Wilfrid Laurier University Looking for Recruiting Assistant at Waterloo, ON Full Time

Date: Feb 11, 2022
Location: Waterloo, CA
Company: Wilfrid Laurier University
Department: Office of the VP Teaching&Learning
Job Type: Limited Term
Full-time/Part-time: Full Time ( >=1249 hrs/year)
Campus: Waterloo
Reports to: Mgr, Employer Relat & Recruit
Employee Group: WLUSA
Application Deadline: February 20, 2022
Requisition ID: 3073

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 as a location in Kitchener. The university is committed to providing an inclusive workplace 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.
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Position Summary

Within the Employer Relations & Recruitment Unit of the Career Development Centre, the incumbent’s responsibilities include assisting with the delivery of the Alumni Employment Service and the Summer & Part-time Employment Service; providing administrative assistance to the Co-ordinator: Employer Relations & Recruitment; and assisting with other related employer services. Another component of the position is responding to student inquiries within the Career Centre. Contacts are Laurier students, staff and alumni and representatives from employer organizations.

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 Campus, the Brantford Campus and external employer organizations. Special attention is given to ensure equitable service delivery across all locations.

Accountabilities
Alumni Employment Service (AES) and Summer & Part-time Employment Service

• Advise and assist employer representatives with establishing their campus recruiting programs for AES, Summer & Part-time (e.g., application deadlines, on-campus interview dates, and employer recruiting sessions).
• Process job postings for the Alumni Employment Service (2500 immediate job postings/year) and Summer & Part-time Employment Service (1300/year). Assess recruiting needs of employers and suggest and maximize target disciplines in the job posting. Ensure that the job posting targets the appropriate and intended audiences.
• Clarify job posting details with employers. Edit, revise, synthesize and approve job postings in Navigator (online career portal). In processing job postings, the incumbent is responsible for ensuring adherence to Employment Standards, Human Rights Legislation, Canadian Association of Career Educators and Employers (CACEE) guidelines and departmental policies such as working with third party recruiters, franchise operations, straight commission positions, unpaid internship guidelines etc.
• When additional promotion is required, identify target audiences on campus, distribute and forward job postings to appropriate academic and administrative departments and student clubs.
• Co-ordinate and forward applications, submitted by students to employers. This involves preparing application packages and following up with employers and applicants while adhering to multiple and competing deadlines.
• Co-ordinate on-campus interviews between employers and students which involves meeting multiple and competing deadlines, analysis of needs and recruiter availability, assessment of space availability, frequent communication between applicants and employers, resolution of scheduling conflicts, and complex appointment booking both electronically and in-person.
• Follow-up with employer representatives to confirm all aspects of their on-campus visits (e.g., directions, issuing and approving electronic parking passes, and determining dietary restrictions).
• Prepare interview rooms during recruiting and ensure interview facilities meet all needs.
• Co-ordinate luncheon arrangements for employers who are interviewing on campus, often in conjunction with the Co-operative Education Office.
• Orient and host employers upon arrival to campus to ensure all needs and expectations are met during on-campus interviews.
• Maintain records related to all aspects of the recruiting programs as required, e.g., participant registrations, applications, interviews granted, employment offers, and salary data.
• Provide ongoing liaison with Co-operative Education Office, Laurier Brantford, Lazaridis School Career Centre, and other university departments to determine information needs and ensure distribution of relevant materials related to recruiting activities.
• Respond to student inquiries pertaining to full-time, part-time, summer, unpaid and Laurier Work Study Program jobs.
• Inform students about Navigator usage and other departmental programs and services.
• Prepare monthly and annual statistical reports related to the Summer & Part-time Employment Service.
• Assume responsibility for all employer and alumni interaction in relation to the Alumni Employment Service during the absence of the Co-ordinator: Employer Relations & Recruitment. Provide back-up to the Co-ordinator throughout the year during busy periods. This involves generating potential alumni applicant lists and notifying potential applicants of appropriate job postings by email.
• Ensure promotional flyers and posters advertising Summer & Part-time Employment Service are developed and updated as needed.

Employer Recruiting Events

• Co-ordinate all logistics for employer recruiting sessions related to Summer & Part-time Employment Service. Co-ordinate other recruiting events, as required (e.g., On-campus Employment & Volunteer Fair). Steps involved in this process include
• determining best possible event dates and times after considering stakeholders’ needs (students and employers) and logistical constraints (e.g., room availability)
• booking rooms, confirming target audiences, identifying AV equipment needs, making parking arrangements, obtaining job postings and promoting sessions using various methods (e.g., posters, events calendar, social media and emails to student clubs and AES registrants)
• co-ordinating with Food Services to ensure catering details are confirmed including date, delivery time, room set-up and take down
• preparing and ensuring liquor license requests are submitted on schedule for necessary approvals
• recording event attendance numbers for statistical purposes.
• following up with employers to obtain feedback regarding sessions and using information to inform future event planning.

• Assist in organizing other recruiting activities as required such as booking exhibit space for employers in high-traffic areas on campus.

Employer Relations & Recruitment Unit – General

• Contribute to service provision with the Graduating Student Employment Service as needed by processing job postings, assisting with interview scheduling, and hosting recruiting sessions during peak periods and in absence of incumbent.
• Assist with marketing to prospective employers by email, telephone and at Career/Job Fair. This includes researching, identifying and contacting new employers to promote services.
• Assist with training and supervising student employees as required.
• Assist in the development of content and design of professional marketing materials to be sent to employers to promote recruiting at Laurier.
• Assist the Co-ordinator: Employer Relations & Recruitment in producing reports and summaries, such as annual reports and statistical reports.
• Provide administrative support to Co-ordinator: Employer Relations & Recruitment.
• Review and recommend changes to content on the departmental website (ERR unit pages).
• Assist in the maintenance and accuracy of the employer database (approx. 9,000 employer organizations and 17,000 contacts) on an annual basis.

Career Development Centre

• Answer student inquiries pertaining to the department and ensure that students are directed to the appropriate resource materials and/or person(s). Requires extensive knowledge of the department and resources available in the Career Centre.
• Assist students in researching information in Resource Centre.
• Schedule appointments for professional staff in the department which frequently requires evaluating student and alumni needs.
• Participate in departmental activities, i.e., staff meetings, graduate survey tracking, Convocation
• Perform client relation duties at Career/Job Fair held annually and hosted by University of Guelph, University of Waterloo, Conestoga College and Laurier.
• Participate as a team member within the department, e.g., assisting in other departmental areas as required, participating in departmental professional development activities and departmental special events.

Qualifications

• Secondary school diploma plus one-year post-secondary program. Minimum 2-3 years related experience preferably in a work environment related to student service, human resources or employment assistance;
• Knowledge of recruiting/hiring process;
• Event planning and marketing experience;
• Excellent customer service skills including strong service orientation (responsive to clients’ needs/expectations);
• Excellent interpersonal and communication skills including the ability to deal with challenging clients/situations;
• Strong organizational skills, good problem solving skills, ability to handle multiple priorities and meet short deadlines;
• Keyboarding skills and proficiency with databases and Microsoft Office software;
• Good judgment;
• Excellent attention to detail;
• Excellent ability to deal with high pressure situations with tact and diplomacy.

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 anticipated end date of February 7, 2024. The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday, 35 hours/week. However, the incumbent works an altered work schedule (11 am to 7 pm) one day every three weeks throughout the year. During the recruiting season, there is a need to work extended/adjusted hours to facilitate early interview schedules (e.g., 8 am), increased workload and to host evening employer recruiting sessions. Evening hours are also required on occasion throughout the year for various events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.

Compensation
Position Grade: SH-06
Rate of Pay: $29.80 – $35.05

All Laurier employees and students are required to comply with the University’s Covid-19 mandatory vaccination policy. Prior to attending Laurier’s campuses in-person, you must provide proof of your vaccination status.
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._

Job Type: Full-time