Academic Departments and Student Services Office

5 months ago

London, Canada Western University Full time

**About Western**:
Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western Experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

**About Us**:
The Don Wright Faculty of Music is situated in a research-intensive university in an environment that enables students to grow artistically and academically. Our students are among 600 of the brightest and most talented young artist scholars, who come to study in one of the many undergraduate and graduate programs offered by the Faculty. With the faculty and staff, they are committed to excellence in creative and scholarly work.

**Responsibilities**:
**Please note: This position is for an internal reappointment**

**Key Goals of the Unit**:
Provide the highest quality creative and scholarly experiences for students in all undergraduate and graduate programs

Provide interaction with artists and scholars known nationally and internationally

Make the work of the faculty and students public through artistic and scholarly performances, recordings, publications, lectures, and presentations

**Responsibilities**:
The Academic Department and Student Services Office Assistant will provide administrative assistance to the Faculty’s Student Services Team, Departments Chairs, faculty members and students to support the effective and efficient administration of undergraduate programs within the Don Wright Faculty of Music. The Academic Department and Student Services Office Assistant will act as a resource for faculty, students, prospective students, and the public providing guidance regarding University and departmental policies and procedures, providing referrals to other individuals or resources as required.

The role will assist with the following:
**_ Program Administration_**

Support the Student Services Team with the organization/communication of timetables and schedules for undergraduate courses, course evaluations, tutorials and examinations, as well as registration processes for courses where admission is by audition and maintenance of waitlists for courses.

Provide information to the Marketing and Communications Coordinator to support the development of print and electronic materials for student recruitment activities, social media accounts and content for the departmental websites.

**_ Student Support_**

Serve as a first point of contact for various inquiries related to the undergraduate programs, students or related topics, responding or referring inquiries to other resources as appropriate, using discretion to escalate concerns to a member of the Student Services Team as required (approx. 465- 500 undergraduate students).

Coordinate activities during the intent to register and the add-drop period, assisting the Student Services Team with reviewing special permission and add/drop forms for accuracy and completeness and provide information to students on the process.

**_ Course Administration_**

Collect, distribute and maintain records for undergraduate outlines for the departments.

Assist the Student Services Team with the compilation and upload of grades electronically into OWL for approval and submission, reviewing incomplete grades and facilitating a resolution.

**_ Chair/Department Administration_**

Provide administrative assistance to Department Chairs, faculty members and instructors to support the smooth operation of the undergraduate programs (approx. 40 full-time faculty, 80 part-time lecturers).

Support Department Chairs with a variety of academic and administrative processes, ensuring deadlines are met.

Act as a resource for department and undergraduate committees, assisting with preparing agendas and meeting minutes, coordinating materials, following up on action items and providing other related assistance.

Assist the Student Services Team with various projects, such as audition scheduling, the departmental review and program review processes, and awards ceremonies.

**Education Requirements**:
Required: Graduate Degree in Music

**Knowledge, Skills, Abilities and Attributes**:

- Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
- Demonstrated ability to take initiative, to work independently and follow through on work assignments
- Competency to maintain confidentiality and treat sensitive information with discretion
- Ability to establish rapport with people from diverse backgrounds
- Demonstrated ability to understand and resolve external and internal partner issues
- Ability to maintain a positive, outgoing attitude with genuine custom

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