Administrative Manager (Faculty of Arts)

Job Responsibility:

Date: May 23

Location: Waterloo, CA

Company: Wilfrid Laurier University

Department: Faculty of Arts

Job Type: Limited Term

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

Campus: Waterloo

Reports to: Senior Administrative Officer, Faculty of Arts

Employee Group: Management

Application Deadline: 06/01

Requisition ID: 9432

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.

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 to join the Laurier community for the position of Administrative Manager: Faculty of Arts. As a member of the senior leadership team for the Faculty of Arts, the incumbent will work to ensure the success of the Faculty through executive support and oversight; specifically in the areas of governance, collective agreement administration, communications, and facilities management.

Reporting to the Senior Administrative Officer for the Faculty of Arts, the Administrative Manager will provide direction and guidance to administrative activities for the faculty's thirteen departments and programs. The position will routinely work with confidential information and must represent the faculty in a professional manner.

The incumbent will execute duties in:

• Providing executive-level support to the Dean, Vice Dean, and SAO in terms of scheduling, task management, and expense reconciliation;
• As a member of the Faculty of Arts' Senior Leadership Team, participating in the development and implementation of strategic and operational plans;
• Lead, coach, and mentor administrative staff of all Faculty of Arts academic departments and programs, ensuring governance processes and WLUSA collective agreement compliance;
• Support data management processes for the FoA, including data collection and reporting, and audit of data architecture.
• Managing the governance processes as one of the primary contacts for Senate, Board of Governors and Faculty Relations;
• Oversee compliance with WLUFA collective agreements for contracts, sabbaticals, hiring, promotion, and tenure;
• Supports the SAO in overseeing Faculty of Arts communication policy and processes;
• Managing facilities in terms of health and safety, office moves, and repairs; and,
• Managing special projects and events;
• Providing budgetary oversight on Faculty of Arts departmental expenditures.

The incumbent reports to the Senior Administrative Officer of the Faculty of Arts and takes guidance from the Dean and Vice Dean. This role works closely with leaders within the Dean's Office, including the Associate Dean, Academic and the Associate Dean, External.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides leadership in a multi-campus environment, requiring regular interaction, communication and collaboration with staff and stakeholders at the Waterloo Campus, Brantford Campus, Milton Campus, and external partners. The Manager will ensure the unit's policies, programs and services are delivered equitably across all campuses and reflect the needs of local stakeholders.

Accountabilities

Executive Support

• Coordinates the schedule for the Dean of Arts and Vice Dean with internal and external stakeholders in collaboration with the Office Administration Coordinator (Dean's Office).
• Through the monitoring of emails and schedules, coordinates the tasks of the Dean and Vice Dean, ensuring that all tasks are completed efficiently by recognizing the priorities of the Dean and Vice Dean and the Faculty of Arts Leadership Team.
• Coordinates meetings and committees on behalf of the senior leadership team, ensuring that proper processes are being followed, and minutes are being recorded in collaboration with the Office Administration Coordinator (Dean's Office). (e.g. Faculty Divisional Council, Dean's Advisory Meetings, Staff Meetings, etc.)
• Drafts communications on behalf of FoA senior leadership.
• Supports the SAO in managing course scheduling and course enrolments during registration periods (including monitoring of filters and pre-requisites).
• Assists and provides coordination of senior leadership special projects and events.

Administrative Support and Collective Agreement Compliance

• Provides direct oversight and guidance to departmental administrative support teams, ensuring compliance with the collective agreements and Laurier policies and procedures.
• Oversees the maintenance of the Faculty of Arts webpages, faculty and staff listings, and email distribution lists in collaboration with the Office Administration Coordinator (Dean's Office).
• Maintains a current and thorough understanding of the FT and PT WLUFA Collective Agreements, PSAC Collective Agreement and University Policies and Procedures.
• Manages and maintains outcomes of the governance processes of the faculty; including nomination and election processes, the passing of motions, through the adherence to the collective agreements, by-laws, policies, and procedures.
• Oversees the coordination of hiring, promotion, tenure, and sabbatical processes of full-time faculty members in collaboration with the Senior Administrative Officer and the Office Administration Coordinator (Dean's Office).
• Provides support (as needed) to Administrative Assistant throughout the hiring and seniority process for Contract Teaching Faculty members.
• Assists with the grievance process in collaboration with the Senior Administrative Officer and Faculty Relations.
• Acts as a point of contact for faculty members, and staff on routine issues related the Faculty of Arts.
• Approves appropriate Banner and budgetary access for Faculty of Arts personnel.

Data Infrastructure Management

• Audit, improve and maintain electronic data storage systems to facilitate clear infrastructure of stored information for FoA, and ensure data security.
• Provides qualitative and quantitative data, analysis, and reports in support of enrolment management and other initiatives as required.
• Manages the development and maintenance of databases to store metrics.
• Identifies and facilitates the collection of appropriate data, sources, and reports for departments as requested, in addition to training department/program admin to access reports for their departments/programs.

Facilities Coordination

• Recruits and coordinates participants for the health and safety inspection team and the emergency warden team; ensuring the maintenance of facilities, team member training, and that policies and procedures are being followed.
• Coordinates minor repairs, oversees computer and furniture purchases.
• Supports the SAO in oversight of building usage (including storage space) and access control and security.
• Coordinates facilities-related special projects. (e.g. installation of TVs, award cases, etc.).
• Identifies and recommends usage of physical infrastructure as it relates to finding and setting up faculty office space, including organizing the move with Physical Resources.

Leadership and Mentoring

• Provides leadership, mentoring, and coaching to departmental administrative staff.
• Liases as the primary contact with the Human Resources for departmental administrative position descriptions, staff recruitment, training and evaluation, while adhering to Laurier policies and procedures.
• Identifies, interviews and hires personnel for part-time, temporary and occasional staffing requirements with the Human Resources department.
• Manages the annual staff performance appraisal process, ensuring timely and consistent completion of performance appraisal for all staff and opportunities for personal development.
• Develops and delivers appropriate training in alignment with university policies and procedures and the collective agreement.
• Build strong relationships within the Faculty of Arts, Faculty Relations, other Laurier departments and faculties, and external partners to ensure successful operations.
• Identifies staff opportunities for professional development;
• Supports the SAO in the management of the Flexible Work Program, ensuring equity and adherence to institutional and Faculty of Arts service standards

Collegiality and Professionalism

• Supports Wilfrid Laurier University's values, vision, mission, and strategy.
• Supports and assist colleagues within the Faculty of Arts during high-pressure times to ensure the success of the faculty and the university.
• Maintains confidentiality around programs, reports, and budgets.
• Stays current on the most recent and relevant legislation, policies, best practices, literature, and software, related to the accountabilities and qualifications of the position.
• Ensures that the Senior Administrative Officer is kept up-to-date on all important items related to the position through electronic or in-person communication and seek advice when necessary.

Reporting Relationships

Departmental Office Coordinators

Global Studies and Anthropology - 1

Archaeology & Heritage Studies and Philosophy - 1

Communication Studies- 1

Political Science - 1

History - 1

English and Film Studies - 1

Languages and Literatures - 1

Women and Gender Studies - 1

Religion and Culture - 1

Sociology and CAST - 1

Qualifications

• Bachelor's Degree required. Graduate Degree preferred.
• Minimum five years of relevant experience showing progressive increases in responsibilities.
• Strong evidence of managing, coordinating and developing staff and team building.
• Strong evidence of project and/or event coordination and management.
• Experience in the Canadian higher education system preferred.
• Experience with collection and reporting of data.
• Experience with system data management, to do with access and security.
• An understanding of Laurier's general policies and procedures is an asset.
• Experience supporting executive-level administration including anticipating needs and ensuring that tasks are completed on time.
• Demonstrated experience in writing professional communications, and reports.
• Experience working within a confidential working environment and the ability to diplomatically manage sensitive situations.
• Relevant experience overseeing budgets and processing expenses. An understanding of the Laurier Expense Handbook is an asset.
• Experience with reading, interpreting, and implementing collective agreements. Knowledge of Laurier's collective agreements an asset.
• Experience with web sites and content management systems.
• Experience with health and safety standards considered an asset.
• An understanding of best practices in human resources; experience managing unionized staff is an asset.
• Experience with event planning and management considered an asset.
• Experience working and problem solving with tight and competing timelines to a successful outcome.
• The ability to self-motivate, and experience working independently with little supervision.
• A collegial personality approach to participating with and leading teams.
• Evidence of continued interest in life-long learning, and implementing best practices.
• Advanced experience in Banner software is considered an asset, experience creating accessible (AODA compliant) and dynamic documents, and fluency in Microsoft 360.

Hours of work

This is a full-time limited term position with an expected end date of April 30. 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 special events affiliated with the Faculty of Arts. When possible, hours will be adjusted to the work schedule so that no more than 35 hours are worked in a week. This position is approved for flexible working arrangements.

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

As Per Article 12.7.6 of the collective agreement, prior approval of a member's manager is required to return to their previous position upon the completion of a Limited-Term Position.

Compensation

Level: MG- 2B

Salary: $81,888 - $98,181.00 annually. 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 at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit for additional information and the online application system.

Job Segment: Anthropology, Scientific, Sociology, Event Planning, Archaeology, Engineering, Social Sciences, Hospitality