WEX Employment Services Administrator

Job summary

The Employment Services Administrator provides administrative oversight for the end-to-end recruitment process, including job postings, interview coordination, and offer administration. They also maintain regular contact with employers and students to ensure seamless experiential learning placements.

Job details

Department: Experiential LearningPosition covered by the Collective Agreement with USW Local 4120 If you are a current employee of the University of Guelph you must apply on the internal Career Page in order to be considered as an internal applicant. Career Opportunities (sapsf.com) General Purpose The Employment Services Administrator reports to the Manager, Employment Services & Systems (ES&S), a unit that provides employment services to undergraduate and graduate students and maintains the Experience Guelph experiential learning management system. The team works with thousands of employers annually to post jobs, conduct interviews, and hire U of G Co-operative Education (Co-op) and Work Experience (WEX) Program students. The Employment Services Administrator provides dedicated administrative support and oversight of the end-to-end recruitment process, ensuring a seamless connection between employers and WEX students. The WEX recruitment process involves multiple interconnected stages, including employer engagement, job posting creation and management, application processing, interview coordination, offer administration, and the maintenance of employment and work records. This includes maintaining regular contact with employers, sometimes requiring multiple follow-ups per posting, to confirm hiring needs and decisions. The incumbent operates in a fast-paced, demanding environment with frequent competing deadlines and constant communication with employers, students, and other stakeholders. Duties and Responsibilities Interacts daily with members of our employer stakeholder base, communicating program information and the employment process, and provides one-on-one guidance and support for use of the Experience Guelph system. Administers the posting of all WEX job opportunities, assessing each posting against the EL Hub’s recruitment standards, and adding additional pertinent information to assist students in searching and applying for opportunities. Creates interview schedules based on employer directions and connects one-on-one with interviewers to confirm any missing or unclear information. Reviews accepted job offers daily, removing students who have accepted other positions so that interview schedules are current. Conducts follow-ups with regards to job postings and interviews to ensure we learn the outcome of each opportunity. Prepares and sends all WEX job offers to students, ensuring all details have been included for decision-making. Records all employment services related communications with employers and students in the system. Reviews every work record, confirming that specific information is accounted for and entered with Canada Post and EL Hub Data Governance procedures applied. Provides back-up and support to other administrators in the Employment Services & Systems unit when required. Requirements Two (2) year Community College Diploma in Human Resources or Business Administration along with at least one (1) year of related administrative experience, preferably in roles focusing on Human Resources or post-secondary education. A relevant combination of education and experience may be considered. Experience working with systems and databases; previous use of Orbis-based software is considered an asset. Advanced knowledge of Microsoft Office programs (Word, Excel, Office 365) and web conferencing tools (MS Teams, etc.). A high degree of accuracy and attention to detail, along with outstanding written and oral communication skills are required. Ability to work with a variety of stakeholders (employers, students, faculty and staff) using tact and diplomacy during interactions. Capable of working both independently and collaboratively in an extremely high-paced and often stressful environment with the ability to maintain efficiency while multi-tasking competing demands. Excellent personal judgement, organizational and communication skills, and problem-solving ability to multitask and prioritize duties while dealing with interruptions. Employee Type: Regular Position Number: 10913189 Classification: USW, Local 4120 Salary: Band 4 USW Local 4120 Wage Grid At the University of Guelph, fostering a culture of inclusion is an institutional imperative. The University invites and encourages applications from all qualified individuals, including from groups that are traditionally underrepresented in employment, who may contribute to further diversification of our Institution. Posting Date: 11/09/2026 Closing Date: 11/16/2026

What you’ll do

The Employment Services Administrator provides administrative oversight for the end-to-end recruitment process, including job postings, interview coordination, and offer administration. They also maintain regular contact with employers and students to ensure seamless experiential learning placements.

Requirements

Candidates must possess a two-year Community College Diploma in Human Resources or Business Administration and at least one year of related administrative experience. Proficiency in database management and Microsoft Office suite is required, along with strong communication and organizational skills.

Listed skills

• Administrative Support · Preferred
• Microsoft Office · Preferred
• Microsoft Excel · Preferred
• Microsoft Word · Preferred
• Communication Skills · Preferred
• Attention to detail · Preferred
• Problem solving · Preferred
• Stakeholder Management · Preferred
• Time management · Preferred

Other relevant skills

Identified from the job description. Confirm important requirements above.

• Administrative support
• Recruitment process management
• Database management
• Microsoft Office
• Microsoft Excel
• Microsoft Word
• Office 365
• Web conferencing tools
• Communication skills
• Attention to detail
• Problem-solving
• Data governance
• Stakeholder management
• Organizational skills
• Time management
• Communication
• Management
• Coordinating
• Problem Solving
• Decision Making
• Detail Oriented
• Business Administration
• Data Governance
• Administrative Support
• Administrative Functions
• Verbal Communication Skills
• Multitasking
• Microsoft Teams
• Cooperation
• Microsoft 365
• Tactfulness
• Diplomacy

Job areas

• Administrative
• Education
• Human Resources
• Employment Administrator
• Administrative Manager
• Office Supervisors
• Administrative Services Managers

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