POSITION TITLE: Student Organization Services Ambassador (Summer and Fall/Winter)
UNIT & DEPARTMENT: Student Organization & Community Development Team, Centre for Student Community & Leadership Development
ELIGIBILITY: Full-time Domestic or Full-time International student for Summer and FW 2024 academic year. Domestic students must be work/study eligible and must complete the online Student Financial Profile. International students must be International Student Employment Fund (ISEF) eligible.)
NUMBER OF POSITIONS: 3 (2 Leads, 1 Ambassador)
RATE OF PAY: $16.55-17.55 per hour
EMPLOYMENT TERM: May-April (Leads) September-April (Ambassador)
HOURS OF WORK: 30-34 hours per week in the Summer and 10-13 hours per week Fall/Winter
JOB DESCRIPTION:
The Student Organization Services Ambassador and Leads helps support York University’s vibrant and diverse student organizations navigate their annual responsibilities, recognition processes, and access to university resources and funding. The Lead Student Organization Services Ambassador serves as a key resource for student organizations and the Student Organization Services Coordinator to improve operations and efficiency of services. This position offers an opportunity for students to support peers in building a dynamic community that fosters a sense of community at York.
The Student Organization Services Ambassador’s job duties include the following:
Registration Review and Processing
- Support the annual registration process for student organizations, ensuring accurate and timely submissions.
- Offer support and guidance to student organizations to ensure ongoing compliance with university regulations.
- Collaborate with clubs to improve the quality of their applications in preparation for submissions.
- Support the maintenance and functionality of YU Connect backend systems, including forms, membership records, and organization status tracking.
- Ensure student organizations adhere to campus policies and guidelines, flagging any potential issues to the Student Organization Services Coordinator and Manager, Student Life.
- Prepare and facilitate the processing of required documentation or requests (bank letters, email address creation, etc.)
Student Organization Services Access Support
- Supports the Student Organization Services Coordinator with updating, maintaining training resources and online modules focused on student club operations.
- Provide guidance on navigating complex processes for student organizations, ensuring they can effectively utilize available resources.
- Assist student organizations in accessing funding resources, campus services, and audio/visual requests for events and activities.
- Review reservations for tabling spaces on campus and track metrics (occurrences, demographics, etc.)
Communications & Resources
- Compile and distribute newsletters featuring operational news and university updates relevant to student clubs.
- Monitor emails and respond to general inquiries related to student organization operations.
- Support and conduct financial workshops for student organizations to enhance their fiscal responsibility.
- Support and conduct constitution workshops and resources for student organizations to enhance quality of governing documents and internal processes.
- Create operational resources to guide student organizations in their day-to-day activities.
- Provide information, support, and engagement to the general student population at York.
Complete other duties as assigned.
Additional Responsibilities of the “Lead” Student Organization Services Coordinator Position
- Attend weekly meetings with the Student Organization Services Coordinator to discuss feedback, direction, strategy, identify team needs, and advises Coordinator on improvements and new initiatives.
- Support the daily flow of the Student Life Hub space and the Student Organization and Community Development Room.
- Support events including creating workflow charts, action plans, assisting with planning student organization related events.
- Act as the liaison with other departments and represent the Student Organization and Community Development Team when the coordinator is unavailable to attend.
- Undertake tasks associated with coordinating a smooth and well-functioning team (informational research, distribution of materials, referrals, presentations, create social media content, participate in online discussion boards, answer emails)
- Prepare weekly updates on student organization metrics and inform the Student Organization Services Coordinator and Manager, Student Life.
- Advise the Student Organization Services Coordinator on stock levels of resources in the student life hub, coordinate team staffing resources, and troubleshoot all daily operational details.
- Offer support to the York community through the Student Life Hub by giving the appropriate referrals to resources for faculty, students, and staff through an inclusive and accessible lens.
- Support and assist Student Engagement Socia Media Lead to develop active and engaging social media content that connects with the York community through material curated specifically for each online platform (Instagram, etc.)
REQUIRED QUALIFICATIONS:
Must be Fall/Winter 2024 Domestic or International Work-Study eligible.
- Previous experience on an SCLD team is an asset.
- Experience in student engagement initiatives such as student clubs, peer mentor programs, orientation, etc.
- Experience in event planning and project management is an asset.
- Ability to provide accurate information and resources in a fast-paced environment.
- Basic knowledge of Microsoft Word, Excel as well as Teams
- Experience with Mailchimp, WordPress, and Canva is an asset.
- Ability to work well in a team but also independently.
- Strong interpersonal skills
- Comfortable presenting
- Ability to understand policy and apply it to daily activities as well as educate others.
- Detail-oriented and demonstrated ability to take initiative.
- Excellent oral & written communication skills
- Demonstrate experience using various social media platforms (Instagram, Twitter, Facebook, etc.) as well as knowledge of social media analytics.
- Knowledge of York’s campus, services, and resources
- Knowledge & Experience with SCLD services an asset
- Should understand the basics of student club constitutions.
- Must be available for all mandatory training in April and August
WHAT STUDENTS WILL GAIN FROM THIS POSITION Through this position, students will develop/enhance their skill sets in the following areas:
- Communication
- Interpersonal Connections
- Personal Success
- Experience Leading a Team
LOCATION: The position is intended to work on-campus and those interested should only apply if they can be present on the Keele campus during designated work hours. In the event the university decides to pivot to a remote work environment again, SCLD will determine how to best utilize staff to continue to run operations.
BECOMING YU: The Work Study Student program provides on-campus job opportunities for eligible York University undergraduate students. Work Study Student employees are provided opportunities to contribute to support roles while developing valuable, relevant skills and work experience for the workplace. These roles offer a learning and development opportunity for Work Study Student employees to receive experiential on-the-job training, guidance and mentorship. Under the guidance of permanent staff members, Work Study Student employees will provide support to their relevant department/faculty in clerical, administrative and technical capacities. As part of your Work-Study/LEAP experience, you will participate in Becoming YU, a program designed to support students in:
- creating meaningful goals and objectives.
- recognizing the value of their personal, academic and professional experiences.
- identifying their competencies and skills; and
- articulating their skills and experiences with confidence.
Becoming YU includes regular meetings with your student employment supervisor/coach for reflecting on your progress and getting valuable feedback.
MANDATORY TRAINING DATES:
- Summer Training (Approximately May 1-May 10)
- Peer Leadership Training + Continuous Professional Development Series
- Joint Training/Digital Training for Summer Peers
- Student Engagement Training for Fall/Winter Peers
REQUIRED DOCUMENTS AND ASSIGNMENTS:
Interested candidates must submit the following:
- Resume
APPLICATION CLOSING DATE: Monday, March 11 at 12pm
PLEASE NOTE:
- Only those applicants considered for an interview will be contacted.
- All applicants must submit their application using a @my.yorku.ca or if unpermitted, a @yorku.ca e-mail domain.
NOTE: York University requires all community members, including employees and visitors who attend our campuses be fully vaccinated against COVID-19, subject to medical and human rights exemptions, in accordance with all applicable laws and regulations. The University’s vaccine policy is integral to our ongoing commitment to health and safety. Offers of employment require that you comply with the COVID-19 Vaccination Mandate by providing proof of vaccination prior to your start date. For information on how York University is responding to COVID-19 please visit the YU Better Together website.
The University welcomes applications from all qualified individuals, including, but not limited to women, persons with disabilities, visible minorities (racialized), Indigenous Peoples and persons of any gender identity and sexual orientation. York University is committed to a positive, supportive and inclusive environment.
York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.