Administrative Coordinator, Teaching & Learning

Position Summary

Reporting to the Director, eLearning, the Administrative Coordinator is accountable for a range of administrative and operational functions within Teaching and Learning (eLearning and Teaching Excellence and Innovation) and the Quality Assurance Office. The incumbent works with confidential information and functions with a considerable degree of independence.

The Administrative Coordinator ensures that the key deadlines established by these departments are met, serves as a key contact person for the departments, and provides advice and functional guidance on administrative policies and organizational matters. The incumbent must be an informed and professional representative of these departments. Working with the directors and managers in Teaching and Learning, the incumbent supports day-to-day financial processes and ensures effective procedures are in place consistent with institutional guidelines for financial processes.

This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter information to all campuses, requiring regular interpersonal interactions and collaboration with departments at the Waterloo, Brantford, Milton and Kitchener Campuses. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities

Quality Assurance Office 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)

Teaching and Learning Responsibilities

Financial Support

Administrative Coordination

Communications Coordination

Qualifications

Hours of Work

This is a Full-time, Continuing opportunity. The normal hours of work are 8 : 30am to 4 : 30pm, Monday to Friday. Flexibility in hours may be required, including evening and / or weekend work due to periods of high volume. When possible, the manager will adjust hours to ensure no more than 35 hours are worked in a week.

This position is eligible for a flexible work arrangement, as per Policy 8.14 (Flexible Work Policy). All arrangement must be approved by the direct manager. In-person attendance for events, as required to meet operational needs, is expected. On occasion, this schedule may need to be adjusted to meet operational requirements

Compensation

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.

Please note, when pre-screening questions are used as part of the application process, AI is utilized to score responses. All other aspects of the hiring process are reviewed by our Talent Acquisition team