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 2023 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: 1
RATE OF PAY: $17.20-18 per hour
EMPLOYMENT TERM: May-April
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 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:
Student Organization Annual Registration & Recognition
- Support student organizations in the annual registration process, ensuring compliance with university policies and guidelines.
- Review, process, and assist with club applications to ensure they meet all university requirements for recognition.
- Maintain and update records for registered clubs, ensuring accuracy and completeness in the university’s tracking systems.
- 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.)
Communications and Outreach
- Curate and distribute newsletters and other communication materials to keep clubs informed about relevant policies, opportunities, and events.
- Develop and implement strategies to enhance communication between student organizations and the wider university community.
- Promote club activities, events, and achievements through various communication channels.
- Foster a sense of community among student organizations through collaborative events, networking opportunities, and social initiatives.
- Coordinate and support club specific roundtables and working groups (e.g, Interfaith, Academic, Sports Club, etc.) ensuring effective communication and collaboration.
- Support student clubs in publicizing their activities and accomplishments both within the university and externally.
- Help organize events such as club fairs, open houses, and engagement initiatives to attract new members and raise awareness about student clubs.
- Promote student organizations through university-wide platforms (e.g., social media, YFile, YUBlog) to showcase club highlights and successes.
Access to University Resources & Services
- Guide student organizations in accessing campus services, and resources.
- Provide support with event planning, including facilitating access to audio/visual resources and space reservations.
- Offer mentorship and guidance on financial management and administrative tasks to ensure effective use of available resources.
Training and Development
- Assist in the development and updating of online training modules (e.g., Clubs 101) to support student organizations in understanding university policies, processes, and best practices.
- Provide ongoing support for student leaders in navigating and completing these educational modules.
- Develop and maintain a comprehensive set of resources to guide student organizations in their day-to-day operations, such as financial management, governance, event planning, and recruitment.
- Create training materials and workshops to improve the quality of club governance, leadership, and overall club effectiveness.
- Collaborate with student leaders to set and track goals for their respective clubs.
- Monitor and evaluate the success of student organizations, implementing initiatives to improve club performance and engagement.
- Assist with the creation of tailored development plans to ensure the growth and sustainability of student organizations.
Complete other duties as assigned.
Additional Responsibilities of the “Lead” Ambassador Position
- Attend weekly meetings with the Coordinator to discuss feedback, direction, strategy, identify team needs, and advises Coordinator on improvements and new initiatives.
- Support the daily flow of the SLCD spaces.
- Support events including creating workflow charts, action plans, assisting with planning student organization related events.
- Act as the liaison with other departments and represent 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 metrics and inform the Coordinator and Manager, Student Life.
- Advise the Coordinator on stock levels of resources in the kiosk, SCLD spaces, coordinate team staffing resources, and troubleshoot all daily operational details.
Required Qualifications
- Must be Fall/Winter 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 May and August
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.
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
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. al 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.