Administrative Associate, Llpa
5 months ago
**Work Arrangements**What Douglas Offers**
DO what you love. Be good at it. That’s how Douglas College defines a great career. It’s a philosophy that resonates through our classrooms, our offices and our boardrooms. It inspires our students and drives us to make Douglas College one of BC’s Top Employers. We love what we do. And we’re looking for passionate, motivated people to join us in making one of Canada’s best colleges even better.
**The Role**
- The Administrative Associate, Language, Literature and Performing Arts contributes to the success of Douglas College and its community of learners by providing administrative support for the delivery of education and administrative services within the Faculty of Language, Literature and Performing Arts, while providing exceptional client-centered service on a consistent basis to all stakeholder groups.**Responsibilities**
**1. Facilitates student success in Language, Literature and Performing Arts (**
**LLPA**
**).**
- b. Assists students in interpreting language and math upgrading assessments and performing arts audition results, and refers course advising questions to the appropriate department Chair/Coordinator;
- c. Advises students on course and program content and pre-requisite requirements;
- d. Advises and assists students on registration issues and solves problems by inputting Banner system overrides, as directed by the department Chair/Coordinator or Dean;
- e. Communicates difficult information to applicants and students, and diffuses situations with agitated or distressed students, referring them to the department Chair/Coordinator, Dean, or Administrative Officer, as needed;
- f. Communicates with the Registrar’s Office and provides additional follow-up and tracking to verify current applicants have met College admission requirements or been advised of inaccurate or outstanding elements;
- g. Sends notifications to students regarding program information, deadlines, special events, etc.;
- h. In collaboration with the department Chair/ Coordinator, creates, compiles and manages records for potential, current and former students.
- **2. Facilitates program success in Language, Literature and Performing Arts.**
a. Provides administrative support to the Dean, Associate Dean, Administrative Officers and LLPA department Chairs/ Coordinators;
- b. Organizes and assists with ELLA and Upgrading assessments, by establishing dates and times for testing, contacting students, booking testing space, arranging for faculty markers and interviewers, recording assessment scores into Banner and maintaining assessment records;
- c. Organizes and assists with performing arts auditions by contacting students and faculty to establish an audition schedule, booking practice and audition rooms, sending out reminders, organizing space and/or instrument set up, ensuring the faculty have the appropriate audition forms, recording audition scores into Banner, maintaining audition records and communicating results to students, as needed;
- d. Monitors program waitlists and creates reports, which include, current applicant admission data and status from Banner, for the department Chair/ Coordinator to ensure full capacity each term;
- e. Assists with identifying potential issues related to student processes and success, and makes recommendations to the department Chair/ Coordinator or Administrative Officer to improve and streamline these processes;
- f. Updates program information on the College website, DC Connect and in program literature (brochures, information booklets, presentation slides, etc.), as directed by the department Chairs/Coordinators and the Administrative Officer;
- g. With final approval from the Dean and under the direction of the Administrative Officer I, prepares, distributes and tracks instructor evaluation packages, tabulates and types evaluation results into reports and distributes results, while ensuring proper protocol and confidentiality;
- h. Assists with program accreditation procedures and program reviews, which involves preparing, collating, and submitting documents, ensuring adherence to accreditation deadlines;
- i. Arranges practice spaces for Music Private Lessons instructors;
- j. Assists with the coordination of Faculty-wide events (such as Faculty-wide meetings, LLPA PD Days, LLPA Speaker Series, Arts Events, etc.) and College-wide events (such as Graduation ceremonies), as required.
- **3. Facilitates program success for the Community Music School (**
**CMS**
**).**
a. Prepares promotional material and packages for upcoming courses including proofreading, posting information on the main CMS website and related social media feeds, as well as ensuring timelines are maintained;
- b. Uses BANNER to set up CMS courses, generates CRNs and establishes course fees;
- c. Liaises with the Registrar’s Office to arrange student registration and the collection of fees, providing updates regarding any fee adjustments or refunds;
- d. As
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