Intermediate Administrative Assistant I Job Vacancy in Wilfrid Laurier University Waterloo, ON – Latest Jobs in Waterloo, ON

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Company Name : Wilfrid Laurier University
Location : Waterloo, ON
Position : Intermediate Administrative Assistant I

Job Description : Date: Mar 22, 2022Location: Waterloo, CACompany: Wilfrid Laurier UniversityDepartment: LibraryJob Type: ContinuingFull-time/Part-time: Full Time ( >=1249 hrs/year)Campus: WaterlooReports to: Senior Administrative Officer, LibraryEmployee Group: WLUSAApplication Deadline: April 5, 2022Requisition ID: 3325Wilfrid 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 as locations in Kitchener and Toronto. 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.Position Summary: The Administrative Assistant has a multi-faceted role that provides support to key areas within the Library. Specifically, this position is responsible for providing executive support to the University Librarian and Associate University Librarians, administrative support to the Press (primarily with respect to processing of financial requests) and also handles various administrative functions within the Library to help ensure smooth operations (daily and event specific) both from a process as well as a physical space perspective.The Administrative Assistant interacts with Librarians, faculty, students, university administrators and off-campus officials. The Administrative Assistant handles highly-sensitive and confidential material. The Administrative Assistant works with a high degree of independence and exercises judgment and discretion in the organization and performance of duties. The nature of the job is complex and demanding, requiring accuracy, maturity, diplomacy, stamina and knowledge of the University. This role includes both front-line support (contact with all visitors to the University Librarian/Administrative Office), as well screening inquiries from faculty, librarians, staff and students.This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Kitchener campus, the Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.Accountabilities: Administrative Support to the University LibrarianProvides executive administrative support primarily to the University Librarian and also base level support for Associate University Librarians (arranges meetings) and Senior Administrative Officer.Provides courteous and responsive front line reception responsible for all phone, walk-in and electronic communication inquiries from other administrative staff, faculty and students and the university campus at large;Co-ordinates the daily activities and communication for the University Librarian; including maintenance of electronic calendarEnsures key academic and contractual deadlines are met through meticulous tracking methods;Maintains the University Librarian’s records for multiple committees and groups (internal and external like OCUL, TUG, CRKN and others); ensures agendas, minutes and other materials are appropriately organized and available;Arranges travel and accommodation for the University Librarian and the two AssociateUniversity Librarians;Prepares and submits the University Librarian’s and Associate University Librarian’s expense claims for research and department accounts; reconciles expenditures for the University Librarian’s P-Card;Prepares information packages and the University Librarian’s recommendation letters on candidacy, promotion and tenure applications for the University Librarian and for submission to the VPA’s office;Sends reminders, collects information, and coordinates records related to the process for Librarian Annual Reports;Maintains full-time Librarian files and general subject files in the University Librarian’s Office; ensures ease of access to current and historical information about the operations of the Library and related materials.Provides logistical support for Library related events as required and liaises with internal event organizers and university partners to ensure smooth implementation and execution.Financial and Librarian related Administrative CoordinationEnters invoices into shopLaurier for Library and PressIssues invoices for WLU Press and deposits chequesCoordinates Professional Expense Reimbursement (PER) process. This includes tracking, calculations, reminders and processing for all Librarians; sends associated reports to WLUFA.Keeps track of Librarian vacations and research leaves and maintains related databases.Oversees Travel Funds allocated to Librarians; ensures amounts granted are correct, balancing the remaining travel monies unspent; sends associated reports to WLUFA.Processes general Library travel budget expenditures for Librarians and staff; checks figures and receipts to ensure information is correct and send to Accounts Payable;Works in collaboration with the Library Financial Analyst to provide accurate information for spreadsheets and reports.Reviews expense and pcard statements for staff and Librarians to ensure accuracy prior to approval.Coordinates statistical data throughout the year for 3 major external Library surveys and enters information online.Key contact for any inquiries (internal or external) related to surveysPhysical Space AdministrationOrders and distributes office supplies, service contracts, maintenance of equipment, purchase requests;Reports and coordinates repair and maintenance requests for the Library; interacts with external service contractors, the University’s Physical Resources Department and relevant university maintenance staff;Interacts with Information Technology Services in connection with telephone issues such as technical problems, directory records and arranging for voice and data services;Coordinates all key and code requests to ensure that new and existing employees have the appropriate access.Makes changes to the E-Guide, the university online directory, using the eControl System; Updates automated phone directory.Qualifications: Secondary school diploma and completion of one (1) year post-secondary education plus three (3) years recent related experience;Demonstrated executive administrative skills; experience working with university senior administrators;Excellent customer service skills, including exceptional interpersonal and communication skills;Demonstrated financial experience related to invoicing and budgets;Experience working with university policies;Demonstrated experience in providing event related support;Proven ability to work independently in organizing and prioritizing work;Experience working with WLU collective agreements;Possess diplomacy, discretion and tact in sensitive situations;Excellent written and verbal communication skills; proven e-mail etiquette skills;Detail-oriented and capable of a high degree of accuracy in the performance of all tasks;Highly organized and adaptable to changing situations; ability to meet deadlines and to simultaneously coordinate a multitude of priorities and tasks;Must have mature judgement skills, with proven decision-making, problem-solving and conflict resolution skills;Proven experience as a team player;Advanced computer skills, including knowledge of required software programs: Word, Excel, Banner, Cognos and LORIS; proven troubleshooting ability;Experience with Laurier WebAdmin an asset;Experience working in a cross-cultural and diverse environment;Must present a professional image of the University Librarian Office and overall Library Administration Office at all timesCompensation: Position Grade: SH-05Rate of Pay: $27.24 – $32.05 per hourHours of work: This is a full-time continuing position. The normal hours of work are 8:30 am to 4:30 pm, including a one (1) hour unpaid meal period, Monday to Friday.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 FactorsScoreEducation and Experience3Interpersonal Skills2.5Applied Reasoning and Analytical Skills3Physical Skills3Co-ordination and Planning3Responsibility for Others1Impact of Decisions2Mental Effort3Physical Effort3Multiple Demands and Priorities2Working Environment1Wilfrid 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 seeking 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 CV and letter of introduction will be required in electronic form._Job Type: Full-time

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