Office Administration Coordinator: Computer Science and Physics

Wilfrid Laurier University; Brantford; On-site; CAD 54,000 - 56,000; Full time

Job summary

Wilfrid Laurier University invites applications for an Office Administration Coordinator supporting the Physics and Computer Science program on the Brantford Campus. The role provides extensive administrative support to the Program Coordinator, Lab Coordinators, and faculty, with collaboration across campuses and external partners.

The incumbent handles confidential information, ensures deadlines are met, and maintains program policy representation.

Qualifications

• One (1) year post-secondary education
• Two years related administrative experience within a university environment
• Experience with university policies related to student academics (graduate and undergraduate)
• Experience working within a unionized environment
• Experience with meeting procedures and taking minutes
• Experience in reconciling budgets
• Experience in organizing special events
• Strong service orientation and well-developed communication skills
• Excellent planning and organizational skills and the ability to meet demanding deadlines through multi-tasking and prioritization of work
• Ability to work independently and apply sound judgement in decision making
• Excellent/strong computer skills, word processing, spreadsheets, databases and web page maintenance; prior experience with web editing is an asset
• Knowledge of Banner/COGNOS and Millennium
• Good oral and written communication skills
• Excellent problem-solving skills
• Experience in organizing special events is required.

Responsibilities

• Advises the Program Coordinator on the program’s administrative needs and processes; organizes and prioritizes work to ensure deadlines are met.
• Supports lab coordinators accessing confidential data using Banner, Cognos and other university systems.
• Generates part-time instructor contracts and coordinates submission to Dean’s office.
• Coordinates scheduling of program meetings, circulates agendas, records and archives minutes.
• Assists with budget reconciliation, purchases, deposits, and expense claims.
• Monitors course registrations and enrollment data and provides updates to the Program Coordinator.
• Provides first point of contact for all inquiries; assess and direct inquiries appropriately.
• Provides information to current graduate students regarding progression, policies and procedures.
• Issues information about program and course selection and GPA-based progression.
• Provides academic advising to students for progression, petitions and appeals per regulations.
• Assesses student needs during crises and provides guidance on registration and appeals.
• Analyzes student records and policies to address progression issues.
• Supports preparation of course outlines, examinations and materials.
• Oversees collection of syllabi and midterms and submits final exam forms.
• Coordinates scheduling and printing of midterm exams and proctoring support.
• Maintains departmental records and storage per regulations.
• Accesses confidential data for the department using university systems.
• Supports with booking meeting rooms and OneCard access for students, staff and faculty.
• Provides orientation to new faculty and instructional staff regarding policies and processes.
• Maintains office supplies and photocopier maintenance.
• Liaises with units for maintenance and work orders.
• Manages mail distribution and departmental calendars.
• Monitors departmental webpages for accuracy and updates.
• Responds to inquiries and guides to academic advisor as needed.
• Assists with coordinating hiring of graduate teaching and instructional assistants.

Skills

Service orientation

Communication skills

Planning and organization

Independent work

Meeting procedures

Budget reconciliation

Event coordination

Education

Post-secondary education

Tools

Banner

COGNOS

Millennium

Job description

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Office Administration Coordinator: Computer Science and Physics

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

Campus: Brantford

Reports to: Admin Mngr, Faculty of Science

Employee Group: PAG

Application Deadline: September 11, 2026

Requisition ID: 11818

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

At Laurier, we are a community. It’s what brings our students here and what keeps our people here. As an educational institution, we inspire lives of leadership and purpose in our student community. As an employer, we seek, foster and value the same qualities of leadership and purpose in our employee community. We currently have an opportunity for you to join the Laurier community as an Office Administration Coordinator supporting the Physics and Computer Science program.

This position has a university-wide mandate and is based at the Brantford Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo Campus, the Brantford Campus, locations in Kitchener and Milton, and external partners. Special attention is given to ensure equitable service delivery across all locations.

Reporting to the Administrative Manager, Faculty of Science and with daily direction and oversight from the Program Coordinator, Physics and Computer Science, the Office Administration Coordinator is accountable for the overall efficient administrative functioning of the program. They provide comprehensive administrative support to the Program Coordinator, Lab Coordinators, full-time faculty members, contract teaching faculty (CTF), and staff, working with a high degree of independence. The Office Administration Coordinator ensures that the program meets key deadlines throughout the year and provides organizational leadership and support for program events. The incumbent routinely acts as the program’s contact on administrative policy and organizational matters and must be an informed and professional representative of the program on behalf of the Physics and Computer Science Department.

The incumbent works regularly with confidential information therefore the position requires discretion and good judgment. The incumbent works both independently and co-operatively with other staff both in the program and in the Faculty of Science.

Accountabilities

• Advises the Program Coordinator on the program’s administrative needs and processes; organizes and prioritizes work to ensure both program and university deadlines are met;
• Supports the Physics and Computer Science Lab Coordinators accessing confidential institutional data such as student records, course enrolment statistics, and class lists for the department using Banner, Cognos and other university systems;
• Generates part-time instructor (CTF) contracts in coordination with the Physics and Computer Science Department (Waterloo Campus) and facilitates submission to Dean’s office requiring knowledge of Banner and Loris;
• Coordinates the scheduling of Program meetings, generates and circulates agendas, records and archives minutes;
• Assists Program Coordinator with budget including reconciliation, purchases, deposits, cheque requisitions, expense claims and transfers;
• Monitors course registrations and enrollment data, providing value-added updates to Program Coordinator.

Program Support

• Provides first point of contact for all departmental inquiries; assessing the nature and complexity of inquiries and determining actions to be taken, referring queries as appropriate.
• First point of contact for current graduate students regarding their progression through the program; providing information to registration, policies, and procedures as outlined in the Graduate Academic Calendar
• Provides information to students concerning program and course selection, GPA-based progression / graduation requirements and relevant regulations and procedures in relation to their academic success
• Provides academic advising to students on the appropriate action for progression, petitions and academic appeals in compliance with FGPS regulations
• Assesses student needs during periods of personal and academic crisis and provides procedural guidance on registration, petitions and academic appeals
• Analyses multiple sources of information such as student records, program requirements and institutional policies to address and resolve progression, petition and academic appeal issues
• Supports the preparation of course outlines, examinations, and other applicable materials, ensuring the department is in compliance with academic policies;
• Oversees the collection of materials such as course syllabi and midterms, and completes final examination information forms each term and submits to the Examinations Office; ensures final exams are submitted for printing and delivery;
• Coordinates the scheduling and printing of midterm examinations, including room booking, proctor and marking support;
• Facilitates the archival, retention, and storage of departmental records including policies and procedures, governance, hiring recommendations and teaching materials as per FIPPA regulations;
• Accesses confidential institutional data such as student records, course enrolment statistics, and class lists for the department using Banner, Cognos and other university systems;
• Supports faculty and lab coordinators by booking meeting rooms and providing OneCard access (in coordination with Campus Access Control) for students, staff and faculty;
• Provides basic orientation and information to new faculty and CTF regarding university and department policies and administrative processes;
• Maintains office supplies and oversees photocopier maintenance;
• Liaises with other units for equipment maintenance, office repair and general work orders;
• Receives and distributes mail and organizes assigned mailboxes; labels and forwards outgoing mail and packages;
• Monitors the departmental web pages for accuracy and revises/updates as necessary;
• Responsible for monitoring and maintaining the general departmental email and Outlook calendars;
• Responds to general inquiries and provides information pertaining to university policies and regulations for students in a timely manner, and identifies emails to the departmental academic advisor for further clarification;
• Assists with the coordination of hiring student Graduate Teaching and Instructional Assistants including applications, interview scheduling and contracts.

Event Coordination

• Supports program recruitment and information events, such as Spring and Fall Open Houses
• Supports the Program Coordinator with orientation events for each incoming cohort of students;

Qualifications

• One (1) year post-secondary education;
• Two years related administrative experience within a university environment, preferably in an academic department or comparable environment;
• Experience and knowledge working with university policies related to student academics (graduate and undergraduate);
• Experience working within a unionized environment;
• Experience with meeting procedures and taking minutes;
• Experience in reconciling budgets;
• Strong service orientation and well-developed communication skills;
• Excellent planning and organizational skills and the ability to meet demanding deadlines through multi-tasking and prioritization of work;
• Ability to work independently and apply sound judgement in decision making
• Excellent/strong computer skills, word processing, spreadsheets, databases and web page maintenance; prior experience with web editing is an asset;
• Knowledge of Banner/COGNOS and Millennium;
• Good oral and written communication skills;
• Excellent problem-solving skills;
• Experience in organizing special events is required.

Hours of Work: This is a full-time, limited term role with an approximate end date of June 30, 2028. 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. When possible, the manager will adjust the work schedule so that 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: $38.80 to $41.02 per hour with an annual step progression on anniversary date up to$44.35 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.