Job Description

Department: Student and Ancillary Services

Job Type: Continuing

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

Campus: Waterloo

Reports to: Administrative Manager, Residence

Employee Group: WLUSA

Application Deadline: March 19, 2023

Requisition ID: 5444

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

Reporting to the Administrative Manager, Residence, the Intermediate Administrative Assistant provides administrative support to the Senior Management Team in the Department of Residence.

This position calls for a combination of strong organizational skills and the ability to handle numerous tasks in a fast-paced environment. The Intermediate Administrative Assistant must be able to work with frequent interruptions to work flow as priorities shift, and will need to exercise judgment and discretion in the organization and performance of duties.

Given that the Intermediate Administrative Assistant provides support to departmental leadership, the incumbent must possess excellent communication and editorial skills. He/she will be required to compile information, draft high quality correspondence and proof departmental publications. This position must be able to identify/anticipate the needs of the Senior Management Team, seek clarification when required and take initiative.

The Intermediate Administrative Assistant is also responsible for providing staffing coverage in the Residence Office during peak periods and when the Residence Assistant is absent. As such, this position must be knowledgeable and have a thorough understanding of the residence key system as well as all facets of residence policies and processes.

Strong communication skills are a must as the incumbent will be required to deal with a wide variety of customer service situations, which at times can be very challenging. The incumbent must have the ability to recognize situations through active listening, and direct students to the appropriate resource, either within the Department or the University. There are periods throughout the work cycle where the Intermediate Administrative Assistant must be able to empathize and de-escalate situations involving students and parents.

Accountabilities

Administrative:

• Provide administrative support in the day-to-day operations for the Senior Management Team, including liaising with university departments and external organizations
• Assist with projects as required by the Senior Management Team, such as benchmarking and market analysis, departmental special initiatives and unscheduled projects
• Coordinate the booking of internal rooms and bus rentals received through requests submitted from Residence Life Staff and Dons
• Review and process all Residence Life Staff hiring documentation and compile annual stipend summary based on individual portfolios of each staff member
• Maintain stock room, order office supplies and manage equipment/computer inventory for the department
• Co-ordinate and track hardware upgrades for all departmental staff and duty don phones
• Responsible for administrative onboarding for new employees or student staff
• Develop and maintain files and records for the Residence Office

Staffing Support for Residence Office:

• Provide staffing coverage in the Residence Office, as required, when Residence Assistant is absent. This will include, but is not limited to, providing frontline services (email, phone and office reception), processing key replacements and lock changes.
• Provide additional frontline support during periods of high volume traffic, specifically April through September, to assist with the residence application and Fall term admission cycles.

• Interact with a diverse student population, providing students with support and direction throughout the application and room assignment process. These interactions may involve providing students with information on eligibility requirements, gender inclusivity options, processes related to medical or disability-related residence needs as well as problem solving one-of-a-kind scenarios
• Provides customer sensitive support related to residence waitlists and other exceptional circumstances
• Support end of term check-out processes, including the preparation of residence room key envelopes, check-out bags and student key labels for all residence communities, as well as processing keysets returned at year end
• Assist with the residence student move-in process, including labeling and organizing key envelopes and handing out keys throughout residence registration, which takes place over the Labour Day weekend
• Assist with various administrative tasks, as required, including the data entry of phone numbers for residence students

Financial:

• Create purchase orders and process invoice payments through shopLaurier
• Process purchase card reconciliations for the Senior Management Team on a monthly basis, ensuring charges are posted against appropriate budgets/accounts
• Track bus rental charges and collect funds from Residence building communities to cover bus costs related to their residence life programming events
• Process commission and rent deposits
• Prepare expense forms on behalf of Senior Management Team

Committees/Meetings:

• Schedule meetings for the Senior Management Team
• Attend meetings, transcribe and distribute minutes, and follow up on actions assigned
• Co-ordinate audio-visual equipment, food, and other logistical details for meetings and functions as required

Reporting Relationships

2 Seasonal Residence Office Student Assistants
(student employees who work full-time in the Residence Office from May through August).

• This position will assist the Administrative Manager, Residence in hiring two students for the Seasonal Residence Office Student Assistant positions.
• This position is responsible for supervising the day-to-day activities of the two student staff.
• This position will provide training to the students on various tasks and work processes throughout the course of the summer.

This position will provide ongoing advice and support to the student staff as required, and in particular when students are navigating difficult conversations with students and parents about residence placements and the room assignment process.

Qualifications

• Minimum high school diploma plus one (1) year post secondary school and one (1) to two (2) years related experience
• Well-developed organizational and time management skills with proven ability to set priorities, meet deadlines, and handle multiple tasks, frequent interruptions and periodic pressures
• Proven ability to work independently and with minimal supervision, and to take initiative
• Demonstrated compassionate and considerate customer service skills, with a commitment to service excellence and to representing the department with a high degree of professionalism
• Excellent interpersonal and communication skills, both written and verbal, with a proven ability to handle and de-escalate difficult situations with discretion, tact and diplomacy
• Proven ability to supervise student staff and enhance their performance through mentorship and coaching
• Understanding of basic accounting, with demonstrated ability to accurately analyze and interpret debit and credit activity on accounts
• Demonstrated sensitivity to current student issues such as gender neutrality, mental health, sexual violence and the like.
• Proven record of accuracy and attention to detail in a fast-paced multitasking environment
• Strong computer proficiency, including Word, Excel, PowerPoint as well as Banner Student; intermediate Excel skills and familiarity with COUNT, COUNTIF and VLOOKUP functionality would be an asset
• Willingness to work some evenings and weekends, as required

This position has been deemed eligible for educational equivalencies. Please refer to the attached for details.

Compensation:

Position Grade: SH-06

Rate of Pay: $30.16 - $35.47

Hours of Work:

This is a full-time, continuing position. 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 work due to programming and events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

All Laurier employees and students are required to comply with the University\'s . 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

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