ABOUT THE STUDENTS’ UNION
The Students’ Union (SU) is one of the leading undergraduate student associations in Canada. We are a not-for-profit organization that works to ensure that University of Calgary undergraduate students have the best possible university experience through advocacy, representation, and providing valuable on-campus services and programs. We also manage several businesses within the MacEwan Student Centre including a restaurant and bar, two concert venues, a convenience store, a used bookstore and copy centre, and the MacEwan Conference & Event Centre.
We’re in the business of student leadership, and so SU staff are all teachers in some capacity. We coach, mentor, and work alongside the elected members of our student government to help them develop skills and make good decisions for the organization. As such, the SU is a nimble and leading-edge organization that can pivot quickly to address emerging issues and trends.
The Students’ Union offers all our employees a competitive, market-determined salary. Our benefits, though, tend to exceed the market. These include:
- Five weeks paid vacation, to start
- Unlimited paid sick time
- A six percent RRSP matching program
- Full health and dental benefits plus a health spending account
- A mission-driven culture that values work-life balance, diverse experiences, and kindness
People love working for the Students’ Union because we care about our employees and empower them to thrive and succeed. The result is a very low turnover and a long-serving staff who are passionate about what they do. If you’re tired of being treated like a cog in a machine and want to do something that matters without sacrificing your home life, the Students’ Union might just be the right fit for you.
POSITION SUMMARY
The Coordinator, Student Organizations (CSO) is responsible for the administrative and organizational requirements of Students’ Union-registered clubs. The CSO is a resource provided to students by the Students’ Union. As such, they are responsible for identifying issues and taking appropriate action to ensure that clubs are supported efficiently. At the same time, the CSO is expected to advise the VP Internal on club issues based on their position as primary point of contact between clubs and the SU.
SALARY
For this position, the hiring range is $40,000 to $45,000 and the offered salary will be negotiated based on a candidate’s relative experience. As a not-for-profit organization, it is extremely unlikely that we will be able to offer a successful candidate a salary outside of this range.
KEY RESPONSIBILITIES
- Provide administrative support to the Programs and Services Committee by planning agendas related to club funding, taking minutes, communicating, and instituting committee decisions, processing relevant funding decisions, and tracking related budgets and payments.
- Assist new and existing clubs with general administration related to updating and maintaining ClubHub (the SU’s online community management system), collecting current club information, producing required documentation, and reporting, liaising with other university departments and outside organizations, distributing club mail, approving and processing relevant funding requests, and tracking related budgets and payments.
- Provide information and advice on club and SU operational and governance procedures to various groups and individuals including current and prospective clubs, the Clubs Committee, and the VP Student Life.
- Administer club room bookings in the MacEwan Building, including processing of booking requests via Opera, ensuring that clubs are aware of and adhere to all relevant regulations, processing all complaints regarding club room bookings, and liaising with the MacEwan Conference & Events Centre.
- Maintain risk management and insurance procedures related to on and off-campus club events (e.g., communicates SU policy, creates and collects waivers, requests and collects Certificates of Insurance, and liaises with external insurance providers and relevant SU staff as required).
- Manages the recruitment, hiring, training, supervision, and evaluation of the Student Organizations Assistants.
- Train the Student Support Assistants (SSA) on how to effectively support clubs from the SU main office. Delegate and oversee administrative tasks related to clubs administration to the SSA on a regular basis.
- Coordinate and develop initiatives relating to best practices in governance and organizational transition for clubs as required, including the creation and promotion of relevant materials and events, frontline support in conflicts related to governance and constitutional non-compliance issues, and advising the Clubs Committee on governance issues and policy.
- Plan and coordinate club programs and events such as Clubs Week (fall and winter), ClubHub 101 and 201 (fall and winter), and the Club Awards event.
- Maintain all club communications such as annual updating of the online Clubs Manual, weekly newsletters, pamphlets, and website, and ensuring that any SU policies and operational guidelines that impact clubs are disseminated in a timely fashion.
- Maintain and meet club space requirements (workrooms, lockers, and all other areas of the East and West Clubs Areas), including advising the Clubs Committee on club space processes and procedures, ensuring club access to space, and resolving all issues related to club space.
- Coordinate and administer the disbursement, collection and publishing of information related to annual reporting requirements for clubs.
- Coordinate and administer the Eric Lahoda Memorial SU Clubs Scholarships and Club Awards, including assisting the Clubs Committee with candidate vetting.
- Assist the Director, Student Services with the Executive orientation and other duties as required.
QUALIFICATIONS
- A university degree or a diploma in a related field with 1-2 years of relevant experience. An equivalent combination of education and experience would be considered.
- Previous experience working within a post-secondary educational environment is preferred. A background working with community boards or student groups, as well as project/event planning, or administrative experience would be an asset.
- Strong administrative and technical proficiency to support the daily transactional requirements of clubs, and to manage records, budgets, meetings, and minutes/policies related to the Clubs Committee.
- Exceptional time management and multi-tasking skills to meet daily work deadlines, ongoing club program commitments, and emerging priorities.
- Well-developed written and verbal communication skills to ensure self and others have a clear understanding of plans, activities, issues and other relevant information, and to ensure information is shared in an effective and collaborative manner.
- Demonstrated influencing and mentorship skills to assist elected officials and student staff in achieving positive outcomes.
- Superior interpersonal skills to interact positively and professionally with students from diverse backgrounds as well as members of the SU, University, and external community.
For more information, check out the position description.
HOW TO APPLY
Please send a resume and cover letter to resumes@su.ucalgary.ca. We are accepting applications until October 18, 2024, or until we find the right person. We’re hoping to interview candidates and make a decision in mid October.
STATEMENT ON EMPLOYMENT EQUITY, DIVERSITY, AND INCLUSION
The Students’ Union is committed to ensuring that members of equity-deserving groups, from a broad range of communities, feel empowered to apply for positions within the organization. We strongly encourage qualified candidates from Black, Indigenous, and/or other racialized communities to apply. Qualified candidates who identify as 2Spirit and/or LGBTQIA+ or are otherwise marginalized on the grounds of gender expression, gender identity, and/or sexual orientation are also strongly encouraged to apply.
The Students’ Union welcomes applications from people with disabilities and believes strongly in accessibility in the work we do. Accommodations are available on request for candidates taking part in all aspects of the selection process – please advise us at any point and we will work with you to meet your needs while respecting your privacy as much as possible.
The Students’ Union is grateful to work on the traditional territories of the people of the Treaty 7 region in Southern Alberta, which includes the Blackfoot Confederacy (comprising the Siksika, Piikuni, and Kainai First Nations), the Tsuut’ina First Nation, and the Stoney Nakoda (including the Chiniki, Bearspaw, and Goodstoney First Nations). The City of Calgary is also home to Métis Nation of Alberta, Region III. The University of Calgary is situated on land adjacent to where the Bow River meets the Elbow River, and the traditional Blackfoot name of this place is Moh’kins’tsis, which we now call the City of Calgary. The Students’ Union also recognizes that land acknowledgments are not enough. We need to pursue truth, reconciliation, decolonization, and allyship in an ongoing effort to make right with all our relations.