Department: Faculty of Science

Job Type: Limited Term

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

Campus: Waterloo

Reports to: Chair, Department of Psychology and the Administrative Manager: Faculty of Science

Employee Group: WLUSA

Application Deadline: August 26, 2025

Requisition ID: 10067

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 for you to join the Laurier community as the Office Assistant for the Department of Psychology. Under the direction of the Departmental Chair for Psychology and with the assistance of the Senior Administrative Assistant for Psychology, the Office Assistant provides information to Psychology students and others concerning the Department’s undergraduate programs, policies, and procedures.

They receive undergraduate students and other visitors to the Department office, and is typically the initial contact for student questions and concerns. The incumbent pre-screens appointments for the Department’s Undergraduate Advisors and maintains the Advisor’s appointment schedule. They provide administrative support to Psychology undergraduate programs, and maintain the undergraduate portion of the Department’s web site as well as building access for departmental faculty, staff, Research and Teaching Assistants. The Administrative Assistant assists in coordinating the Department’s participation in special events planning, particularly for events involving current or prospective undergraduate students.

As the first point of contact for the Psychology department, this position requires discretion and good judgement concerning working with confidential information.

Accountabilities

Office Assistant Support

• Provides direction to undergraduate students concerning courses, programs, policies, and procedures (providing overrides if necessary) as outlined in the Undergraduate Calendar; referring them to appropriate individuals as necessary;
• Supports the Undergraduate Advisors, including preparing correspondence, booking appointments, generating student records, undertaking preliminary analysis of students’ course requirements;
• Monitors the Department’s undergraduate registration processes and reports problems or concerns to the Chair and Advisors.
• Provides coordinating support in the evaluation of the Department’s progression and graduation worksheets.
• Updates the web-version of the Psychology Undergraduate Handbook;
• Recruits student and faculty volunteers, and provides support for the Open Houses;

Departmental Data Management

• Manages undergraduate records, files, and other materials;
• Monitors records of enrolment trends in the Department’s undergraduate courses;
• Oversees the running of COGNOS reports, for faculty, PREP studies, and department, undergraduate and graduate courses, course filters and failed prerequisites;
• Maintains the key assignments and provides one card access (in coordination with Campus Access Control) for students, staff and faculty. Processes deposits for keys and generates key refunds;
• Serve as the staff representative and administrative support to the Department’s Undergraduate Curriculum Committee, including preparation of agendas and minutes;
• Coordination of the collection of the course syllabi (graduate and undergraduate) in a timely manner according to the collective agreements;
• Provides administrative support and correlates required information for the administration of final exams

Departmental Duties

• Acts as the first point of contact for faculty, staff, students and visitors. Providing appropriate information and direction;
• Develops and maintains the Department’s web site with particular focus on undergraduate programs and activities;
• Organizes and prioritizes work by adhering to Departmental and University deadlines;
• Provides administrative support for PREP (Psychology Research Experience Program); responding to inquiries and concerns; and is the first point of contact for PREP participants;
• Liaises with University departments as appropriate for equipment maintenance, repair, and orders;
• Responsible for creating and maintaining Psychology list serves;
• Assists in the preparation of appropriate documentation for periodic reviews of the Department’s undergraduate programs.

Qualifications

• Completion of one (1) year post-secondary education;
• One (1) year related work experience, preferably in a university setting
• Proven well-developed customer/student service skills, including excellent interpersonal and communication skills in person, by telephone, and via email correspondence;
• Computer literacy, including word processing, presentations, spreadsheet, database, and web creation/maintenance software;
• Ability to use Banner, COGNOS software is essential;
• Knowledge of Cascade, Sharepoint, and Qualtrics would be an asset.
• Knowledge of room booking systems.
• Excellent spelling and grammar skills;
• Experience in setting agendas and recording minutes;
• Proven record of efficiency, accuracy, and attention to detail;
• Proven experience as a team player;
• Highly organized and adaptable to changing situations;
• Proven ability to handle constant interruptions in a busy environment;
• Detail oriented and a high degree of accuracy in the performance of all tasks;
• Discretion and good judgment in interaction with others.

This position has been deemed eligible for Educational Equivalencies.

Hours of Work: This position is a full-time, 24-month limited term role. 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 outreach events on behalf of the Faculty of Science and the Department of Psychology. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week. This role offers limited flexibility regarding flexible work arrangements. Please see Policy 8.14 (Flexible Work Policy) for more information. All arrangement must be approved by the direct manager. On occasion, this schedule may need to be adjusted to meet operational requirements.

Compensation:

Level: B

Rate of Pay: $31.48 to $33.28 per hour with an annual step progression on anniversary date up to $35.98 per hour.

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.

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