Coordinator, Administration and Project Support

Job title: Coordinator, Administration and Project Support

Job description: Department: Facilities and Asset Management

Job Type: Limited Term

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

Campus: Waterloo

Reports to: Manager, Strategic Projects and Executive Support

Employee Group: WLUSA

Application Deadline: March 15, 2022

Requisition ID: 3142

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 and , 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 a location in Kitchener. 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:

Reporting to the Manager, Strategic Projects and Executive Support, the Coordinator, Administration and Project Support, is responsible for writing, designing, researching, editing and compiling high-impact, compelling and professional briefings, reports and presentations for the Facilities and Asset Management department as assigned by the Manager. Included in this position is developing and maintaining content on department websites, coordinating executive support needs for Planning, Design and Construction, Parking and Transportation Resources, the Sustainability Office, and Real Estate, researching, synthesizing and analyzing data (both technical and financial) to contribute to reports and presentations and preparing the department annual report.

This position will be an exciting opportunity for those with strong writing and communication skills who can adhere to strict deadlines and coordinate multiple projects. The nature of the job requires knowledge of the University organization, attention to detail, organization, problem solving, accuracy and time management skills. The incumbent must be able to handle a variety of tasks simultaneously, establish priorities, collaborate with others within the department, institution and external to the University and work independently with a minimum of supervision. The incumbent must be able to work with interruptions to work flow that create changes in priorities.

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 Kitchener location, the Milton location and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities:

Administrative Support

• Consults with Planning, Design and Construction, Parking and Transportation Resources, the Sustainability Office, Real Estate and Business and Facilities Operations on executive support needs including reports, briefings, and presentations, in consultation with the Manager.
• Coordinates the booking of meetings for project teams, working groups and committees led by the Manager, as assigned.
• Prepares agendas, collects meeting materials and takes minutes for committees and working groups the Manager is responsible for leading.
• Leads the coordination of on and off campus retreats/workshops for the department, compiling materials and arranging for guest speakers and resource people as required.
• Develops and designs website content for the department’s internet presence, in consultation with the Manager.
• Maintains and updates content on department websites in consultation with the department management team.
• Supports the Administrative Assistant, when required, with receiving, reviewing and finalizing all facilities notices for Planning, Design and Construction, including sending emails via the FacilitiesAnnouncements email account to the Laurier community, monitoring this email account and posting said notices to public website following accessibility and Laurier brand standards.

Data Collection and Analysis

• Consults with the department management team to research, synthesize and analyze data, both technical and financial, in order to contribute accurate content to reports and presentations.
• Identifies, collects, maintains and analyzes key performance indicators (KPIs) for all units in the department.

Reports and Presentations

• Write, design, edit, research and compile high-impact, compelling and professional briefings, reports and presentations as assigned by the Manager.
• Coordinates the development of various annual and risk reports, both in terms of design and in consultation with other contributors to develop content, with a keen eye towards representing departmental performance effectively.
• Coordinates governance process submissions for the department working with the management team and in consultation with the Manager.
• Consult with department management team to prepare legislative compliance reports and government reports when and if required.

Project Support

• Research, review and collect relevant documents and resources for department projects.
• Provides support on strategic projects, including the Milton Campus, as assigned by the Manager.

Qualifications

• University degree in marketing/communications, business administration or related field, together with two years of related experience in senior administrative support and report/proposal writing in post-secondary, government or professional service environment.
• Demonstrates strong writing skills.
• Excellent computer skills, including superior knowledge of MS Office (Word, Excel, PowerPoint, Outlook) and experience with graphics packages.
• Ability to work collaboratively with all team members to deliver excellent results with accuracy and integrity.
• Create professional and persuasive reports and presentations with high impact design.
• Focused, detail-oriented, results driven and able to work under pressure.
• Experience designing and maintaining web content.
• Dependable, positive attitude, innovative thinker.
• Strong sense of accountability.
• Exceptional communication skills (written and verbal).
• Strong ability to learn, understand and describe technical concepts.
• Experience taking minutes.
• Proven ability to work independently, and to problem solve to make sound decisions with strong diplomacy skills.
• Strong ability to shift gears frequently due to multiple demands and frequent interruptions.
• Ability to protect and maintain information in strict confidence.
• Strong attention to detail.

Compensation:
Position Grade: SH-07
Rate of Pay: $32.33 – $38.03 per hour
Hours of Work: This is a full-time, limited term position until October 7, 2022. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday.

This position has been deemed eligible for educational equivalencies.

Please refer to the attached for details.

Job Evaluation Factor Scores

WLUSA/WLU Job Evaluation Factors

Score

Education and Experience

6

Interpersonal Skills

3.5

Applied Reasoning and Analytical Skills

4.5

Physical Skills

3

Co-ordination and Planning

3

Responsibility for Others

1

Impact of Decisions

3

Mental Effort

3

Physical Effort

3

Multiple Demands and Priorities

2

Working Environment

1

All Laurier employees and students are required to comply with the University’s Covid-19 mandatory vaccination policy. Prior to attending Laurier’s campuses in-person, you must provide proof of your vaccination status. If you are not fully vaccinated and do not have an approved exemption based on medical/disability or religious beliefs/creed grounds, you will be expected to receive your second dose of the vaccine by no later than October 8, 2021. Prior to becoming fully vaccinated, you will be required to participate in and comply with the University’s rapid testing program and follow all recommended additional health and safety protocols. Details about the mandatory vaccination requirements can be found on .

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 at

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

Company: Wilfrid Laurier University

Expected salary: $32.33 – 38.03 per hour

Location: Waterloo, ON

Job date: Tue, 08 Mar 2022 23:55:42 GMT

Job Source: Careerjet.ca

Click Here to Apply