Department: Student Affairs

Job Type: Limited Term

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

Campus: Waterloo

Reports to: Associate Director, Operations

Employee Group: WLUSA

Application Deadline: January 3rd, 2023

Requisition ID: 5042

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 19,000 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. 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

Within the Department of Co-operative Education, the Co-op Assistant provides front-line operations for the department’s co-op admissions, student preparation and employment process, coordinates departmental expenditures and supports the associate director operations, co-op coordinators, the manager co-op curriculum, associate director and the director.

The incumbent responds to a high volume of inquiries and requests from students, employers and staff, in a department where nineteen different co-op programs are offered, students are employed in more than 2,000 work terms annually and the employer database includes approximately 8,500 employers and 10,000 contacts. The position calls for a combination of strong administrative and coordinating skills and the ability to handle numerous tasks simultaneously in a fast-paced environment. Deadlines are often changing and competing which causes frequent interruptions while managing reception duties in a high-traffic area. The incumbent investigates a wide variety of problems that arise and recommends and implements solutions.

This position requires the ability to market co-op and promote our services to employers and is results-driven with a mandate for customer service excellence. All staff members work together as a team with an objective of 100% employment of students each term in quality positions, while meeting the needs of valued employers.

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 and Brantford Campuses,and external partners. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

• Manages the departmental reception counter and the main phone extension (and phone extensions for 15 staff extensions when unanswered). Provides accurate and timely information when responding to inquiries in-person, by email, web, fax and telephone from students, employers, parents, staff and faculty about co-op policies and procedures.
• Triages the nature and complexity of inquiries and determines actions to be taken, advising customers as appropriate and solving problems.
• Responds to employer inquiries by marketing co-op programs and promoting department services. Consults with employers to determine their requirements including student majors, application deadlines, briefing and testing sessions and recruiting sessions. Prepares a high volume of job postings under tight timelines; approximately 5,700 co-op postings are entered manually each year by four staff members. Coordinates approximately 88,000 student job applications online and by email each year.
• Consults with employers before scheduling interviews according to their requests during our primary on-campus interview process and our continuous round of interviews for the remainder of each term. Prepares approximately 2,850 individual interviews per cycle (and often revises) a high volume of complex and conflicting schedules under tight timelines, while balancing availability of interview facilities. Coordinates process for students to identify scheduling challenges and exercises judgement and discretion in working with them and with employers to assess and resolve conflicts.
• Co-ordinates the scheduling of Toronto interviews. Involves arranging multiple and complex interviews for hundreds of students within a three-day period each term. Revises schedules and maps locations to determine travel time in order to maximize student and employer availability.
• Advises employers about our online system, instructing them on how to access, review and enter data, select interview candidates, view interview schedules and submit rankings of candidates.
• Provides training to staff on use of the Navigator system so that they can view information, generate reports and make updates.
• Advises high school students, parents and Laurier students about Laurier’s co-op programs and the co-op admissions process. Explains admission criteria, screens grades (sometimes calculating GPA manually when not yet available on Banner) to determine student eligibility for an admission interview. Processes hundreds of student applications, schedules admission interviews and coordinates admission interview process throughout month of September.
• Keeps informed of co-op policies and procedures, advises co-op students about them and appropriate action, and provides students with related documents and forms.
• Assists students with the job application process and access to our online system for job postings and interviews. Provides instructions in person and by email, and presents group training sessions on updating personal information, uploading resumes and cover letters, acknowledging interviews and confirming employment.
• Reviews business practices, makes suggestions for improvement as needed, and communicates, documents and implements changes.
• Tracks and verifies departmental budget transactions including travel expenses for co-op co-ordinators manager, two associate directors and director. Processes and monitors student employment authorizations and payroll submissions, including for positions funded by various donors and employers who contract our services. Monitors and orders office supplies and processes purchase requisitions.
• Coordinates food services requirements for on-campus interviews and receptions, audio visual and room bookings for workshops and the physical set-up of on-campus interview facilities during employer interviews.
• Tracks data independently for student admissions, enrolment and attrition, and employer recruiting and employment, on a weekly and monthly basis. Maintains department’s student and employer files. Processes co-op surveys following new-student orientations and work terms.
• Assists with updating and maintaining employer database. Involves gathering information from outside sources such as corporate websites and LinkedIn.
• Coordinates administrative requirements of co-op orientation programs including updating orientation packages, direct mail campaigns, logistics and activities related to practice interviews.
• Assists with materials, logistics and online resources and functionality for workshops, seminars and industry events throughout the year.
• Assists in administrative functions related to developing marketing and communication materials using special software such as InDesign and Illustrator and completes web site updates. Contributes to the creation of departmental Annual Reports by generating analytical reports and adapting written material.
• Guides co-op students in the application process for work permits and required travel documents, maintains records, tracks and documents progress and follows up with students and officials as required.
• Prepares correspondence and schedules appointments for co-ordinators, marketing manager and associate director.
• Provides proactive, customer-friendly and quality front-line service in person, by phone and by email to current and prospective students, employers, staff and faculty.
• Responsible for the administration of social media.

Qualifications

• Minimum college diploma
• Minimum two years of recent related administrative work experience and customer service, preferably in a work environment related to student service, human resources or employment assistance
• Excellent communication, customer service and interpersonal skills
• Strong computer skills with proficiency (accuracy and speed) in Word and Excel and experience using InDesign and Illustrator. Experience in financial systems and web site updates
• Experience working collaboratively in a team environment
• Adaptability, flexibility, good judgment and problem-solving skills
• Organization and time management skills with the ability to prioritize and manage multiple tasks

This position has been deemed eligible for educational equivalencies. Please refer to the attached link for details.

Hours of work

This is a full time limited term position with an expected end date of January 26 2024. Flexibility in hours will be required during on-campus interview periods while employers are visiting our campus in each of three terms annually, requiring the incumbent to help host employers earlier or later in the day. There may also be some variation in hours required during the co-op admissions process in the fall, requiring the incumbent to work a few evenings. While the manager will adjust the schedule where possible to ensure no more than 35 hours per week is worked, some overtime may be required.

Compensation

Grade: SH-06

Rate of pay: $30.10 - $35.40

WLUSA Job Factor Scores

All Laurier employees and students are required to comply with the University's Covid-19 mandatory vaccination policy. Effective May 1st, Wilfrid Laurier University will pause its proof of vaccination requirements. Should these recommendations change, vaccination requirements can be reinstated on short notice. Community members should remain up-to-date with their COVID-19 vaccinations.

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 www.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.