Auditions Coordinator and Administrative Assistant

3 weeks ago

Waterloo, Canada Wilfrid Laurier University Full time

**Date**:Jun 12, 2023

**Location**: Waterloo, CA

**Company**:Wilfrid Laurier University

**Department**: Faculty of Music

**Job Type**: Continuing

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

**Campus**: Waterloo

**Reports to**:Administrative Manager

**Employee Group**: WLUSA

**Application Deadline**: June 25, 2023

**Requisition ID**:5627

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 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. 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.

**Position Summary**

Working within the Dean’s Office of the Faculty of Music (FoM), the Auditions Coordinator and Administrative Assistant is responsible for the critical role of coordinating auditions and guiding prospective students through the FoM’s complex audition process to ensure a successful audition and admission cycle for both undergraduate and graduate programs in the FoM.

Reporting to the Administrative Manager, the incumbent works independently to provide comprehensive administrative support to the Dean’s Office providing records management support, and graduate administrative support including assistance with admissions processes. The incumbent works regularly with confidential information such as CTF salaries, contracts, and other financial business, so the position requires discretion and good judgment.

**Accountabilities**

**Audition Coordination**
- Co-ordinates all aspects of the audition process, including the coordination of the complete audition schedule; develops, prepares, and distributes audition information and advises all prospective students regarding audition requirements and procedures;
- Implements communication plan of key date reminders that includes audition applicants, faculty members and staff;
- Maintain and updating of audition platform to reflect changing needs; also, collection of archived data from previous audition cycles;
- Creation of year-to-year audition tracking, disseminated weekly January - April each year;
- Manages and implements live and online auditions and organizes student interviews; coordinates lounge space and refreshments for audition days; on-site for all audition days;
- Coordinates room booking and faculty participation withing the audition schedule for on campus auditions;
- Organizes and leads information sessions for incoming students, and develops the agenda for Orientation Week activities under the advisement of the Academic Advisor;
- Co-ordinates Ensemble Placement Auditions;
- Co-ordinates elements of Open House(s) in collaboration with the Academic Advisor and Student Recruitment Coordinator, including concert planning, audition workshops and academic advising sessions.
- Hiring, training and supervision of student Head Audition Assistant and student Audition Assistants.

**Administrative Support**
- Maintains CTF official files, including tracking of all outstanding contracts each term;
- Creates and revises CTF contracts and supplemental compensation;
- Liaises with Online Evaluations Technologist on behalf of Music, preparing accurate class lists for review by Administrative Manager; promotes online evaluations with instructors; ensures completed evaluations are filed and distributed accordingly;
- Supports the Graduation Recital student processes in coordination with the Administrative Manager;
- Provides support to Faculty committee’s for concerto competitions;
- Provides support for Faculty of Music events coordinated by the Administrative Manager;
- Provides support for the Faculty of Music’s Divisional Council in coordination with the Administrative Manager;
- Provides support for the Faculty of Music’s jury processes in coordination with the Administrative Manager;
- Provides assistance and backup to other administrative roles in the FoM during lunch hours, vacation periods and at other times as required;
- Provides redundancy for dean’s scheduling when A

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