Applications for Associate Vice-President Positions
Transcription
Applications for Associate Vice-President Positions
Applications for Associate Vice-President Positions The Engineering Students’ Society is currently seeking motivated individuals for many positions in our organization for the 2015-2016 academic year. Associate Vice-President positions provide an excellent opportunity for students to get involved in a large range of positions. The positions are for May 1st 2015 – April 30th 2016. It is possible to split the position fi you will be on co-op term. If you don’t have anyone in mind with whom you would like to split the position the ESS Executives may be able to help you find someone to take the other term. Currently available positions are listed on the second page. Application Process 1. Read through the accompanying positions and their descriptions, and ask questions to find out more information about the positions. 2. Submit this application form plus a cover letter and resume to the Engineering Students’ Society either in hardcopy to the ESS office or through the following Google Form http://tinyurl.com/Apply1516 (preferred, must be signed in with @ualberta.ca account). This information will be kept strictly confidential. 3. Applications will be short-listed by a nominating committee. Ranked applicants will be asked for a personal or telephone interview. 4. All applicants will be notified via e-mail whether they were accepted or not. 5. Deadline for application is Monday, March 30th 2015, and may be subject to extension. (Please hand applications in before 4:00 pm). Name: E-mail address: Telephone number: Position(s) sought: Applications can be delivered to the ESS office or submitted to [email protected]. You may apply for multiple positions. Applicants selected for multiple positions will be given the choice whether they want to hold all positions or just one. Checklist: Have you asked questions about the position to get more information? Have you attached a cover letter? Have you attached your resume? 1 Associate Vice-Presidents Associate Vice-Presidents (AVPs) are the middle managers of the Engineering Students’ Society. Each AVP is in charge of a Division of the Society with a particular role. The AVP is responsible for managing the coordinators within their Division so that projects are completed on time and on budget. The AVP then reports the activities of their Division to their supervising Vice-President. The Vice-President also serves as a resource for the AVP. Expectations: - fulfill duties as outlined for each position - hold two office hours per week in the ESS office - chair regular meetings of coordinators and provide support for their projects - compile written reports Qualifications: - previous volunteer experience, particularly in managing other volunteers - ability to work in a team - strong verbal and written communication skills - dedication to serving fellow students Currently Available Positions AVP Career Fair AVP First Year Relations AVP Sponsorship AVP Events Fall/Winter AVP Health and Wellness AVP Academic AVP Mentorship AVP IT AVP Outreach AVP Operations AVP Publications 2 3 Department of External Relations The Department of External Relations is managed by the VP External. The VP External provides direction for the department, and support to the AVPs and Coordinators in the execution of their responsibilities. The AVPs have significant autonomy in the management of their divisions. For more information about the positions in the Department of External Relations, e-mail: [email protected] AVP Career Fair Reports to: VP External Oversees Coordinators: Career Fair Division’s The Career Fair Division exists to: Responsibilities: Organize the Engineering Career Fair o Promote CF to Engineering Companies o Register Companies to Attend CF o Send out CF Packages to companies o Book Solarium o Book Rental booths o Market the CF to Students AVP’s Specific Role: The AVP Industry Relations is responsible for: Managing the Career Fair division Providing regular updates to the VP External Holding 2 office hours per week AVP First Year Relations Reports to: VP External Oversees Coordinators: Transfer Students Faculty St. Jean Division’s The First Year Relations Division exists to: Responsibilities: Chair meetings, organize elections for First Year Engineering Club Facilitate mentorship and training between ESS and FYEC Coordinate communications with schools with a UofA Engineering transfer program Liaise with students attending faculty St. Jean first year program Communicate and represent needs of Qualifying Year 2 4 AVP’s Specific Role: AVP students Advertise and promote ESS events, services and resources to Qual 2 students Managing the First Year Division Providing regular updates to the VP External Holding 2 office hours per week Sponsorship Reports to: VP External Oversees Coordinators: Handbook Division’s The Sponsorship Division exists to: Responsibilities: Create a sponsorship package for the ESS activities and services including but not limited to the following: o Spring Formal o UAEC o Department of Services o Sponsorship for Engineering Students’ Activity Fund (ESAF) Participate in each semester’s ESAF committee meetings Build and maintain relations with industry For large events coordinate the involvement of the sponsor in the event when necessary Seek alternative sources of funding through grants or other partnerships Publish handbook for engineering students AVP’s Specific Role: The AVP Industry Relations is responsible for: Providing regular updates to the VP External Holding 2 office hours per week 5 Department of Student Life The Department of Student Life is managed by the VP Student Life. The VP SL provides direction for the department, and support to the AVPs and Coordinators in the execution of their responsibilities. The AVPs have significant autonomy in the management of their divisions. For more information about the positions in the Department of Student Life, e-mail: [email protected] AVP Events Reports to: VP Student Life Oversees Coordinators: Carnival Country Crusade Head Shave U of A Engineering Competition National Engineering & Geosciences Month Spring Formal Pi Throw Awards Division’s The Events Division exists to: Responsibilities: Assist coordinators in planning, marketing & running ESS events o Act as a guide, motivator and resource to the event coordinators. The coordinators should take on the majority of the work in planning and executing events. Ensure event planning is happening well in advance of the events Work with VP SL to complete pre-event risk assessments to identify and mitigate the hazards involved with events Work with the VP SL to obtain appropriate liability insurance and waivers for events Sponsorship from non-industry companies to support events o Bar & Beer Sponsorship Work with discipline club VP Socials (or Equivalent) o Make sure clubs are working with the existing ESS Bar & Beer Sponsorship o Communicate between the clubs to avoid double booking events AVP’s Specific Role: The AVP Events is responsible for: Managing the Events division Providing regular updates to the VP Student Life Holding 2 office hours per week 6 Department of Student Services The Department of Student Services is managed by the VP Services. The VPS provides direction for the department, and support to the AVPs and Coordinators in the execution of their responsibilities. The AVPs have significant autonomy in the management of their divisions. For more information about the positions in the Department of Student Life, e-mail: [email protected] or [email protected] AVP Health and Wellness Reports to: VP Services Oversees Coordinators: Sports Mental Health Division’s The Health and Wellness Division exists to: Responsibilities: Create and promote health and wellness activities for engineering students geared towards mental, emotional, and physical health. Liaise with existing services and groups on campus to bring alternative, healthy options to ETLC/NREF Coordinate with other AVPs to encourage healthy options for ESS events (food, activities, etc) AVP’s Specific Role: The AVP Health and Wellness is responsible for: Managing the Health and Wellness division Providing regular updates to the VP Services Holding 2 office hours per week AVP Academic Reports to: VP Services Oversees Coordinators: Academic Events Tutoring Division’s The Academic Division exists to: Responsibilities: Administer the Engineering Undergraduate Equipment Fund (EUEF is the fund which provides money for undergraduate lab equipment. All applications for the monies in the fund are created by the student discipline clubs, giving students autonomy in how their money is spent. The EUEF is supported by a $25 / student / semester fee and an endowment fund) Administer the applications, create and chair the committee, in adherence with the ESS’ EUEF Bylaws to evaluate the 7 applications Relations with Math and Applied Science Centre (MASC) o Maintain a good relationship with MASC Participate in the USSC o Bring academic concerns to Undergraduate Student Staff Committee Raise awareness of academic issues to students o Work with the AVP Outreach to bring these issues to the public Sit on relevant faculty academic committees/boards Provide academic services for students and promote existing on-campus resources to students AVP’s Specific Role: The AVP Academic is responsible for: Managing the Academic division Providing regular updates to the VP Services Holding 2 office hours per week AVP Mentorship Reports to: VP Services Oversees Coordinators: First Year Co-op Division’s The Mentorship Division exists to: Responsibilities: Recruit senior and first year students to participate in the First Year Mentorship Program Match mentors/mentees Organize events between mentors/mentees and ensure good operation of the mentorship program Liaise with Co-op department, EEC and Faculty to provide mentorship opportunities between senior students and industry AVP’s Specific Role: The AVP Mentorship is responsible for: Managing the Mentorship division Providing regular updates to the VP Services Holding 2 office hours per week 8 Department of Internal Affairs The Department of Internal Affairs is managed by the VP Internal. The VP Internal provides direction for the department, and support to the AVPs and Coordinators in the execution of their responsibilities. The AVPs have significant autonomy in the management of their divisions. For more information about the positions in the Department of Internal Affairs, email: [email protected] AVP Information & Technology (IT) Reports to: VP Internal Oversees Coordinators: Website Scholarship Bank Division’s The IT Division exists to: Responsibilities: Maintain the ESS computers & related equipment Maintain the ESS mailing aliases and mailing lists Maintain and improve quality of ESS website AVP’s Specific Role: The AVP IT is responsible for: Managing the IT division Providing regular updates to the VP Internal Holding 2 office hours per week AVP Outreach Reports to: VP Internal Oversees Coordinators: Marketing and Advertising (M & A) Communications Graphic Design Social Media Memories Division’s The Outreach Division exists to: Responsibilities: Communicate between the ESS and the general student body Ensure a consistent and professional image of the ESS, specifically in the branding of the society Oversee the creation of unique advertising campaigns for ESS events and services through coordination with AVP Events, Marketing and Advertising Coordinators and more Work with the rest of the ESS executive to ensure the 9 AVP’s Specific Role: AVP general student body is up to date with upcoming events Work closely with the engineering clubs to help make sure students are aware of ESS activities Advertise events via classroom announcements, postering, printing materials Collect feedback from students regarding effectiveness of ESS services, events and media The AVP Outreach is responsible for: Managing the Outreach division Providing regular updates to the VP Internal Holding 2 office hours per week Operations Reports to: VP Internal Oversees Coordinators: Merchandise Green Spaces Summer Office Volunteers Division’s The Operations Division exists to: Responsibilities: Ensure the creation and/or maintenance, timely procurement and delivery, and quality of ESS Merchandise: o Merchandise (The ESS has a variety of merchandise that is ordered and either given away or sold to students. This includes but is not limited to: stickers, bandannas, mugs, glasses, belt buckle, jackets, t-shirts, etc.) Maintain the stock of Engineering Paper. This includes picking the semester’s special color. Order and maintain stock of supplies for the ESS Complete weekly inventory and cash out of the front office in conjunction with the VP Finance Create the schedule for the ESS Front Office and ensure the volunteers are properly trained AVP’s Specific Role: The AVP Operations is responsible for: Managing the Operations division Providing regular updates to the VP Internal Holding 2 office hours per week 10 AVP Publications Reports to: VP Internal Oversees Coordinators: Jr. Editors Division’s The Publications Division exists to: Responsibilities: Act as the Chief Editor for The Bridge. (Currently, the Bridge is the ESS paper newsletter that is published monthly. In years past, The Bridge was a full-sized, weekly newspaper published by the ESS.) Compile articles, comics, pictures etc. for The Bridge Encourage engineering students (both those ESS involved with the ESS and other students-at-large) to write articles, comics, pictures, etc. for The Bridge Work with the rest of the ESS executives to ensure ESS related content is included, where and when appropriate, in The Bridge Maintain relations with printing companies on and off campus for printing The Bridge Work with printing companies to have The Bridge printed and delivered Distribute The Bridge to engineering students AVP’s Specific Role: The AVP Publications is responsible for: Managing the Publications division Providing regular updates to the VP Internal Holding 2 office hours per week 11