Experiential Placement Administrative Coordinator

Location

Waterloo, ON | Canada

Job description

Application Deadline: 03/08/2024  

Requisition ID: 7230 

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 Indigenizationand 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 policyand 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

Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact through its exceptional employees, students, researchers, leaders, and educators. With a commitment to Indigenization and commitment to equity, diversity, and inclusion, Laurier's thriving community has a place for everyone.

Under the direction of the Senior Administrative Officer and functional guidance from the Graduate Program and Experiential Placement Coordinator, the Faculty of Music Experiential Placement Administrative Coordinator will assist in facilitating and enhancing the delivery of the Faculty’s experiential placements. Another significant facet of the Administrative Coordinator's responsibilities is the planning and execution of the Arts Express Camp, an annual burst of creativity and inspiration that unfolds over one week in July.

The Administrative Coordinator plays a crucial role in expanding placement opportunities within the Faculty of Music’s specialized programs, including Music Therapy, Community Music, and Music Education, spanning both undergraduate and graduate programs. This involves proactive engagement with potential placement sites, securing and maintaining student placements through persuasive negotiation and continuous support.

Accountabilities        

Experiential Placement Support

• Support the Experiential Placements Coordinator to develop, coordinate, and execute the FoM community outreach field placement strategy to attract diverse national partnerships and broaden field opportunities for over 120 undergraduate and graduate students.

• Maintain established long-term partnerships with agencies that can effectively support diverse students, including Indigenous and racialized students, during their placements.

• Address non-academic questions from supervisors and students regarding experiential placements and forward questions of an academic or supervisory nature to the appropriate faculty program coordinator.

• Assist with the coordination of FoM placements, ensuring alignment with evolving student learning needs and ensuring placement agencies and the instructors within the agency meet the CAMT and CRPO accreditation standards when appropriate.

• Implement matching criteria and procedures to match students with agencies, considering their learning objectives, agency requirements, and accessibility needs.

• Update discipline-specific Supervisor Manuals, Student Handbooks and Experiential Learning Course Syllabi in collaboration with faculty, supervisors, and students.

• Collaborate with the Experiential Placements Coordinator to draft policies, procedures and course content related to experiential placements in collaboration with full-time faculty for adaptation by the Faculty of Music’s Divisional Council.

• Advocate to agencies on behalf of students to secure placements and maintain positive community relationships.

• Identify gaps and implement solutions to enhance the student field experience.

• Utilize an EDI lens to work towards a decolonized and inclusive student experience based on Laurier’s EDI strategy.

• Adhere to the Canadian Association for Music Therapists (CAMT and the College of Registered Psychotherapists of Ontario (CRPO) accreditation guidelines (pending) and policies and procedures as they pertain to clinical experiential placements.

Ongoing Activities

• Provide administrative support to the Laurier Music Therapy Clinic.

• Update music therapy consent forms to ensure consistency across virtual and hardcopy versions.

• Track completion of music therapy consent forms by those receiving music therapy services.

• Invoice individual clients and community partners where appropriate for music therapy services provided using Stripe and coordinate with the FoM Financial Analyst to reconcile Stripe deposits.

• Prepare deposits of any service fees received by cheque or cash.

• Monitor placements to ensure they meet FoM expectations and accreditation requirements.

• Collaborate with Laurier’s Community Service Learning to implement Navigator software for managing student placements.

• Deliver communications and activities with a strong customer service focus using creativity, independence, and judgment.

BMT Program Admissions

• Consolidate the BMT Application packages submitted by 2nd year applicants.

• Create the admissions files for each applicant and create the master list of applicant information to be shared with the BMT Coordinator and the Academic Advisor.

• Coordinate auditions and interviews of the applicants selected by the BMT Coordinator.

Arts Express Administrative Support (Arts Express is a one-week camp that runs for one week in July)

Camp Preparation

• Meet with the Camp Coordinator and other camp staff regularly to support the planning of the camp week.

• Delineate camp information with community members, including camp information night, camp dates, and registration process.

• Update critical camp documents, including the Camper Information Package.

• Facilitate the registration process – answering questions, sending out the Camper Information Package, accepting registration payments as necessary, and following up with families to ensure all documentation is submitted correctly.

• Coordinate with third-party organizations to facilitate registration and receive payment as necessary.

• Prepare deposits of camp registration fees.

• Assess camper profiles and create camp groups in consultation with the Camp Coordinator and the Kids Ability Therapeutic Recreation Staff.

• Create camper information lists, including emergency contacts, allergies, medical alerts, and before and aftercare.

• Supervise students during the camp setup.

• Hire and orient before and aftercare staff.

• Order food for the reception after the final performance when appropriate.

Camp Execution

• Assist the Camp Coordinator during the morning and afternoon meetings.

• Oversee before and after care at camp, ensuring staff are present, and campers are supported.

• Create communication regarding the camp recital to send home to caregivers (recital invite, parking information, recital program).

• Generate and print camp certificates.

• Develop content for the end of the recital slide show, taking pictures and ensuring all campers are included.

• Supervise all camp participants – student leaders, campers, volunteers.

• Help with end-of-camp clean-up, organizing materials, and returning them to the appropriate source.

• Manage the transition from KidsAbility to Laurier for the camp recital, connecting with recital hall staff, ensuring all required materials are transferred between facilities.

• Facilitate camp recital day – supervising participants when they are not rehearsing, troubleshooting and problem-solving as necessary, coordinating with recital hall staff and food services for the reception.

Qualifications

• Bachelor’s degree in music therapy or Community Music plus two (2) years of related administrative experience.

• Practical and theoretical knowledge of music therapy and/or music education and/or community music practice in various social service systems.

• Effective organizational skills with a proven ability to successfully manage multiple tasks and priorities.

• Ability to work independently.

• Excellent analytical skills with the ability to interpret and synthesize information gathered from a variety of sources into reports.

• Diplomacy, discretion, tact, and good judgment in dealing with sensitive situations and confidential materials/issues with the ability to effectively handle complaints.

• Excellent interpersonal and public relations skills.

• Ability to interact with a wide range of university and external constituencies (e.g., faculty, staff, students, senior administration, alumni, professional associations, donors, and city officials).

• Strong accuracy and attention to detail.

• Advanced skills in MS Word, Excel, PowerPoint, Adobe.

• Ability to adapt to a changing environment with initiative and flexibility.

This position has been deemed eligible for educational equivalencies.  Please refer to the attached linkfor details.

Hours of Work:This is a part time limited term position with an expected end date of 03/01/2025. The normal hours of work are 9:00 am to 12:00 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to programming and events.  When possible, the manager will adjust the work schedule so that no more than 15 hours are worked in a week.

Compensation

Position Grade: D

Rate of pay:$36.14 - $41.30

WLUSA Job Factor Scores 

Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Laurier's Employee Success Factors.

Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/

Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careersfor additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form.

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