AS Ethnic Student Center Assistant Director for Club Logistics 2020-2021
|About the Department
The ESC is a community that supports historically underrepresented ethnic students and allies by providing a social atmosphere and inclusive environment where we engage in identity exploration and strive for cultural awareness and academic excellence.
|About the Position
The AS ESC Financial Manager is to provide administrative and programmatic support to help coordinate large events that the ESC clubs/organizations put together. The position is to assist in interpreting AS Financial policies, procedures, budgeting, and primarily provides support to ESC clubs. The purpose is provide guidance to ESC club leaders with the direction and support of the ESC Club Advising Manager expand on marketing-broader implications for publicity and marketing.
|Terms of Position
This is a three quarter position. This position starts the Monday two weeks before the start of classes fall quarter and ends the Friday of finals week the following spring quarter. This position works an average of 19 hours per week. The position holder may work more some weeks and less other weeks depending on the office’s needs. The position holder is neither required nor expected to work during intersession, winter break or spring break.
- Maintain a minimum credit load throughout term of position of 6 credits for undergraduates and 4 credits for graduates.
- Maintain a minimum of a 2.00 cumulative grade point average.
- Ability to complete the entire term of the position.
Experience successfully leading volunteers, peers, or employees.
Knowledge or experience with Budget Management.
Ability to communicate in an effective manner that is welcoming to wide variety of people.
Experience mediating or resolving interpersonal conflict.
Ability to work independently and responsibly.
Ability to work within deadlines and problem solve.
Effective organizational and time management skills.
Demonstrated ability to work collaboratively with people of diverse backgrounds and opinions.
Ability to use office productivity software and to assist others in using programs such as Word, Excel, and Outlook.
Knowledge of department and the position’s responsibilities.
Interest working with US underrepresented cultural populations
Experience with event planning and execution
|AS Employment Responsibilities
- Serve the diverse membership of the Associated Students in a professional and ethical manner by:
- Being familiar with and upholding the AS Charter, all WWU policies, and all AS policies including the Employment Policy, Code of Conduct, and Program Standards.
- Attending all AS staff development events including, but not limited to: pre-fall orientation, pre-winter, pre-spring, and mid-quarter staff developments.
- Being knowledgeable of the AS organization and its general operations.
- Serving on search committees as designated by the AS Personnel Director.
- Ensure the legacy of this position by:
- Working with supervisor and Personnel Director to revise and update position job description.
- Working with the previous position holder to complete a minimum of 15 hours of unpaid internship as well as providing a 15 hour internship to the incoming position holder.
- Developing and maintaining a legacy document as required by the AS Employment Policy.
|AS Ethnic Student Center Responsibilities
- Contribute to the operations of the Ethnic Students Center by:
- Attending all ESC staff meetings as scheduled.
- Devote an average of 15 hours a week to AS Business
- Posting and maintaining office hours as needed
- Assisting and participating in all ESC Building Unity Trainings throughout the year.
- Working with the ESC staff and volunteers on projects.
- Plan short – and long-term goals for the ESC with office staff and the ESC Club Advising Manager.
- Serving at the front desk when needed.
- Maintain a professional environment in the ESC by:
- Establishing and maintaining an effective working relationship with all ESC staff and ESC club members. Staying informed of all ESC events and programming to provide support and act as a resource when needed.
- Communicating with all ESC Staff about programs needs maintain communication with partnering organizations: Student Outreach Services, L.E.A.D.S, other relevant University offices.
- Performing other ESC duties as assigned by ESC Manager.
- Maintaining a guide for your position to help advance employee next yea
- Provide direct support to ESC club large events by:
- Acting as a liaison for club leaders in the ESC and AS/VU event service offices to provide strong communication between parties and coordinate best efficiencies when implementing event programs
- Providing assistance to ESC event coordinators to assure that space requests are fulfilled, asking necessary questions to coordinators on what resources they need, review any documents/esign forms for completeness, following up with client as necessary, and advise student groups on event planning issues
- Assisting with onsite day of event management with club officers which might include coordinating expectations with building managers, catering, tech crew, set crew, PAC Box Office, and any other collaborative offices that work with ESC events
- Help administer any evaluations on the day of the event and ensuring that they get input by the front desk
- With the oversite of the ESC Club Advising Manager, assuring all contracted payments are administered to the appropriate parties such as keynote speakers, bands, outside catering, vendors, etc.
- Assuring the checkout process for all ESC materials/decorations are followed and that all items are returned.
- Updating, coping, and turning in any files to VU event services as necessary including cash boxes and incomplete contracts.
- Setting up a meeting with ESC club event coordinators at least once before then day of the event to discuss logistics and responsibilities
- Provide feedback forms and assessment to all ESC club programming
- Provide staff assistance to the ESC by:
- Developing the special-group contact information listing for ESC club leaders and maintaining/updating the contact list throughout the year.
- Maintaining facility schedule for weekly and special events, and promoting any events by serving as a communication between clubs and staff
- Receiving, directing guests, presenting tours, and providing orientation service as individual needs necessitate.
- Recommending computer programs and assist with the development of data files
- Serve as a financial information resource for clubs by:
- Serve as Vice Chair on ESC Leadership & Advocacy Force
- Be available to ESC Clubs to assist them with financial matters.
- Work with AS Club Business Director to conduct Fall Quarter seminar for training all ESC Club Budget Authorities
- Assist clubs with ESC Leadership & Advocacy Force funding request development.
- Ensure smooth financial operation of ESC Club Activities and Programming by:
- Coordinate the quarterly ESC Retreats and provide training and programming related to ESC club leaders’ needs
- Coordinate and work closely with the Viking Union Finance Office on fiscally-related procedures and processes for ESC recognized clubs.
- Assist in preparing club carry forward process before each fiscal year.
- Authorize Expenditure Requests, Petty Cash Vouchers, and Transfer of Funds forms, for all AS recognized clubs which meet the policy and procedural rules of the AS Board of Directors.
- Maintain a database of authorized ESC club Budget Authorities and communicate important information and updates as needed
- Be responsible for overseeing allocations and repayment of ESC Steering Committee.
- Working with Catering, PAC Box Office, Reservations, VU Event Services, Custodial, AS Club Hub, AS/VU Finance Office and any other internal office as needed.
||All majors are encouraged to apply.
|| Starting hourly wage of $15.50.
A cover letter and resume are required and should address your experience related to the position responsibilities and the required and preferred qualifications. In your cover letter please also specifically address the following questions:
1. Why are you interested in working for the Associated Students?
2. Why are you interested in working in this position?
3. What specific skills, knowledge, and/or experience (paid and volunteer) do you have that would help you be successful in this position?
4. Will you be available for all mandatory AS Staff Development trainings (this will not conflict with school) including Summer Training on June 22nd, Fall Training between September 7th – 18th, Winter training on Jan 4th, and Spring training on March 29th?
5. What is your schedule of availability for a job interview?
|Closing Date Notes
||Application open until April 10th.