Job Description

Date: Feb 23, 2023 Location: Waterloo, CA Company: Wilfrid Laurier University
Department: Faculty of Arts Job Type: Continuing Full-time/Part-time: Full Time (>=1249 hrs/year) Campus: Waterloo Reports to: Dean of the Faculty of Arts Employee Group: Management Application Deadline: March 10, 2023 Requisition ID: 5449
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\xe2\x80\x99s 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\xe2\x80\x99s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.
Position Summary As the most senior administrative staff position in the Faculty, the Senior Administrative Officer (SA0) provides strategic advice and planning support to the Dean, and is accountable for the effective management of financial, human resources, and administrative operations in support of the strategic priorities of the Faculty. The incumbent provides senior leadership and support on special projects and strategic initiatives and is the key contact with various administrative offices at the University. The position provides counsel and information to the Department Chairs (or equivalent) and supports continuity during academic leadership changes. The Senior Administrative Officer provides expertise and guidance on the administration and interpretation of the Collective Agreements between the University and the faculty and staff associations and interacts with various administrative offices of the University in fulfilling these duties. This role develops non-academic policies and administrative procedures necessary to ensure the Faculty\xe2\x80\x99s efficient operation. As a senior administrative leader, the SAO works closely with Departments and Physical Resources regarding space allocation and oversees various security-related functions including policy direction for access and security systems within the Faculty.
The role has primary supervisory responsibility for 5 staff positions, and secondary responsibility for the remainder (13). The position provides a flexible and wide-ranging support service to the Dean with a corresponding duty to maintain and enhance relations with the members of the University community and the external communities on the Faculty\xe2\x80\x99s behalf.
Accountabilities Strategic Planning & Initiatives

• supports the Dean in the development of long-term strategies and operational plans for the Faculty;
• provides critical analysis of operational matters affecting the Faculty;
• leads and coordinates special projects as required to further the priorities of the Faculty;
• provides the Dean (and Associate and Vice Deans, Chairs and Program Coordinators) with confidential and strategic advice, information, and data to support decision-making;
• assists the Dean in tracking and reporting progress against plans, including information data to support decision-making;
• coordinates the planning and allocation of financial and human resources within the Faculty, aligning plans with strategic and operational priorities;
• promotes transparent and effective communication within the Faculty on matters related to administrative operations, strategic priorities, and plans.
  

Financial Management & Budget

• is a key advisor to the Dean regarding effective financial management and is the key point of contact regarding financial matters related to the Faculty, including the management of special funds created by donors for the discretionary use of the Dean;
• provides advice and counsel to the Dean, Associate and Vice Deans, Chairs (or equivalent) and others as applicable on the development of budgets for the Faculty;
• is responsible for the oversight of the Faculty\xe2\x80\x99s financial position and conducts reviews with the Dean on a regular basis; develops and oversees the management of multiple budgets according to institutional policies and procedures;
• ensures funds are available to support the Faculty\xe2\x80\x99s operations and priorities;
• together with ICT, plans for and monitors the needs of the Languages and Film computer lab;
• works closely with the Financial Analyst, recommends fund allocation methodology within the Faculty to the Dean;
• works closely with the Dean and Financial Analyst to develop, improve, and promote strong financial management practices and controls within the Faculty;
• coordinates and oversees the development of the annual operating budget for the Faculty including any required planning, forecasting and consults as required to assist the Dean in creating a Faculty budget that is aligned with strategic priorities;
• works with the Dean and Financial Analyst to maximize efficiency and transparency of budget-building and budget-monitoring processes, and of policies and procedures relating to Faculty-wide budget management;
• working closely with the Financial Analyst, the Senior Administrative Officer oversees the management of all funds relating to the faculty, including requesting, reviewing and analyzing: budget projections, enrolment information, revenue and expense details, position budgets, etc. in order to effectively advise the Dean on strategic resource allocation;
• plans and forecasts annual faculty and related academic resources including identifying faculty teaching needs by reviewing information from the Chairs (or equivalent) related to course offerings, projected enrolment, and faculty workload;
• oversees disbursement of funds; verifies budgetary approval for Overload and Contract Teaching Faculty (CTF) appointments;
• authorizes purchases, expenditures, and budget transfers for all Faculty budgets; including payment to developers and course advisors, fee payments to Teaching & Learning, and supplemental payments for all on-line course developments and redevelopments.
  

Administrative Management

• develops and manages a wide-range of administrative services and systems to support the effective operation of the Faculty;
• promotes the effective communication of administrative information throughout the Faculty;
• provides advice and information related to administrative policies and procedures to department Chairs (or equivalent), Associate and Vice Deans, faculty and staff members, and others;
• on behalf of the Dean, manages course build and maintenance process, course cancellations, workload, overload, working closely with Chairs/Program Coordinators to ensure appropriate course offerings to meet program and graduation requirements with a fiscal awareness;
• the Senior Administrative Officer is a member of the Dean\xe2\x80\x99s Advisory Committee (DAC) and provides relevant information to the members of DAC as directed by the Dean; this committee meets bi-weekly; the Senior Administrative Officer is also a non-voting member of Divisional Council;
• oversees procurement of equipment and participates in Physical Resources RFP process as requested;
• works co-operatively with the Dean, departments, and Physical Resources regarding allocation of space for faculty and staff use, and plays a pivotal role in the planning, scheduling, and budgeting of renovations within the Faculty; manages faculty and staff offices;
• generates reports and data analyses for the Dean and for the Dean\xe2\x80\x99s Advisory Council;
• advises and consults with Chairs (or equivalent) on administrative and procedural issues stipulated in the faculty and staff Collective Agreements;
• assumes additional projects and responsibilities at the Dean\xe2\x80\x99s request;
• represents the Faculty on University-wide committees as required.

Human Resources & Faculty/Staff Relations

• oversees and reviews the administrative structure of the Faculty to ensure human resources are efficiently and effectively managed; ensuring that staffing structures match strategic needs including prioritization of tasks, strategic workforce planning, and transition planning are taken into account;
• advises the Dean on the interpretation and application of both the Full-time and Contract Teaching Faculty Collective Agreements including articles related to sabbatical leaves, recruitment, re-appointments, promotion and tenure, the annual report of activities, grievances, retirement, maternity leaves, research leaves, supplementary payments to CTF, seniority status and points for CTF, and other matters;
• serves as the key contact with the Human Resources Department, and is responsible for hiring, human resource planning and resolution of human resources related issues for faculty and staff;
• manages the annual staff performance appraisal process ensuring timely and consistent completion of performance appraisals for all staff, and provides ongoing leadership and coaching to the staff in the Faculty;
• reviews all position descriptions and requests for position re-evaluation;
• acts as primary contact for Chairs (or equivalents) regarding staff-related matters providing oversight and counsel; shares with Chairs the responsibility for supervision of departmental staff;
• acts as first point of contact for the Dean, Chairs (or equivalent), faculty and staff on questions and interpretation regarding both the full-time and part-time faculty and staff collective agreements;
• provides support for staff and faculty grievances at the Step One level, and participates in the grievance process;
• manages the Dean\xe2\x80\x99s Office function and oversees Dean\xe2\x80\x99s Office staff;
• oversees the processing of CTF contracts and full-time faculty workload ensuring compliance of Collective Agreements.
  

Health and Safety

• oversees compliance with all policies and procedures related to health, safety and security issues in the Faculty and serves as a principal liaison with the Safety, Health, Environment and Risk Management Office (SHERM);
• completes action plans in response to monthly health and safety audits;
• establishes and monitors policies for key, OneCard, fob, and security system access to facilities for faculty, staff, and students.
  

Qualifications

• University degree in related discipline (Management, Business, Human Resources, etc.); a graduate degree is preferred;
• 6 or more years of progressively responsible experience in a comparable environment, including strong financial, operations and human resource management experience;
• experience in an academic environment is preferred;
• experience in developing and overseeing large and complex budgets, and providing oversight and financial management expertise;
• experience working with large data sets;
• demonstrated strong leadership and management skills; proven ability to mentor and develop staff in a unionized environment;
• strong organizational, decision-making, strategic planning and project management and time management skills;
• advanced problem-solving skills; ability to analyze and streamline complex processes;
• ability to develop imaginative and innovative solutions;
• knowledge of human resources; proven ability to work effectively in a complex unionized environment; experience recruiting for a wide range of technical and administrative functions;
• demonstrated ability to take initiative and make independent decisions;
• knowledge of health and safety regulations and best practices, including but not limited to the Ontario Health & Safety Act and Regulations;
• excellent interpersonal and communication skills (written, verbal), including demonstrated ability to model and promote respectful and authentic interactions;
• knowledge of Microsoft 365, and financial reporting systems; experience with Cognos, Banner and Millennium is an asset.

Compensation Position Grade: MG-3A Salary: $97,634 - $122,043 annually Hours of Work: The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.
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\xe2\x80\x99s 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.