Clubs Administrator Job Description

Clubs Administrator Job Description

/ JOB DESCRIPTION
Full Time Staff
Student Opportunity Staff
Position Title: / Clubs Administrator
Term of Office: / May 1 to April 30
Supervisor: / Operations Coordinator
Remuneration: / Refer to MSU Employment Policy for Full Time Employees
Hours of Work: / 35 hours per week
General Scope of Duties
The Clubs Administrator will manage the functions of clubs for each academic year. The Clubs Administrator will act as the main source of support, the first point of contact, a planner and organizer of events and activities, manager of the Clubs Space, a mediator, and the budget manager for the department. The Clubs Administrator will seek to foster and encourage relationships among clubs, MSU and University departments, and within the Hamilton community. The Clubs Administrator will be objective and politically sensitive to matters of concern.
Major Duties and Responsibilities
Category / Percent / Specifics
Supervisory Function / 10% / §  Hire, schedule, and discipline the Assistant Clubs Administrator and provide annual performance reviews
§  Delegate responsibility for certain events as appropriate
§  Work with the Clubs Executive Council
§  Chair the Clubs Advisory Committee and make sure that it meets regularly
Financial & Budgeting Function / 10% / §  Develop and prepare the annual operating budget for the Clubs Department for submission to the Vice-President (Finance)
§  Administer the budget according to limits set by the SRA. Authorize all payments and submit all bills and deposits to the Accounting Department in a timely manner
§  Review statements and the general ledger listing for the Clubs department on a monthly basis and report any discrepancies to the Accounting department immediately
§  Submit a monthly written report to the General Manager and Vice-President (Finance), (where appropriate) outlining the activities of the Clubs department
§  Submit to the Board of Directors, through the General Manager, a budget for any events that exceed $5000 for approval
§  Prepare and submit to the General Manager a written evaluation of major events, including financial analysis and recommendations
§  Ensure money is set aside for Special Projects Funding and all clubs have equal chance of receiving it through a fair application process
Communications Function / 25% / §  Maintain consistent communication with the clubs
§  Maintain a clubs webpage, keeping all elements current, including a full listing and contact information for each club
§  Update the clubs regularly on matters of concern
§  Maintain an online forum for clubs to communicate with each other
§  Maintain an updated list of club membership, and communicate the list to university departments
§  Work to identify similarities in club events and bring together these activities
§  Create and maintain relationships with community groups that can work with clubs
§  Coordinate the clubs editorial content of the MSU Almanac (through the Editorial board), the summer mail-out, the Welcome Week Preview and other publications of MSU, as directed by the Student Life Development Coordinator
§  Network within the Student Centre with all services, especially Human Rights and Equity Services, McMaster University Student Centre Administration, SHEC, Diversity Services, Underground Media & Design, PAC, and OPIRG as many clubs collaborate with and use these services when planning their events
§  Check Club websites and keep updated with their news and info as well as ensure any events posted have followed the proper channels of organization and form submissions
Support Function / 15% / §  Facilitate the application process for the approval of clubs
§  Ensure that each club has a working constitution, and be knowledgeable on each
§  Ensure that each clubs is working toward its goals
§  Maintain and update an official clubs listing and communicate the approved listing to various departments
§  Maintain a process for the approval of club posters
§  Work with clubs and clubs executives on large projects, activities, and events
§  Maintain a MSU Resource and Event Planning Manual
§  Maintain a relationship with a major bank for the provision of banking services for clubs
§  Work to ensure that clubs have appropriate space requirements met
§  File and keep current files and information on all clubs that have been ratified for the current academic year
§  Keeping records of all clubs in lockers as well as their combinations
§  Keep all contracts and policies/rules current and up-to-date so that they are relevant to all club Executives and club members
Event & Activity Planning / 10% / §  Plan, organize, and implement Clubsfest (September) and Clubsfest II (January)
§  Plan, organize, and implement clubs training (March and September)
§  Plan, organize clubs training workshops, whereby each club has the opportunity to have their executive trained in their respective matters of concern
§  Encourage inclusivity in all clubs activities
§  Take an active role in events planned by clubs
§  Authorize and sign off on all Film Event forms. All films must be covered by either Criterion or Audio Cine Films
§  Find alternate ways to promote clubs on campus (clubs logo contest, third Clubsfest, etc)
Space Management Function / 5% / §  Act as Manager of MSU Clubspace
§  Ensure that the space is in working condition, has suitable furniture, and is useful for clubs
§  Facilitate the allotment of lockers for clubs, including distribution and collection of locks
§  Maintain a working supply room, proving basic promotional and event materials for clubs
§  Ensure that Clubs that hold office hours are using them regularly
§  Ensure mail and notices are distributed to clubs mailboxes each day
Risk Management Function / 15% / §  Act as the Risk Management agent for clubs
§  Maintain communication with the MSU insurance firm
§  Maintain a relationship with McMaster Occupational and Environmental Health Services
§  Educate clubs on all matters concerning risk management
§  Review and sign off on all risk management documents
§  Assist club activities comply with the parameters set forth during risk management process
Mediation Function / 10% / §  Work to mediate issues that arise between clubs
§  Ensure that the office of the Clubs Administrator approaches clubs objectively and without prejudice
Knowledge, Skills and Abilities
§  Interpersonal skills required to effectively interact with staff, volunteers, club members, and the Executive Council
§  Supervisory skills required to effectively recruit, train, and discipline staff
§  Knowledge of word processing, spreadsheet, and email programs required to fulfill many of the communications functions
§  Must have knowledge of basic accounting, bookkeeping, and financial analysis
§  Oral and written communication skills are essential for reporting
Effort & Responsibility
§  Effort required to exercise judgment in discipline situations
§  Mentally exhausting at times
§  Organizational skills are required, as event coordination requires the completion of many tasks simultaneously
§  Judgment required to make financial decisions for the department
§  Organizational skills required, as coordination of activities requires the completion of many tasks simultaneously
§  Responsible for promoting a positive and proper image of McMaster Students Union
§  Judgment required for staff discipline issues
Working Conditions
§  Self-directed position: flexibility in determining some of own hours
§  Time demands often exceed 35 hours per week during peak periods
§  Extraordinary opportunity for personal growth and skills development, due to high level of responsibility and challenges
§  Exposure to a diverse range of people and experiences
§  High amount of unexpected work and time demands
§  Must be able to cope with the multitude demands of the position
§  Work is often required during weekends and evenings
§  Work will take place primarily in a controlled office environment, but also in a variety of event locations around campus
Training and Experience
§  Relevant diploma or degree
§  Experience working in a University environment an asset
§  Experience managing volunteers and part-time staff an asset
Equipment
§  Personal computer, photocopier, fax machine, etc

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