Program Assistant C - Volunteer and Event Management

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**OPEN TO MCGILL STUDENTS ONLY**

ABOUT CAMPUS LIFE & ENGAGEMENT (CL&E)

Campus Life & Engagement (CL&E) is a member of Student Services and supports students at the different stages in their life at McGill, facilitating new and returning students’ integration into and throughout the McGill community. By collaborating widely, we act as a student-centred, go-to hub for connecting students and other McGill community members to resources and meaningful opportunities, promoting and encouraging co-curricular involvement, and developing their capacity to make positive change on campus and in their communities. CL&E coordinates and is a key collaborator on student programs and events related to orientation and transition, campus involvement, leadership development, student communications, off-campus student support, peer support, and much more related to the student experience.

POSITION SUMMARY

Under the supervision of the Assistant Director, Student Involvement or delegate, the incumbent will assist with the recruitment and management of volunteers for CL&E programming delivery and for orientation. CL&E relies on volunteers during the year for various tasks:  recruiting, onboarding, training and supporting these positions is a key responsibility of this position. During the summer months, the position will assist with the organization and preparation of orientation-related activities. This involves helping with logistical support and materials preparation for each of the events happening with during orientation. Without limiting the scope, it includes organizing tabling events, preparing promotion materials and collecting materials and equipment. The position will support outreach agents (volunteer position) created to promote Campus Life and Engagement’s activities. They ensure timely distribution, and delivery of materials and supplies for our events with the help of volunteers. This position is also responsible for assisting with on-site responsibilities, such as setup & take down, for various orientation and year-round programming activities in a physically active role. 

The Volunteer and Event Management Assistant works closely with the Associate Director New Student Experience, Associate Director Student Involvement and Community Connections and administrative staff to ensure seamless and effective orientation delivery, and Frosh Orientation Development/Support specialists. The position will keep a log of lessons learned and make recommendations to improve work processes. Performs other related duties.

MAJOR DUTIES AND RESPONSIBILITIES

Duties include, but are not limited to, the following:

• Recruit, train, and onboard orientation volunteers with the support of CL&E staff.  Distribute shifts during the in-person orientation activities.
• Assist with annual recruitment of outreach events. Prepare schedules and distribute shifts based on interests & skills.  Ensure they have the materials needed and are clear on tabling objectives.
• Gather results and document our impact for donor/sponsors reports.
• Support the CL&E staff in preparing and assembling list of materials for all events and orientation activities, including Frosh fanny packs.
• Organize engagement activities and support sponsorship efforts.
• Assist with inventory of incoming orientation supplies and deliveries and with post-orientation inventory.
• Coordinate distribution of orientation supplies to downtown and Macdonald campus locations.
• Assists with the distribution of materials (t-shirts, etc.) for volunteers and frosh leaders.
• Organize the volunteer recognition awards.
• Assist with signage preparation and floor plans execution with the help of volunteers and staff.
• Prepare lessons learned and make recommendations on work processes and tools in place before, during, and after orientation with the objective of improving overall effectiveness.
• Assists the Campus Life & Engagement team, as required.

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OTHER QUALIFYING SKILLS AND/OR ABILITIES

• Must be physically strong; able to lift and carry weights up to 20 pounds
• Must be adaptable and flexible to suit the diverse duties and variable schedules.
• Be organized and efficient with their time
• Excellent oral communication skills
• Strong people skills
• Punctual, excellent customer care and professional
• Autonomous, disciplined, motivated, reliable
• Excellent knowledge of Microsoft Suite (Word, Excel, Outlook, PowerPoint)

EDUCATION & EXPERIENCE

• Currently registered as a full-time student in any degree program at McGill University
• Will be a returning full-time student in Fall 2023
• Work Study qualified, preferred
• Spoken French, an asset
• Knowledge of French and English. McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing

EMPLOYMENT LEARNING OUTCOMES

As a Volunteer and Event Management Assistant, you will have the opportunity to learn and/or develop skills in the following areas:

• Knowledge of the first-year transition requirements of new students
• Volunteer recruitment and management
• Project management and event planning skills
• Build strong working relationships with project collaborators
• Systems Thinking
• Student affairs/student life

Hours:  25 hours per week between May and August 2023 and 10 hours per week during the academic year (September 1, 2023, to April 30, 2024)

Please submit your cover letter, C.V., and Work Study approval letter (if applicable)

Deadline to apply:  March 22, 2023

Minimum Education and Experience:

High School Diploma 1 Year Related Experience

Hourly Salary:

(AMUSE C) $15.82

Estimated Number of Work Hours per Week:

10 (Part time)

Position Start Date:

2023-03-06

Position End Date:

2024-04-30

Deadline to Apply:

2023-04-11

McGill University hires on the basis of merit and is strongly committed to equity and diversity within its community. We welcome applications from racialized persons/visible minorities, women, Indigenous persons, persons with disabilities, ethnic minorities, and persons of minority sexual orientations and gender identities, as well as from all qualified candidates with the skills and knowledge to productively engage with diverse communities. McGill implements an employment equity program and encourages members of designated groups to self-identify. Persons with disabilities who anticipate needing accommodations for any part of the application process may contact, in confidence, [email protected] .