||AS OCE Committee Coordinator 2020-2021
|About the Department
The AS Office of Civic Engagement exists to provide the resources, services, and support necessary to ensure student representation in decisions that impact students at the university, local, state, and federal levels; to promote effective citizenship and civic engagement through services, programs, and collaboration.
|About the Position
The Committee Coordinator position is responsible for coordinating Associated Students and some University committees by facilitating student recruitment, appointment, training, and recognition.
|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 15 hours per week in fall and winter and 14 hours per week in the spring. 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. This position requires 30 hours of work to be completed between mid-August and AS Fall Training, scheduled in coordination with AS Office of Civic Engagement Director.
- 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.
- Basic knowledge of AS and University committee structures.
- Experience with parliamentary procedures.
- Ability to work independently on projects with minimum supervision in an atmosphere of ongoing distractions.
- Experience with MS Excel, MS Word, MS Outlook.
- Self-motivated to seek out information.
- Knowledge of or experience in training or mentoring others.
- Effective organizational and time management skills.
- Ability to work independently and responsibly.
- Demonstrated ability to work collaboratively with people of diverse backgrounds and opinions.
- Ability to work within deadlines and problem solve.
- Ability to communicate in an effective manner that is welcoming to wide variety of people.
- Knowledge or experience with Budget Management.
- Knowledge of department and the position’s responsibilities.
|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 Personnel 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 5-10 hours of unpaid internship as well as providing a 5-10-hour internship to the incoming position holder.
- Developing and maintaining a legacy document as required by the AS Personnel Policy.
|AS Office of Civic Engagement Responsibilities
- Empower and support the Associated Students membership with civic engagement information, activities, and peer education by:
- Maintaining 10 regular posted office hours per week as arranged with the OCE team. Providing unbiased, nonjudgmental, and accurate information and services to students.
- Maintaining up-to-date records and information of on and off campus services in order to provide effective referrals.
- Provide voter education and voter registration information.
- Ensure the smooth, effective operations of the Office of Civic Engagement by:
- Attending weekly OCE staff meetings, office check-ins, and any additional departmental activities.
- Promoting teamwork and collaboration throughout the OCE office.
- Assisting with the coordination of activities, materials, and tabling schedules for all OCE civic engagement events.
- Establishing and maintaining active working relationships with other OCE team members.
- Develop and enhance the teamwork, communication, and effectiveness of the OCE by:
- Planning short- and long-term goals for the OCE with office staff and the OCE Director.
- Continually receiving feedback from participants of events and services.
- Maintaining regular communication with OCE staff outside of meetings.
- Foster working relationships with related campus and community resources by:
- Being aware of and participating in OCE related events.
- Fostering and enhancing working relationships and communication with Western Votes and other civic engagement organizations on campus.
- Recruit members to ensure student perspectives are represented on AS and University Committees by:
- Participating in relevant campus info fairs, including, but not limited to Red Square Info Fair to promote AS and University committees.
- Developing and producing marketing materials for use at events to recruit committee members.
- Reaching out to the student body through such means as tabling, and contacting classes, departments, residence halls, clubs, past committee members, and other campus organizations.
- Coordinating with RHA to promote and obtain required RHA representatives.
- Promoting the committee system as an opportunity for student involvement and advancement.
- Prepare committee appointees for their assignments by:
- Providing on-boarding resources such as providing information on the structure of the AS, parliamentary procedure, etc. as needed.
- Providing ongoing training and support for committee members and chairs as necessary.
- Foster working relationships with committee members/chairs by:
- Establishing the position as a resource to committee members.
- Maintaining ongoing support for committees, committee members and committee chairs and facilitating necessary communication.
- Gauging feedback from members and adjusting processes as necessary.
- Assessing the needs of committees, committee members, and committee chairs.
- Providing recognition to committee members for their accomplishments and contributions.
- Communicating with the AS Executive Board, Student Senate, and committee chairs as needed.
- Meeting quarterly with the AS Board Program Coordinator.
- Ensure smooth administration of the committee process by:
- Processing applications for committee appointments.
- Creating and maintaining a database for tracking committee information and membership.
- Training AS Board members on their role with the committee application process and selection process.
- Contacting applicants not selected and suggesting other committees that are open.
- Contacting selected applicants for committee member appointments and informing them of committee specifics and putting them in contact with committee chairs and/or secretaries.
- Seeking out and changing committee information and updating committee pamphlets, databases, website, and other relevant materials.
- Ensuring AS Board Program Coordinator has necessary information to put committee-related items on the AS Executive Board agenda by the document deadline and attending meeting when able.
||All majors are encouraged to apply.
Starting hourly rate of $15.15.
||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 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.