Assistant Coordinator, Orientation

Date/Term:11 Months

November 2016 – January 2017 (part-time)

January 2017 – September 30th2017(full-time)

Reports to:Coordinator, Orientation

Positions Reporting:Student Facilitators – Winter/Spring Orientation (2), Media Team Coordinators (3), Media Team volunteers (10-15)

Location:Main Campus (Student Success Office)

Grade:USG 4

Hiring Range:$36, 502-$48,887

Primary Purpose

The Assistant Coordinator, Orientation is accountable to the Coordinator, Orientation for the coordination and implementation of comprehensive and intentional programs that welcome new students to campus and prepare student volunteers to be involved in Waterloo Orientation. All Orientation programs are designed to provide incoming students with a balanced introduction to all aspects of university life including academic, social, personal, and residential, and to provide upper-year students with the knowledge and skills they require to be a resource to incoming students.

The Assistant Coordinator will function primarily in the areas of student development, student transition, community building, volunteer/student staff development, event/program management and administrative capacities.

Key priorities for the 11 month contract will be:

  • Event and project management of Orientation events:
  • Co-chair an event committee, working with students from each Orientation Committee to create an intentional, meaningful cross campus program
  • Revise and implement Winter and Spring Orientation programs for all students entering the University of Waterloo in those terms
  • Plan and implement Winter and Spring Leader hiring processes and maintain an accurate leader database for all Federation Orientation Committee members
  • Provide support to all Student Success Office Orientation events, processes, and programs by working closely with the Coordinator, Orientation and other members of the New Student Transition Team in the SSO
  • Complete program documentation and offer recommendations for future program development and delivery
  • Overseeing and managing Orientation’s social media outlets:
  • Understand and be able to clearly communicate best practices for professional use of various social media platforms
  • Create an action plan for video, photography andsocial mediaand post schedule for all official Waterloo Orientation social media accounts (currently Facebook, Twitter, and Instagram)
  • Research current emerging trends in social media and work with the Student Success Office’s Communication team to determine best practices for incorporating them in with Orientation
  • Work with members of the Student Success Office’s Communications team to design engaging and informative content for all online accounts
  • Coordinate with other social media account managers across campus to ensure consistent, timely, and accurate messages are being sent to students
  • Hire, train, and oversee a team of 10-15 Media Team volunteers to assist in the management of Orientation’s photography, videography, and social media needs during Orientation Week, including three (3) Media Team Coordinators
  • Provide clear and engaging training for the Media Team and Federation Orientation Committee members who are responsible for photography, videography, and social media
  • Administration of volunteer hiring and training for Orientation Leaders:
  • Work closely with partners in the Student Success Office, Federation of Students, and all six faculties on all Orientation Leader hiring and training initiatives

Key Accountabilities

Skills & Knowledge

Be knowledgeable and up-to-date on the needs and experiences of first-yearstudents, including best practices at other institutions and current trends. Be knowledgeable of the Waterloo campus community and the needs of its specific students.

Direct and implement key administrative tasks such as tracking the recruitment and hiring process for over 1500 student volunteers, taking meeting minutes,communications, troubleshooting, and program documentation (outlining program goals, logistics, risk management and evaluation criteria).

Utilize assessment data and participant feedback to provide recommendations for future program development and delivery.

Participate in the administration of certain office-wide responsibilities including special events, working groups, office wide retreats, inter-office collaborations and special projects as assigned.

Staff engagement

  • Develop and coordinate the recruitment, hiring, selection, onboarding, training, performance management, appreciation and recognition of all direct reports.
  • Develop and coordinate the recruitment, hiring, and selection for all Orientation leaders.
  • Facilitate ongoing contact, communication, and information sharing with all direct reports through regularly scheduled meetings and email/other communication.
  • Provide ongoing feedback to student staff including performance conversations, coaching on goal development and mid-term check-ins.
  • Outline clear expectations for all direct reports around workload management and manage team conflicts fairly and professionally.

Relationship Building

  • Work collaboratively within the Student Success Office and with various campus partners to coordinate and deliver programs to incoming students in the Winter, Spring, and Fall terms. These campus partners include but are not limited to: The Federation of Students and all six faculties.

Create and contribute to a strong employee/employer relationship with all direct reports.

Participate in and contribute to regular team meetings as appropriate.

Work in partnership with the Coordinator, Orientation to engage campus stakeholders to ensure the needs of Waterloo’s new students are successfully met through programs and services.

Position Requirements

Education and Professional Certification

University degree preferred (pursuing or acquired) or equivalent experience in a related field (e.g., Leadership, Higher Education and/or Student Services).

Experience

  • Event/project management skills and experience are required.
  • Ability to perform detailed administrative tasks is required.
  • Experience managing/coordinating student staff or volunteers is an asset.
  • Proven facilitation skills, comfort speaking in front of groups, and ability to communicate to diverse audiences both in person and online are strongly preferred.
  • Strong written communication skills (including report writing) are highly beneficial.
  • Proven ability to take initiative and be both creative and flexible.
  • Proven ability to manage multiple demands, stay organized and prioritize effectively.

Technical

MS Word:Intermediate

Excel:Advanced

Powerpoint:Intermediate

Nature and Scope

Interpersonal Skills

Internally, the Assistant Coordinator communicates with direct reports, his/her supervisor, and other colleagues within the Student Success Office. Externally, the Assistant Coordinator will engage with campus partners to build and maintain strong working relationships and ensure effective and ongoing communication, collaboration, and support as necessary. Teamwork and verbal communication skills are critical to this role.

Level of Responsibility:

The Assistant Coordinator directly supervises three (3)volunteer Media Team Coordinators and 10-15Media Team Leaders.The Assistant Coordinator is responsible for managing the day-to-day operations of all projects and programs while managing workflow and communicating realistic expectations for staff.

Decision-Making Authority:

The Assistant Coordinator will make decisions regarding the logistics and effective execution of all assigned projects and tasks. Many of these decisions will be made in consultation with the Coordinator, Orientation or in the context of staff/student committees.He/she will be required to think on his/herfeet during event execution and solve problems with good judgment and poise. The Assistant Coordinator must also remain aware of the decisions made by their direct reports and play a supportive role in coaching these student staff members in making decisions.

Physical and Sensory Demands:

There are minimal demands typical of a position operating within an office environment including: periods of extensive sitting and concentrated use of visual senses. During event execution, there is the potential for extensive standing, lifting, carrying and/or handling objects.

Working Environment

Much of the time is spent sitting in a comfortable position in an open-concept office. There is a frequent need to give close attention to various stimuli such as written material. In completing program administration there are deadline pressures, while at the same time there is a demand for thoroughness and accuracy. There is minimal exposure to disagreeable conditions. Evening and weekend work is often required and time off in lieu will be given to ensure an appropriate number of working hours are maintained.

Application Instructions

Applications will be accepted until Tuesday, October 25th at 11:59 PM or until the position is filled.

Applicants should submit a cover letter and resume in one document, by email, to:

Jenna Hampshire

Coordinator, Orientation

Email:

Please note, only applicants selected for an interview will be contacted.