Department: Faculty of Grad and Postdoc Studies
Job Type: Continuing
Full-time/Part-time: Full Time (>=1249 hrs/year)
Reports to: Senior Administrative Officer, Faculty of Graduate and Postdoctoral Studies
Employee Group: WLUSA
Application Deadline: August 16, 2020
Requisition ID: 652
Wilfrid Laurier University is a leading Canadian 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 equity, diversity, inclusion and indigeneity, Laurier’s thriving community has a place for everyone.
The Graduate and Postdoctoral Studies Office provides academic support services in response to the university’s commitment to excellence and growth in graduate programs, graduate student enrolment, and the effective training of postdoctoral fellows. In support of the 40+ graduate diplomas, master’s and doctoral degree programs and more than 2900 graduate students and postdoctoral fellows, the services include marketing and recruitment, graduate admissions, enrolment, internal and external scholarship, award competitions, student financial (including employment) assistance, publications and communications, academic programming and approval, academic records including theses, grade reporting, petitions, graduation, exit surveys, program appraisals, submissions to the provincial government for funding, professional development support for all graduate students and postdoctoral fellows, and appointments of faculty members to the Graduate Faculty. Services of the Graduate and Postdoctoral Studies Office are utilized by all faculties and across multiple campuses and Martin Luther University College, a federated college of WLU, by undergraduate and graduate students, postdoctoral fellows, faculty members, internal administrators and external agencies.
Under the day-to-day direction of the Graduate Admissions and Records Officer, the Academic Services Assistant supports the admissions, records and student funding functions of the office. Working in a high volume environment, s/he assists with the effective maintenance of graduate records related to admissions and progression. S/he supports the work of the team by providing clerical support in the management of documents to ensure effective service to the students, the FGPS team, and Enrolment Services. The incumbent speaks and corresponds regularly with staff members and with faculty. Primary contacts in this position will include graduate students, representatives from other institutions who participate in joint programs with Laurier, faculty and staff in academic units who are involved in the delivery of Laurier’s graduate programs, Laurier International, and Enrolment Services.
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 Brantford Campus, the Toronto office and external partners. Special attention is given to ensure equitable service delivery across all locations.
Retrieves and prepares required documentation when admission summary forms are received in order to assist with ensuring offers are accurately supported and processed
prepares official files for each graduate student by scanning official final transcripts and indexing and storing all application materials as an electronic record;
processes all application rejections and application withdrawals;
maintains list of international students admitted and ensures proper documentation is submitted and appropriate data is entered on Banner; prepares amended Student Information Forms when required.
Maintains all student files in the FGPS
Receives, scans and distributes for approval the Ontario Visiting Graduate Student (OVGS) program requests, ensuring that appropriate paperwork is complete and accurate
Scans all petitions materials and uploads to MyLS for Graduate Student Appeals Committee
Scans and forwards to Registrar’s Office all completed forms (program/registration status changes, withdrawals, terminations, deregistration, parental leaves, directed studies, degree completion paperwork)
Processes FGPS forms (masters progress reports, proposal acceptance date, extension to complete coursework including follow-up upon expiration of deadline)
Prepares and scans all gold medal nomination packages and uploads to MyLS for Graduate Awards Committee; prepares congratulatory letters on behalf of the Dean; prepares the certificates for the Awards for Outstanding Graduate Work
Tracks Teaching Assistantships (TAs) by term; using good judgement and with a customer service focus, receives and verifies TA Responsibility Forms, tracking all required data, and confirming eligibility for payment to the Payroll Office;
Processes Graduate Student Support forms (for Research Assistantships and Studentships); ensures student eligibility, undertakes verification of funds with the Research Office, updates student account and communicates with Payroll (as applicable); maintains files for audit; updates/maintains detailed files for monthly transfers by financial analyst;
Receives, scans, uploads to MyLS (where applicable) and files all travel and student scholarship competition documents;
Supports the administration of the provincial scholarship competitions (Ontario Graduate Scholarship, Queen Elizabeth II Scholarship for Science and Technology); with broad knowledge of the web-based application system, trouble-shoots for applicants and their referees, retrieves and consolidates all applications (300+/year), and prepares departmental records and ranking forms;
Supports the Graduate Records and Data Management Co-ordinator in the execution of government count requirements of the FGPS by verifying appropriate documentation has been submitted, scanned and submitted to the Registrar’s Office for processing to meet submission deadline.
Completion of secondary school and a minimum of 2 year recent, related administrative experience
Excellent verbal and writing skills;
Ability to work independently in a self-directed manner, organize tasks and set priorities;
Strong time management skills;
Demonstrated ability to interact and communicate effectively with faculty, students and staff;
Proven ability to gain co-operation and support from faculty, staff, students, and other stakeholders;
Demonstrated ability to successfully meet deadlines, and to handle multiple tasks and periodic pressure;
Proven reliability to meet high standards of accuracy, attention to detail and consistency;
Sound working knowledge of PC platforms, proficiency in word processing, spreadsheet, database and presentation software, and email use;
Diplomacy and sensitivity to needs of a diverse graduate student population;
Ability to work in a team environment and to serve as a resource for other university representatives involved in the delivery of graduate programs;
An ability to understand and manage confidential material from internal and external sources.
Position Grade: SH - 04
Rate of Pay: $24.22 - $28.46
Hours of Work: This is a full-time, continuing position. The regular hours of work for this position are Monday to Friday 8:30 a.m. - 4:30 p.m.
This position is eligible for educational equivalencies.
Job Evaluation Factor Scores:
WLUSA/WLU Job Evaluation Factors Score
Education and Experience 2
Interpersonal Skills 2.5
Applied Reasoning and Analytical Skills 3
Physical Skills 2
Co-ordination and Planning 2.5
Responsibility for Others 1
Impact of Decisions 3
Mental Effort 3
Physical Effort 2
Multiple Demands and Priorities 2
Working Environment 1
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 identities and gender identities. To learn more about our commitment to inclusion, please visit: https://wlu.ca/about/working-at-laurier/commitment-to-inclusion.html
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 at 519-884-1970 ext.2007 or firstname.lastname@example.org.