Academic and Administrative Assistant

Title: Academic and Administrative Assistant

Reports to: Manager - Student Advisor/Admissions & Practicum and the Principal-Dean.

Direct reports: None

Job Summary: The Academic and Administrative Assistant will work in a cohesive, small team environment and is responsible for interactions with students from pre-recruitment to graduation. The position requires exceptional attention to detail, strong communication skills, and the ability to work with diverse students, prospective students, staff, faculty, and all institutional stakeholders in a proactive and productive manner.

Term:  One (1) year contract with the possibility of extension.

Hours: 35-hours per week

Location:  Martin Luther University College

Hybrid Eligibility:  This position is eligible for one day of remote work and four days in the office each week. Scheduling will be based on institutional need. As per Luther’s Hybrid and Remote Work Policy, attendance at mandatory events takes precedence over the hybrid schedule.

Salary Range: $48,152.50 to $53, 817.50 per year.

Responsibilities:

Administrative

• Attend Luther’s reception window.
• Provides exceptional customer service as the first point of contact for internal and external stakeholders, building on the positive image of the department and contributing to smooth operations
• Answer incoming phone calls regarding academic and general inquiries.
• Recognize and appropriately assess the needs identified by students, staff, or faculty to provide them with the appropriate assistance.
• Assist with student insurance for practicum placements.
• Maintain program checklist(s).
• Aid in maintaining handbooks for Luther programs throughout the year.
• Prepare and handle confidential correspondence.
• Monitor and maintain the shared academic calendar and shared administrative email.
• Set the agenda for Academic Advisory Committee meetings and forward to students.
• Set the agenda and take minutes for Faculty Council meetings.
• Input all classes into individual room calendars.
• Reception/administrative support and basic administrative tasks including
• photocopying, printing, e-filing, documentation, sort mail, orders office supplies and co-ordinates the purchase and maintenance of office equipment.
• Serving as back-up for administrative and student support tasks and reporting responsibilities
• Mental Health First Aid certification or Training.

Admissions

• Daily correspondence via telephone and email with prospective students.
• Identify and understand student needs via one-to-one consultation.
• Maintain student contact lists.
• Receive, review and process student applications and required admissions criteria.
• Assist in preparing Admission Summary and Recommendation Form (ASR).
• Regular follow-up with applicants regarding admissions, deadlines, decisions, and offer acceptance.
• Provide information about important dates and deadlines to communications and marketing department for newsletter preparation.
• Provide course information to the communications and marketing team.

Advising

• Provide academic assistance and support to individual and groups of students.
• Provide customized consultative service to all students, assessing requirements and making recommendations aligned with individual needs.
• Follow-up to student inquiries regarding minors or Bachelor-level programs and subsequently direct them to the appropriate program coordinators.
• Advise students in Masters-level programs regarding degree requirements and course planning.
• Assist students in course selection.
• Assist students and faculty with understanding procedures and policies including those outlined in the academic calendar.
• Assist students with admission and registration procedures for SPE (Supervised Pastoral Education) & CPE (Clinical Pastoral Education) applications and advising for SPE up until unit completion.
• Work with SPE placement supervisors to maintain student records. 
• Contribute to continuous improvement and innovations within the department.

Recruitment

• Attend student recruitment events, including the University Information Programs (UIPs), Laurier Open Houses, and Laurier Further Education Fairs.
• Aid in hosting information and registration sessions with the staff, faculty and Program Directors/Coordinators.

Luther Events

• Support in organizing Orientation, Convocation, and other events.
• Assist with planning and execution of Luther events including set up and tear down, preparation of food stations, etc.
• Attendance at mandatory events takes precedence over the hybrid schedule.

Other duties as assigned.

Education and Experience:

• Undergraduate Degree or equivalent combination of education and experience.
• A minimum of two-three years of experience in academic support/reception/administration, preferably in a post-secondary environment.
• Student advising experience considered a strong asset.
• Knowledge of Canadian university application processes and requirements
• Previous experience with Educational Technologies: Banner (including Adjunct Banner maintenance), Cognos, Banner Document Management, MyLearningSpace (MyLS), SharePoint and the 365 suites, Cascade (CMS).

Skills

• Exceptionally detail oriented, with a keen eye to identify discrepancies and anomalies
• Ability to work both individually and as part of a team.
• Exceptional telephone, written and in-person communications skills.
• Ability to read, analyze and process confidential documents.
• Capable of hands-on problem-solving with the ability to generate ideas and solutions.
• Exceptional multitasking, organizational and time-management skills.
• Working knowledge of MS Suite.
• Adapts easily to and embraces new technology.

Working Conditions:

• Fast-paced, open concept office environment.
• Able to manage frequent interruptions.
• Extended periods of sitting.
• Frequently required to meet deadlines.
• Frequently required to respond to most Luther stakeholders (staff, faculty, students).
• Light physical effort
• Must be comfortable working in a faith-based community.
• Must be comfortable working in a dog-friendly office.
• Attendance at mandatory events as well as recruitment events is required. Moderate physical effort may be needed.

Why work with us?

• Positive, collaborative work environment.
• Extended Health Care plan from day one.
• Dental Care plan from day one.
• 35-hour workweek
• Sick days, personal days, three (3) additional religious holidays (if applicable), three (3) floating days (normally applied institution-wide between Boxing Day and New Year’s Day).
• 12-days annual vacation to start, increasing after 12-months continuous employment.
• Employer matched group RRSP contributions after 12 months continuous employment.
• Professional Development allowance after 12-months continuous employment.

ABOUT LUTHER

Martin Luther University College (formerly Waterloo Lutheran Seminary) is in Waterloo, Ontario and federated with Wilfrid Laurier University. As a federated college, Luther has its own board of governors which oversees the work of the institution. Luther offers academic programming at the undergraduate, graduate, and graduate diploma levels. The mission of Luther is:

·       Martin Luther University College provides education for a life of meaning and service.

This mission is achieved by considering a rapidly evolving world through theological lenses.

Luther’s vision statement is:

·       Martin Luther University College is a diverse spiritually and theologically informed learning community, dedicated to academic and professional excellence, that fosters justice, equity, and community engagement.

Students

Approximately 195 students are enrolled in Luther’s programs at any one time, and another 300 undergraduate students, registered at Wilfrid Laurier University, enroll in Luther courses as electives. Approximately twenty Luther students are undergraduates, while the remaining students are pursuing Master or PhD programs. Luther students come from more than thirty different faith traditions while some have no faith tradition at all.

Faculty & Staff

Luther is comprised of a dozen full-time faculty members who have earned doctoral degrees. Given the number of courses offered, many are taught by adjunct faculty who are specialists in their field. The school is supported by a team of 8 full-time staff members working in communications, student services, and administration departments.

TO APPLY

To apply, please submit your resume and cover letter to search@luther.wlu.ca by Sept 20, 2024. Please insert “Academic and Administrative Assistant” in the subject line.

Interviews will take place the week of September 30^th, 2024. Candidates selected for an interview will be required to provide three professional references.

Accommodations are available on request for candidates taking part in all aspects of the selection process.

In line with Wilfrid Laurier University’s hiring policies, Martin Luther University College is committed to diversity and creating a culture of inclusion by increasing the diversity of faculty and staff and welcomes applications from qualified members of the equity-deserving groups. All qualified candidates are encouraged to apply.

Candidate provided information is used for recruitment purposes only and will not be shared with outside agencies. Information will be retained for a minimum of two years for the sole purpose of applicant review and future recruitment.