Student Information Officer and Program Assistant, Department of Postsecondary Studies

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**Hours**: F0.5 FTE salaried part-time salaried position with benefits; hours averaging 18-19 weekly.

**Compensation**: Ranging $29,500 - 32,000.

**Application Deadline**: June 1, 2025.

**Start Date**: June 2025.

David Visentin, Associate Dean
visentin[at]vcm.bc.ca

Overview

The Department of Postsecondary Studies (DPS) at the Victoria Conservatory of Music offers students multiple pathways to a successful career as a professional in the music or other creative industries, be it as performer, teacher, collaborator/creator, producer, or music technology specialist. With more than 40 faculty members teaching within this department, the DPS offers through its long-standing partnership with Camosun College a highly innovative and creative diploma program in music performance, as well as two certificate programs. The DPS also offers a certificate in Advanced Independent Music Studies through its designation with the Private Training Institutions Branch of the BC Ministry for Postsecondary Education and Future Skills. For more information on these programs, please visit vcm.bc.ca/learn/postsecondary.

Reporting to the Associate Dean, the Student Information Officer (SIO) and Program Assistant (PA) provides support to the Conservatory’s Postsecondary student cohort and all related programs under the Postsecondary Department’s administration. The SIO role focuses on the areas of information collection and dissemination, and department and/or program-related communications within the postsecondary cohort and faculty and beyond, including other Conservatory program areas, administrative departments, Camosun College, the BC Ministry of Postsecondary Education and Future Skills’ Private Institutes Training Branch, and Student Aid BC. The PA role includes providing support with program development and production, advising current and prospective students on programs and specific course offerings, and supporting postsecondary faculty regarding course delivery logistics.

Specific tasks and responsibilities are as follows:
**Information, Materials and Student Records**
- Designs the postsecondary academic timetable, in coordination with other Conservatory program areas, Registrar’s Office, Facility Bookings, Events and Venues, and Camosun College (for Partnership Programs).
- Designs, produces and distributes the annual Postsecondary Students Manual/Handbook and Postsecondary Faculty Manual, as well as managing forms requiring relevant student signatures.
- Organizes and coordinates incoming student auditions, including audition packages and related paperwork preparation, room bookings, adjudicator confirmation, scheduling in consultation with Postsecondary and respective department heads, the organization and writing of Theory Placement Assessment, and organization of musicianship level assessments.
- Creates exam schedules for written and practical exams in December and April and August.
- Maintains separate current physical and electronic file copies of all Program Outlines, Course Descriptions and Course Outlines, with all Learning Outcomes clearly defined.
- Ensures all transcripts and letters of reference are current.
- (Partnership Programs only) Forwards all original transcripts to Camosun, as required, ensuring for each student that proper entrance requirements are met, and communicated to Camosun, including waivers for Theory Fundamentals 1 MUSC 110 and/or Theory Fundamentals 2 MUSC 111, and all required courses are completed in order to meet graduation requirements.
- Keeps all student files and relevant information current and safely stored and secured, electronically and physically, including factsheets and relevant forms pertaining to awareness of situations involving the Dispute Resolution Policy, and Student Accommodations.
- Prepares final student, and faculty, packages at the end of each term, as appropriate, with jury remarks/marks, student exams, Conservatory transcripts, course/teacher feedback forms, and distributes them in person, electronically or by mail.

**Communications**
- Advises all prospective and current students in Conservatory-Camosun Partnership programs and the Conservatory’s AIMS certificate program, including scheduling individual interviews to assign courses and prepare a Personal Learning Plan, or directing Conservatory-Camosun students to Learning Assistance and Counselling Services.
- Responds to inquiries received from prospective domestic and/or international students.
- Disseminates announcements and general information to postsecondary students.

**Program Development and Production**
- Organizes and coordinates all postsecondary events, including Student and Faculty Orientation, Information Nights (November and February) and other recruitment initiatives, End of Term showcase concerts, student recitals, and bi-weekly Thursday Lunchtime Concert Series (TLCS), creating concert programs as appropriate/needed.
- Provides support to Postsecondary Faculty conce