Student Activities Advisor

Western Washington University in Washington

Deadline Open until filled
Date Posted July 28, 2014
Type Administrative
Salary 38000.00-40,000.00
Employment Type Full-time



Please see complete posting and apply at: https://jobs.wwu.edu/JobPosting.aspx?JPID=5417 
Student Activities Advisor
About the Position: The Student Activities Advisor is responsible for providing advisement and professional expertise to assigned  programmatic offices within Student Activities as well as student-initiated clubs that provide experiential learning opportunities for students and programming for the campus community.  This position provides advising and  support for a broad range of organizations in order to provide quality programs and to enhance campus  community, student leadership development, and the educational value of the student involvement experience.   Advising broadly includes counseling, educating, and supporting both individual students and groups of students.
About the College/Department:The Dean of Students administrative unit is comprised of Student Activities, the Viking Union Facilities, and the Office of Student Life.  The unit provides services and support in a diverse range of functions to support individual student development and student organizational leadership opportunities.
 
The Student Activities department provides management and advisement services for the Associated Students governance, programming, personnel and organizational activities; and the administration of policies governing student and campus activities.  
Position Responsibilities:
 
Club Advisement and Support:
  • Provide general advising and leadership to student clubs and  organizations recognized by the AS Activities Council in order to ensure a quality experience for club members and leaders.  This includes working with students that want to start new clubs to provide  advisement about the recognition process as well as actively outreaching to renewing clubs.  Under the  general supervision of the Coordinator of Student Activities, provide specific advisement in areas such  as event planning, budgeting, recruiting and retaining club members, travel, campus and community  resources, risk management, fundraising, policies and procedures, publicity, group development and  other areas specific to the needs of individual clubs.  Demonstrate, in all interactions with clubs and  club students, an active commitment to diversity and inclusion as well as to programming that  addresses the diverse needs of WWU students.  Actively represent the club system within the  department and maintain an awareness of emerging and ongoing issues related to student  organizations.  Provide on-site advisement at events as warranted by program needs.  
Program Advisement:   
  • Serve as primary Advisor for AS Productions, which includes the following  offices: ASP Director, Films, Underground Coffeehouse Concert Series, Viking Union Gallery, Pop  Music, Special Events, Marketing & Assessment, and Logistics and Volunteering.  The position  advises student program offices to ensure quality programming and experiential learning opportunities for student employees by providing training, resources and advisement on event planning and  implementation, contract negotiation with artists and agents, risk management, assessment, contract  processes, publicity, policies and procedures, budget management, event evaluation, and personnel  matters.  Advise the AS search committees for each of the AS Productions positions.  Provide on-site  advisement as warranted by program needs.  Maintain an awareness of resources and trends in  entertainment and educational programming.  Provides advisement to other AS Program offices as  assigned.  
Leadership Development and Training:
  • Under the general supervision of the Coordinator of Student  Activities, design and implement opportunities for student employees and club members to further their leadership development.  Enhance student employee training and development by providing individual  training and consultation on office specific needs and group training on topics of pertinence to all AS  Productions staff. This includes working with the AS Productions Director on developing training  materials and planning and implementing the beginning of the year AS Productions training and on- going training with individual staff and at staff meetings.  In conjunction with the Coordinator of Student  Activities, plan and implement beginning of the year training for the student employees in the AS Club  Activities Office.  Enhance student club and organization development by providing training and support  to students in such areas as leadership development, program planning, budgeting, university policies  and procedures, conflict resolution, goal setting, time management, recruitment & retention of  members, communication skills, effective meeting facilitation, and other related topics. Delivery  methods may include individual consultation with students, workshops, conferences, print materials,  on-line resources, and other formats determined to be effective in reaching students. Demonstrate, in  all leadership development and training programs, an active commitment to diversity and inclusion as  well as to programming that addresses the diverse needs of WWU students.  Participate in the  development of learning outcomes and program goals for the department.  
Fiscal/Budgeting:
  • Oversee the 7 AS Productions budgets, work with employees to plan their events  within their allocated and estimated self-generated budget resources and advise student employees in the development of annual budget proposals.  Serve as a fiscal resource for clubs, having access to the  campus financial system (Banner/Millennium) to be able to troubleshoot complex issues that may  arise.  Coordinate with the AS Business Office to ensure that timely access to account information is  provided to club leaders. Meet with clubs that are submitting funding requests to the AS Activities  Council to help them develop their budgets and estimate revenue.   Execute benefit settlements to  facilitate the post-event accounting and pay-out of fundraisers benefitting non-profit organizations. Serve  as budget authority for the Summer Program budget.  Provide education and training to ensure  compliance with financial policies and guidelines of the Associated Students and Western Washington  University.  Serve as a liaison with the Viking Union Finance Office on fiscal matters for programs and  organizations.   
Event Planning:
  • Provide advisement for, and ensure the quality of, several annual events, which have traditionally included but are not limited to: the AS Club Kickoff (fall quarter), AS Club Connect (fall  quarter leadership development event), the AS Club Showcase (winter quarter), the annual AS Club  Awards event (late spring), and AS Club Kickback (spring quarter reflection and transitions event).   Organize and implement the Summer Noon Concert Series.  Coordination of the summer concert  series includes researching and contracting with performers, developing a promotional campaign,  arranging for set-up and technical needs, and on-site implementation of events.  The position will  coordinate or produce other activities and events as developed and assigned to further departmental  goals and objectives.   
Business Process Administration:
  • Serve as an Umbrella Administrator in the organization management tool subscribed to by the AS (OrgSync).  This involves several functions some of which include,  processing requests for club renewal, updating online forms and files, exporting and compiling data  from the system and archiving that data systematically, and serving as a resource to staff and students  who have questions about the system or its features.  Support student organization travel by assisting  individuals and groups with meeting all requirements set forth by the State of WA and WWU for official  and safe travel, including driver training and the processing of approval forms.  Maintain a log of all  upcoming AS Club travel to ensure approval deadlines and financial needs are met.  In conjunction with  the Coordinator of Student Activities, assist clubs with the proper use of copyrighted material, primarily  film showings, which involves proactively helping to determine when an activity is within fair use  guidelines or when the purchase of licensing must occur.
Contract Administration:
  • Provide training to student employees and club leaders on the process of  negotiating contracts with external organizations, agencies, and individuals.  Oversee and organize the preparation of contracts consistent with University and AS guidelines, manage the flow of contracts for  assigned areas, and maintain regular communication with the Viking Union Finance Office about the  status of contracts.
Risk Management:
  • Assure a safe experience for employees, volunteers, and program participants  through an active program of risk analysis and management.  The position maintains an awareness of legal and risk management issues affecting student activities programming. Facilitate vehicle safety  training for club members by enrolling students into an online course and monitoring their completion of  the requirements.
Promotion:
  • Formulate, in conjunction with student staff in the Club Activities Office, club outreach and promotion efforts to encourage student organization involvement by developing a promotion plan that includes print and on- line materials as well as outreach activities. Ensure effective management and updating of the student  organization directory and website.  Advise AS Productions and clubs in the development and implementation of  effective outreach and promotion strategies.
Diversity/Cultural Competency:
  • Engage in professional development opportunities that support the development  of competence and effectiveness in the areas of inclusion, diversity, multicultural and cross-cultural proficiency,  and other related topics.  Carry out responsibilities in support of an inclusive environment for staff and students,  the development of cultural competency skills, and the delivery of programs that support the diversity objective of  the campus community.
Assessment & Planning:
  • The Student Activities Advisor maintains an awareness of programming trends and  other information that may impact student activities programming.  The position evaluates current programs and  assesses future needs, contributes to the development of learning outcomes for assigned advisement areas, and  makes recommendations to improve quality and meet organizational objectives.
Department Responsibility:
  • The position assumes the delegated responsibilities of the Coordinator of Student Activities in the absence of the Coordinator of Student Activities.
Policy Knowledge, Interpretation and Development:
  • Maintain thorough knowledge of AS, university, and state  policies and procedures as they relate to student activities.  Assist in the development of departmental policies  and procedures.
Facilities Awareness:
  • Maintain an awareness of the characteristics and capabilities of all campus programming  facilities and equipment in order to effectively advise students about options for their events and activities.
Campus Connections:
  • Build working relationships with other campus departments/colleagues related to  program objectives or needs (for example, Campus Community Coalition, Residence Life, Student Life  Leadership Development Specialist, appropriate faculty members, etc.).
Historical Records:
  • Maintain and update historical records and files related to assigned advisement areas.
General:
  • Serve on departmental, division, and university committees.  Participate and engage in regular staff  meetings, contributing to strong internal communications and information sharing.
Perform other duties as  assigned.
Required Qualifications:
  • Masters Degree in Student Affairs Administration or closely related field
  • Advising Student Groups:  Experience advising student leaders, programs, clubs and organizations
  • A minimum of 1 year of experience working in student activities, student affairs, or related field
  • Event Planning:  Knowledge of and experience in planning, advising and coordinating events and activities
  • Communication:  Demonstrated ability to communicate effectively and professionally, including written,  interpersonal, and public speaking skills.  Demonstrated ability to interact effectively with a diverse student  population in a positive and empowering manner
  • Budget Management:  Knowledge of and experience in budget development and management
  • Organizational Skills:  Demonstrated organizational and time management skills, with an ability to manage  multiple tasks in a dynamic work environment
  • Diversity/Cultural Competency:  Ability to work successfully with a diverse student body and staff and possess a  strong commitment to creating an inclusive environment for staff and students, the delivery of programs that  support the diversity objective of the campus community, and the development of cultural competency skills
  • Technology:  Experience using and learning new software technology and using social media
  • Ability to work weekend and evening hours is necessary as many organization meetings and events occur during  these times
Preferred Qualifications:
  • Two years of full time professional experience working in student activities
  • Student Leadership/Student Development:  Knowledge of student leadership and student development theory  and their applications in practice
  • Training:  Knowledge of and experience in developing and presenting training programs for student leaders  and/or  employees
  • Risk Management: Previous experience assessing and mitigating risk in a campus activities setting
  • Supervision: Experience supervising others and the ability to train students in effective supervision
  • Knowledge of current resources and trends in student activities, educational and entertainment programming
  • Skills and experience in assessment of programs, services and student learning
  • Ability to work collaboratively with students, staff, and faculty
  • Demonstrated ability to work independently, be resourceful and take initiative.
Academic Emphasis:N/A
Job Location: Western Washington Unversity
Salary: Depending on qualifications and experience; excellent benefit package. 
Bargaining Union: Not applicable
Application Instructions and Requested Documents:Applications must be submitted online via the Universitys Electronic Application System for Employment (EASE) at www.wwu.edu/jobs. You will need to be using Internet Explorer to fully utilize the online application system.   
 
Please include (1) a cover letter addressing the required and preferred qualifications, (2) a resume, and (3) contact information for three professional references.  
Other Information:Follow Western Employment on Facebook and WWUEmployment on  Twitter 
Job Posted: 7/24/2014
Closing Date Notes: Application review begins August 18, 2014; position is open until filled
Recruitment #: 140437
Western Washington University (WWU) is an equal opportunity and affirmative action employer committed to assembling a diverse, broadly trained faculty and staff. Women, minorities, people with disabilities and veterans are strongly encouraged to apply. In compliance with applicable laws and in furtherance of its commitment to fostering an environment that welcomes and embraces diversity, WWU does not discriminate on the basis of race, color, creed, religion, national origin, sex, disability, age, veteran status, sexual orientation, gender identity or expression, marital status or genetic information in its programs or activities, including employment, admissions, and educational programs. See WWU's Policy on Providing Equal Opportunity and Nondiscrimination. EO/AA inquiries may be directed to the Vice Provost for Equal Opportunity and Employment Diversity, Title IX Coordinator, Equal Opportunity Office, Western Washington University, Old Main 345 (MS 9021), 516 High Street, Bellingham, WA 98225; 360.650.3307 (voice) or 711 (Washington Relay); EOO.

WWU is committed to providing reasonable accommodations to qualified individuals with disabilities upon request. To request this document in an alternate format or to request an accommodation, please contact Human Resources Disability Services, 360.650.3774 or 711 (Washington Relay).

All new employees must comply with the immunization policy and show employment eligibility verification as required by the U.S. Citizen and Immigration Service before beginning work at WWU. A thorough background check will be conducted on all new hires.

How To Apply

You can apply for this position online at https://jobs.wwu.edu/JobPosting.aspx?JPID=5417