Office Administration Coordinator

Wilfrid Laurier University; Waterloo; On-site; CAD 30,000 - 60,000; Full time

Job summary

Wilfrid Laurier University is seeking an Office Administration Coordinator to support the Career Centre's leadership team. The role involves administrative duties, budget coordination, and ensuring operational efficiency across multiple campuses. Ideal candidates will have strong organizational and communication skills, along with relevant administrative experience.

Qualifications

• Four years related administrative experience in an office environment.
• Experience in financial aspects of administration such as budgeting and invoice processing.
• Ability to work independently with high degree of initiative.

Responsibilities

• Provides administrative support to the leadership team of the Career Centre.
• Coordinates finances for multi-campus Career Centre operations.
• Assists with planning and supporting day-to-day activities.

Skills

Technical skills

Communication skills

Organizational skills

Interpersonal skills

Attention to detail

Education

Secondary school plus one year post-secondary

Tools

MS Office

Database experience

Job description

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

Campus: Waterloo

Reports to: Assistant Vice-President: Experiential Learning & Career Development

Employee Group: WLUSA

Application Deadline: May 22, 2025

Requisition ID: 9305

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 acommitment to Indigenization andcommitment 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, aflexible 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.

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 acommitment to Indigenization andcommitment 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 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.

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.

The Office Administration Coordinator reports to the Assistant Vice-President: Experiential Learning & Career Development and provides administrative support to the leadership team of the Career Centre. In addition, the incumbent is accountable for monitoring operational budgets and financial processes, and co-ordination of diverse administrative functions and records of the Career Development Centre which exists within a multi-campus context with offices and/or services provided in Waterloo, Brantford, the Lazaridis School of Business & Economics Graduate Programs, Milton and Kitchener. The incumbent exercises a considerable degree of independence. Contacts include University community members (students, alumni, staff and faculty) and representatives of external organizations such as private sector, public sector and not-for-profit organizations.

Accountabilities

Administrative

• Assists the AVP in planning and supporting day-to-day activities, ensuring deadlines are met; schedules appointments and co-ordinates logistics for meetings.
• Plans and co-ordinates events as required on behalf of the AVP and other team leaders and ensures appropriate staffing.
• Prepares, edits and reviews presentations and reports as required by the AVP.
• Assesses needs identified by students, staff, faculty and external stakeholders in order to provide relevant assistance and/or referral.
• Recognizes the emergence of problems and issues which require the attention of the AVP and exercises judgement in determining where referral to another team member is appropriate.
• Co-ordinates comprehensive monthly statistical reports from staff at all campuses (user statistics – appointments, drop-ins and workshop demographics; program planning and delivery; employer activity; marketing and outreach). Analyzes and summarizes data and prepares monthly, term, annual and multi-year statistical reports for the department. Updates Excel data input forms and resolves issues related to data and reporting.
• Maintains and updates departmental policies and procedures. Acts as a resource to all staff on same.
• Assists with orientation of new employees to the Career Centre including orientation to new staff on building and office policies and procedures and facilitating access to internal systems and resources.
• Compiles and distributes weekly staff newsletters including Upcoming Events, Career Resources, Staff News, Program Planning Initiatives.
• Co-ordinates room bookings for Career Centre’s seminar rooms and employer lounge for workshops, meetings, employer recruiting sessions, etc.
• Uses Banner and Millenium to research information related to finance.
• Copyedits and updates content for Career Centre publications, print resources and PowerPoint presentations. Posts final version to SharePoint for departmental access and on Navigator for student access.
• Monitors inventory of in-house publications, co-ordinates printing and ensures availability in department for staff and students.
• Provides access to testing instruments to clients on behalf of the career consulting unit; provides instructions on completion of tests, generates assessment report for debrief appointments. Provides liaison with assessment distributors related to client access, technical issues and purchasing requirements.
• Co-ordinates annual review of Industry Career Overview and further education resources, validates website listings and updates accordingly.
• Proofreads (i.e., copyedits) final versions of students’ resumés, cover letters and personal statements after they have consulted with professional staff on content and design.
• Co-ordinates service evaluations on a multi-campus basis (approximately 3000 annually); summarizes data and prepares reports by semester and annually.
• Maintains record of all computer hardware and related Evergreen status, software, computer account information and cell phones for department and co-ordinates all purchases.
• Establishes and maintains records of all staff absences including vacation, sick leave, compressed hours and personal leaves. Approves staff leave reports accordingly.
• Develops and maintains departmental records pertaining to office hours and staffing schedules, key inventory, phone and address lists (24 team members).
• Schedules and participates in bi-weekly departmental staff meetings and annual planning meeting.
• Assists in graduate survey data collection in person at Convocation and by researching on LinkedIn. Utilizes Excel to complete data summaries on graduate outcomes by academic program.
• Co-ordinates all departmental office supplies, maintains inventory and orders as needed
• Provides liaison with Facilities Asset Management. Co-ordinates building maintenance work orders resulting from repairs needed and compliance with building inspections.
• Co-ordinates with the Provincial Government regarding the Summer Employment Opportunities Program and grant recipients at Laurier; processes grant applications and ensures final project summaries and financial reports are submitted.
• Monitors and responds to departmental email account in absence of the Experience Record & Career Resource Specialist.
• Greets and creates a welcoming environment for guests to the Career Centre such as employers and other visitors.
• Monitors front-line staffing schedule and provides back-up support for front-line reception including in-person and phone inquiries as needed.

Budgetary

• Co-ordinates finances for multi-campus Career Centre operations (Waterloo, LSBE and Brantford).
• Processes/verifies departmental credit card expenditures; reconciles monthly statements and prepares expense and travel forms.
• Co-ordinates and processes all departmental shopLaurier transactions including purchase requisitions, invoice payments, new vendor creation, Bookstore purchases, car rentals, office supplies, return to vendor forms and related account allocations.
• Issues visitor parking passes as required.
• Reconciles financial discrepancies in purchase orders, invoices, internal budgets by monitoring and communicating with Financial Resources.
• Prepares monthly budget reconciliations.
• Co-ordinates finances on behalf of partner institutions (Laurier, University of Waterloo, University of Guelph and Conestoga College), for annual Job Fairs (approximately $350,000 - $400,000). Creates purchase requisitions for all vendor quotes, co-ordinates invoices and payments, prepares financial statement for each event, assesses account balances and processes disbursements for partnering institutions.
• Maintains departmental Moneris account for e-commerce transactions related to event registrations, featured job postings, employer sessions and assessment instruments (over $500,000 annually) and reconciles monthly statements and deposits.

Qualifications

• Secondary school plus one year post-secondary
• Four years related administrative experience in an office environment
• Strong technical skills – keyboarding, MS Office (Word, Excel, PowerPoint), database experience
• Experience in financial aspects of administration such as budgeting, accounting, procurement and invoice processing
• Well-developed skills to adapt to a multi-functional environment with changing priorities
• Demonstrated co-ordination and organizational skills
• Excellent communication skills, both oral and written
• Ability to work independently with high degree of initiative and judgment
• Strong interpersonal skills and strict commitment to confidentiality, tact, diplomacy and discretion
• Attention to details as this position requires high levels of accuracy in performing daily tasks

Hours of Work

This is a Full-Time, Continuing position.The normal hours of work are 8:30am to 4:30pm, Monday to Friday. Flexibility in hours may be required, including evening and/or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure no more than 35 hours are worked in a week

This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. All arrangement must be approved by the direct manager. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation

Level:D

Rate of pay:$37.22 to $39.35 per hour with an annual step progression on Anniversary date up to $42.54 per 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.

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 atcareers.wlu.ca/content/How-to-apply/

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