Administrative Assistant, FGPS

Wilfrid Laurier University; Southwestern Ontario; Hybrid; CAD 48,000 - 51,000; Full time

Job summary

Wilfrid Laurier University is seeking an Administrative Assistant (Graduate and Postdoc Studies) to support the Faculty of Graduate and Postdoctoral Studies. The role focuses on student support, records, and coordination across campuses, ensuring timely communications and equitable service delivery.

Based at the Waterloo Campus, the incumbent builds relationships with campus partners, handles documentation, and supports doctoral coordination while upholding high professional standards and

Qualifications

• 1 Year Post-Secondary Diploma/ Certificate plus 3 years of work related experience.
• Excellent customer service skills including the ability to interact and communicate effectively with faculty, students and staff.
• Proven ability to effectively handle complaints and to diffuse potentially challenging encounters.
• Demonstrated diplomacy and sensitivity to needs of a diverse graduate student population.
• Proven ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs.
• Working in a high-volume office with competing priorities and daily stakeholder consultations, the incumbent must have demonstrated organizational skills including the ability to adapt to changing situations; ability to meet deadlines, prioritize and to simultaneously co-ordinate a multitude of priorities and tasks.
• Proven record of accuracy and attention to detail in a fast-paced multitasking environment.
• Excellent verbal and writing skills.
• Self-starter and self-motivator, with an ability to work independently; ability to assess situations and independently make mature, knowledgeable decisions.
• Knowledge of Banner, Cognos, Microsoft Office and other software programs related to activities of the department is expected.
• An ability to understand and manage confidential material.

Responsibilities

• Front-Line Engagement: Assess complexity of inquiries, offer guidance and determine action.
• Respond to emails, calls, and in-person inquiries for graduate program deadlines and details.
• Deliver tailored responses for domestic and international graduate prospects and students.
• Cultivate an exceptional experience for students and coordinate with campus partners.
• Coordinate ASPIRE content via Cascade CMS and prepare official letters for students.

Skills

Customer service

Diplomacy

Organizational skills

Verbal writing

Teamwork

Education

Post-secondary diploma

Tools

Banner

Cognos

Microsoft Office

Job description

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Department: Faculty of Grad and Postdoc Studies

Job Type: Limited Term

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

Campus: Waterloo

Reports to: Senior Administrative Officer, FGPS

Employee Group: WLUSA

Application Deadline: 10/09/2026

Requisition ID: 11887

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’s thriving community has a place for everyone.

Laurier has more than 21,000 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. Laurier's Waterloo, Kitchener, and Brantford campuses are located on the shared traditional territory of the Neutral, Anishnaabe, and Haudenosaunee peoples. This land is part of the Dish with One Spoon Treaty between the Haudenosaunee and Anishnaabe peoples and symbolizes the agreement to share, protect our resources, and not to engage in conflict. Laurier's Milton campus is located on the traditional territory of the Mississaugas of the Credit, and part of the Nanfan Treaty of 1701 between the British Crown and the Haudenosaunee Confederacy.

This job posting is for a current vacancy.

Position Summary

The Administrative Assistant (Graduate and Postdoc Studies) is responsible for a broad range of student support and administrative functions to support the Faculty of Graduate and Postdoctoral Studies. The Administrative Assistant upholds accountability by consistently fulfilling commitments in a timely manner, fostering interpersonal connections, and proactively cultivating relationships with campus partners and colleagues.

Serving as the departmental ambassador, the Administrative Assistant is a key contact and liaison between the FGPS, other Faculties and the broader University community. The Administrative Assistant plays a pivotal role in ensuring smooth communication and coordination of activities. The Administrative Assistant has a direct impact on graduate student satisfaction at Laurier. The incumbent engages effectively and sensitively with faculty and staff members, members of Senior Administration, students, and with off-campus officials and the public, and must display high standards of diplomacy and professionalism.

Operating with a high degree of autonomy, the Administrative Assistant demonstrates excellent decision-making skills to effectively prioritize and manage a diverse array of tasks. The role requires exceptional administrative and coordination abilities, superior writing skills, and the capacity to handle multiple responsibilities simultaneously. The Administrative Assistant collaborates with student support units across campus by promoting, via the ASPIRE website, development opportunities for graduate students and postdoctoral fellows.

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 all Wilfrid Laurier University campuses and locations, and external partners. Special attention is given to ensure equitable service delivery across all locations. The incumbent must have a sound understanding of the policies and regulations pertaining to the University’s numerous resources such as the Student Wellness Centre, Learning Services, the Writing Centre, Accessible Learning, the Career Development Centre, and the Graduate Students Association.

Accountabilities

Front-Line Engagement:

• Assesses the complexity of inquiries and concerns, offering guidance and determining appropriate course of action.
• Responds to, or redirects where required, all emails in the FGPS inbox (for all current students, faculty, staff and administrative units), responds to all calls to the FGPS main phone, and in-person inquiries.
• Delivers precise and timely assistance across various communication channels (in-person, email, web, and telephone) regarding application deadlines, program specifics and general inquiries pertinent to graduate students.
• Delivers tailored responses catering to unique requirements of both domestic and international graduate prospects and enrolled graduate students.
• Handles intricate inquiries adeptly in person, and via phone and email, ensuring accuracy and efficiency.
• Cultivates an exceptional experience for students, distinguishing our institution from others.

Coordination and Student Support:

• ASPIRE Development Program for Graduate students and Postdoctoral Fellows
  • Utilizing the Cascade content management system, organizes and updates the ASPIRE webpage, ensuring timely incorporation of new content as provided by ASPIRE partners (administrative units offering student supports and development).
• Official Documentation/Third Party Letters
  • Prepares various official letters as requested by students (degree completion, enrolment status, statement of education costs for employer-funded students); collaborates closely with the FGPS Records team to verify details relating to eligibility and addresses any inquiries or discrepancy, thereby facilitating a smooth and efficient documentation process for graduate students.
• Doctoral Dissertation Examination Coordination and Support
  • Supports programs and their doctoral candidates during the dissertation defense by booking Graduate Defence Room, coordinating with ICT to ensure optimal technological support is available for the presentation, and coordinates the preparation for payment of honoraria for external examiners.

Departmental Support:

• Proactively cultivates relationships with campus partners and colleagues.
• Provides administrative assistance to the AVP Dean as requested.
• Plans and co-ordinates meetings and events as required on behalf of the AVP Dean and SAO (e.g., monthly Graduate Faculty Council meetings, bi-weekly meetings for the FGPS Leadership Team (AVP/Dean, two Associate Deans and SAO), monthly meetings of the FGPS Leadership Team with the GSA).
• Supports the Associate Dean: FGPS with ASPIRE communications and books meetings as required.
• Supports orientation of new employees to FGPS including ensuring access to internal systems and resources (including technical supports). Orients new colleagues on office policies, procedures and facilities.
• Serves as departmental contact for Financial Services, and co-ordinates and processes department ShopLaurier transactions including purchase requisitions, invoice payments, new vendor creation, Bookstore purchases, car rentals, hotels, flights, office supplies, etc.; reviews all other expense claims for accuracy and congruity with procurement requirements related to the Broader Public Sector legislation.
• Facilitates upkeep of computer hardware and related Evergreen status, software, computer account information and co-ordinates purchases.
• Issues visitor parking passes as required.
• Provides liaison with Facilities Asset Management. Co-ordinates building maintenance work orders resulting from repairs needed and compliance with building inspections.
• Schedules and participates in weekly departmental team meetings and annual retreats.
• Assumes additional projects and responsibilities at the request of the AVP/Dean or Senior Administrative Officer.

Qualifications

• 1 Year Post-Secondary Diploma/ Certificate plus 3 years of work related experience
• Excellent customer service skills including the ability to interact and communicate effectively with faculty, students and staff.
• Proven ability to effectively handle complaints and to diffuse potentially challenging encounters.
• Demonstrated diplomacy and sensitivity to needs of a diverse graduate student population.
• Proven ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs.
• Working in a high-volume office with competing priorities and daily stakeholder consultations, the incumbent must have demonstrated organizational skills including the ability to adapt to changing situations; ability to meet deadlines, prioritize and to simultaneously co-ordinate a multitude of priorities and tasks.
• Proven record of accuracy and attention to detail in a fast-paced multitasking environment.
• Excellent verbal and writing skills.
• Self-starter and self-motivator, with an ability to work independently; ability to assess situations and independently make mature, knowledgeable decisions.
• Knowledge of Banner, Cognos, Microsoft Office and other software programs related to activities of the department is expected.
• An ability to understand and manage confidential material.

This position has been deemed eligible for Educational Equivalencies.

Hours of work: This is a full-time limited term position with an expected end date of July 30, 2027. 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 training. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

This role requires daily in person attendance and is not eligible for a flexible work arrangement as per Policy 8.14 (Flexible Work Policy).

Compensation

Level: C

Rate of Pay: $35.15 - $37.17 per hour with an annual step progression on anniversary date up to$40.19per 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

JobEvaluation Factors

Score

Education

2

Experience

2

Interpersonal Skills

3

Applied Reasoning and Analytical Skills

3.5

Co-ordination and Planning

3

Accountability for Others

1

Impact of Decisions

3

Mental Effort

3

Level of Physical Effort

3

2

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 People and Culture. Contact information can be found at careers.wlu.ca/content/How-to-apply/