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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.
- 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.).
- Maintain and update historical records and files related to assigned advisement areas.
- 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.
|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).
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