meet deadlines in a fast-paced environment characterized with frequent changing in priorities.

Accountabilities

Administrative Supports

• Provide logistical and planning supports to all programs and services delivered by ISS.
• Support the Associate Director: International Student Support with the department\'s financial operations, including timely payment of invoices and creating purchase requisitions in accordance with broader public service sector guidelines.
• Manages online BOOKINGS system for ISS staff appointments with student.
• Provide support for all webinars and programming delivered remotely. Includes but not limited to setting up remote delivery platform (scheduling, recording and back end support for those delivering the online programming).
• Processing all department purchases, expenses and receivables through Shop Laurier and other University accounting systems
• Responsible to conduct safety auditor post submission through the Pervidi reporting system.
• Monitors usage and stock of office supplies and materials and places orders when required.
• Coordinate installation, repairs and maintenance when required.

Communications

• Writes, executes, and evaluates communications for print, events, websites, and social media initiatives by applying a data-driven approach.
• Applies an extremely high standard for grammar, punctuation, and language usage, ensuring that all printed materials protect and enhance the reputation of Laurier\'s quality and position as an academic institution.
• Provides communication expertise to support, enhance, and promote International Student Support events and programs.
• Work closely with the staff of International Student Support in publishing the weekly International Student Newsletter, posting on social media platforms.
• Manages all aspects of the International Student Support website and all in-office signage and messages on screens.
• Support the coordination of gathering content for international student recruitment efforts and reputational publications (e.g., Annual Report).
• Ensure all ISS communications follow Laurier\'s social media, Website policies and guidelines, and AODA / Universal Design
• Analyze the effectiveness of communication efforts and make appropriate recommendations for changes.

Receptionist Supports

• Acts as the main point of contact for the Waterloo Office of International Student Support
• Greet, assist, and/or direct students, visitors and the public entering International Student Support
• Monitor queries by phone and emails, including the International Student Support email accounts, and direct to others as appropriate, take adequate messages when required.
• Provide back-up support and assistance in responding to inquiries from students, faculty, staff and community members.
• Participates in regular departmental management and project update meetings, including strategic planning sessions.

Qualifications

• Post-secondary studies plus a minimum of three (3) years related administrative experience.
• Experience in communications targeting a multi-cultural audience involving websites, social media, and e-newsletters.
• Experience in financial management and accounting/budgeting systems. D
• Demonstrated proficiency in all aspects of Microsoft Office (Word, Excel, Power Point, Access, Outlook), ShopLaurier and Chrome River, as well as ability to navigate other social media, cloud, and digital filing systems.
• Experience in communication including website content, publications, media, researching, social media, and e-newsletters, with strong skills in proof-reading, grammar, and composition.
• Excellent interpersonal skills and the ability to interact effectively with individuals from a diverse academic and cultural background; ability to work collaboratively with academic and administrative staff and students.
• Knowledge of the international student experience at the post-secondary education level in Canada.
• Proven ability to problem-solve and maintain confidentiality when dealing with sensitive and confidential issues using diplomacy, discretion, and tact.
• Demonstrated organization, multi-tasking, and time management skills with proven ability to successfully meet deadlines in a busy environment.
• Proven ability to complete tasks accurately with strong attention to detail and ability to review own work for errors and necessary revisions are essential.
• Must be able to work independently as well as part of a team.
• Ability to work flexible hours, including evenings and weekends as needed.

This position is eligible for educational equivalencies.

Hours of work: This is a full-time, continuing position. Regular hours of work are 8:30am - 4:30pm, Monday to Friday. Flexibility in hours may be required due to periods of high volume. When possible the manager will adjust hours do that no more than 35 hours are worked in a week.

Compensation:

Grade: SH-D

Rate of pay: $36.14 - $41.30

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

Should you be interested in learning more about this opportunity, please visit 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.

Wilfrid Laurier University