Wilfrid Laurier University · 7 hours ago
Administrative Coordinator, Teaching & Learning
Waterloo, CA
Full-time
Onsite
Mid Level
$38.80/hr - $41.02/hr
3+ years expWilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. The Administrative Coordinator is responsible for a range of administrative and operational functions within Teaching and Learning and the Quality Assurance Office, ensuring key deadlines are met and providing support for financial processes.
Education
Responsibilities
Coordinates all aspects of the external review process for new program developments and cyclical program reviews including:
Sending email invitations to reviewer candidates
Answering candidates’ questions about the external review process and reviewer role
Completing reviewer profile templates for the Program Review Sub-Committee and attending meetings to answer questions about the candidates
Working with academic units and the external review committee to schedule both in-person or virtual meetings, as needed, for each external review
Preparing external review document packages and sending out pre-review communications
Making travel arrangements for in-person site visits and communicating these clearly to reviewers
For in-person reviews, working with administrative staff to clarify expectations re: room bookings and meeting attendance
Making hospitality arrangements (e.g., catering) for in-person site visits
Being on site during in-person visits to ensure that the external review runs smoothly and to address any issues that arise
Collecting information from the external review committee post-review and clarifying report deadlines
Reconciling all expenses and honorariums related to external reviews
Answering reviewers’ questions about process as necessary
Assembling key documents (e.g., faculty CVs and course syllabi) for new program developments and cyclical program reviews
Provides recommendations on improving Quality Assurance processes, policies and guidelines
Provides support for formatting and editing of quality assurance documents (e.g., self-studies, new program proposals, resources)
Serves as a key resource to departmental leaders regarding day-to-day financial processes and transactions
Coordinates purchases, expenditures, and budget transfers for all departmental budgets
Reconciles revenues and expenditures on a regular basis and in preparation for year-end
Administers the instructional and teaching fellows grants on behalf of Teaching Excellence and Innovation, including the coordination of internal transfers on an annual basis
Coordinates the collection and transfer of fees for non-credit course activities from program and partner offices across the institution according to their specified fee schedule at the end of each academic term, including verifying enrollment data and fees
Calculating enrollments and course credit to prepare payment memos sent to Faculties to administer payment to online course instructors each term on official count dates (5x/year)
Liaises with Procurement and vendors with regards to eLearning software contracts
In coordination with the director, issues requests for payment and subsequently tracks Accounts Receivable for eLearning, ensuring funds are properly transferred and sends reminders as needed
In coordination with the director, issues reimbursements to Faculties for the development of virtual asynchronous courses, ensuring funds are properly transferred, and sends reminders as needed to ensure correct fees and accounts
Develops and oversees a wide range of administrative services and systems to support the effective operation of Teaching and Learning as determined by T&L Leadership
Maintains and updates departmental policies and procedures, providing related advice and information to departmental leaders and staff members
Promotes the effective communication of administrative information throughout the department
Responsible for the onboarding process of new staff including computer access/accounts/training, office set-up, OneCard, keys, mandatory Laurier training, and information on departmental policies and procedures
Maintains record of all computer hardware, software and computer account information for department and co-ordinates related purchases
Monitors key, OneCard and security system access to departmental facilities
Prepares and coordinates the issuance of contracts for eLearning course developments for course authors and advisors, including tracking, follow-up and electronic filing, and updating as needed due to schedule changes, author/advisors changes, etc
Coordinates updates to bi-weekly reporting to Faculties regarding online course developments, preparing and sending reports, communicating when payment milestones have been reached and fielding follow-up questions
Coordinates all departmental office supplies, maintains inventory and orders supplies as required
Coordinates logistics related to meetings on behalf of departmental leaders including scheduling; preparation, compilation and dissemination of relevant documentation, and provides necessary follow-up as required
Improves efficiency and quality by streamlining systems and processes
Maintains, edits and updates web content related to Teaching and Learning on internal and external websites as required
Supports development and maintenance of tracking and reporting processes for TEI and the coordination of relevant information for annual reporting
Act as a secretary for institutional-level committees
Assist the Associate Vice President: Academic in completing projects focusing on continuous improvement
Builds and maintains relationships within the university as a point of contact for Teaching and Learning involving frequent contact with areas such as Finance, ICT, Facilities and Asset Management, and different Faculties
Coordination communication projects for the supported units, including considerations of audiences, messages, timing, etc
Addresses general inquiries to Teaching and Learning by assessing needs, responding and/or referring accordingly
Coordinates events for Teaching and Learning, for example room bookings, event registration, and appropriate web updates
Edit, format and publish a weekly email to all faculty, staff and graduate students (2500+ individuals)
Qualification
Required
2-3 year College diploma in Business Administration or related field
3 years of related experience in a comparable environment
Strong organizational, planning, problem-solving and decision-making skills
Experience in financial aspects of administration such as budgeting, accounting, procurement and invoice processing
Ability to work independently with high degree of initiative and good judgment
Strong interpersonal skills and commitment to confidentiality, tact, diplomacy and discretion
Attention to details as this position requires high levels of accuracy in performing daily tasks
Excellent communication skills (written and verbal)
Knowledge of Microsoft Office and financial reporting systems
Familiarity with university policies and procedures
Preferred
Experience in an academic environment
Benefits
Flexible work arrangement
Company
Wilfrid Laurier University
Wilfrid Laurier University is devoted to learning, research, scholarship, creativity, expertise and personal development of students.
1001-5000 employees
Funding
Current Stage
Late StageTotal Funding
unknown2012-01-01Grant
Recent News
World Education Services
2025-05-07
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