Admissions and Undergraduate Assistant

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.

The Don Wright Faculty of Music offers our students an extraordinary music education at one of Canada’s most prestigious and picturesque university campuses. Nationally recognized scholars, composers, administrators, teachers and performers – leaders in Canadian music – engage students in a learning environment equalled by very few institutions.

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Responsibilities

The Admissions and Undergraduate Assistant will provide administrative assistance to the Associate Dean, Academic Advisor and Recruitment Coordinator to support the effective and efficient administration of undergraduate programs and admissions within the Don Wright Faculty of Music. The incumbent will assist prospective and current students with inquires related to application, admission processes and orientation and will act as a first point of contact with regards to program eligibility, course selection, piano proficiency tests, admissions and audition advice. The role also involves providing direct administrative support to the faculty’s Educational Policy Committee, Admissions Committee and Scholarships Committee which are chaired by the Associate Dean (Undergraduate programs and Admissions). The Admissions and Undergraduate Assistant will act as a resource for faculty, students, prospective students, parents, accompanists, and the public providing guidance regarding University and Student Services policies and procedures, providing referrals to other individuals or resources as required. The incumbent will assist with creating and maintaining student records, producing student schedules, planning and coordinating student undergraduate auditions, liaise with the Admissions Office at the Registrar’s Office regarding admission, code information on Peoplesoft regarding music applicants, liaise with the Scholarships Office concerning incoming and continuing scholarships and awards, planning and coordinating the Awards Ceremony reception and collecting information for the Awards Ceremony program and Graduation Awards Ceremony program.

1. Serves 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 the Associate Dean and Academic Advisor.

2. Provides information regarding admission processes, admission eligibility, audition procedures, course selection, availability and registration and communicates related policies and procedures.

3. Provides administrative assistance to the Associate Dean, Academic Advisor and Recruitment Coordinator to support the smooth operation of the undergraduate programs and admissions.

• Provides orientation information to new students, communicates deadlines and answers questions about policies and procedures.
• Maintains departmental files and supports the Associate Dean, Academic Advisor and Recruitment coordinator with a variety of academic and administrative processes, ensuring deadlines are met.
• Acts as a resource for committees, assisting with preparing reports, coordinating materials etc.
• Coordinate the Piano Proficiency Class, liaise with the instructor, advertises the course, and buys materials for the course, collects payment for the course.
• Coordinates the Piano Proficiency tests, schedules rooms, work with the instructor to find an appropriate time, advertise and produce the schedule students being tested.

4. Coordinates logistics for undergraduate auditions, hires accompanists, schedules faculty to adjudicate auditions, find volunteers to assist with auditions and supervise and train a part-time admissions assistant to help with office work and audition days. Set up rooms, move pianos and tables to set up audition rooms, move furniture for the reception area.

5. Maintain student services records, databases and files.

6. Assists the Academic Advisor with the add/drop period, adding and dropping courses for students, review incoming student’s timetable to ensure accuracy & completeness, and provides information to students on the process.

7. Coordinate the incoming and continuing scholarships, including scholarship applications, with members of the Scholarship Committee and the Scholarship Office.

QUALIFICATIONS

Education

• Community College diploma required; Undergraduate Degree preferred

Experience

• 1 year experience providing customer service in a business office setting required
• A background in Music preferred
• University administration experience preferred

Skills, Abilities & Expertise:

• Knowledge of general office procedures, including records management systems.
• Ability to establish effective routines and maintain excellent communication with all members of the team to maximize productivity.
• Proven ability and natural inclination to interact with people in a professional, respectful, and diplomatic manner.
• Self-motivated multitasker with strong organizational skills.
• Positive, outgoing attitude with a genuine customer service orientation.
• Demonstrated ability to work independently, take initiative, and follow through on work assignments.
• Familiarity with University policies and procedures is preferred.
• Strong written and verbal communication skills, with the ability to clearly express ideas in an objective manner and adapt communication style to suit the situation and audience.
• Desire to deliver helpful and reliable service to the University community.

Why Western?

Western offers a broad and exciting variety of part-time and temporary employment opportunities with ample room for job exploration and growth. Within our beautiful campus, you are part of a progressive work environment that promotes work/life balance including access to our state-of-the-art recreation centre. Apply for an opportunity to be part of the Western community and contribute to its success!

Applying at Western

To ensure that your application is given full consideration, please complete all relevant sections of the online application. In addition, you can choose to supplement your application with a cover letter and current resume.

Consideration of applicants will include an assessment of previous performance, experience, and qualifications. Applicants should have oral communication skills in English.

Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources or phone View phone number on canada.jobradars.com.

Please Note

This position is an existing vacancy. This position is fully in-person, on-site. We thank all applicants for their interest; however, only those chosen for an interview will be contacted.