Application for
Coordinator Positions
The Engineering Students’ Society is currently seeking motivated individuals for many positions in
our organization for the 2015-2016 academic year. Coordinator positions provide excellent
opportunities 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 if you will be on a 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 resume to the Engineering Students’ Society in hardcopy
OR through the following Google Form http://tinyurl.com/Apply1516 (preferred, must be
signed in with @ualberta.ca account)
3. All applicants will be notified via e-mail.
4. 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:
Application packages can be delivered to the ESS office.
You may apply for multiple positions. Applicants selected for multiple positions will be given the
choice whether they want to hold those positions or just one of them.
Checklist:
 Have you asked questions about the position to get more information?
 Have you attached your resume and cover letter?
ESS Coordinators
Coordinators are the most important positions in the Engineering Students’ Society. They are the
people that are directly in contact with engineering students through the various events and services
offered by the ESS. Coordinators belong to a Division that is headed by an Associate Vice-President
to whom they report their activities. The Associate Vice-President also serves as a resource for the
Coordinator.
Expectations:
 fulfill duties as outlined for each position
 compile short written reports to supervising Associate Vice-President on a regular basis
Qualifications:
 creativity and flexibility
 willingness to learn
 ability to work in a team
 dedication to serving fellow students
Currently Available Positions
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Executive Assistant
Career Fair
Transfer Students Liaison
Faculty St. Jean Liaison
Handbook
Professional Development
Carnival
Country Crusade
Head Shave
UAEC
NEGM
Spring Formal
Pi Throw
Awards
Sports
Mental Health
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Academic Events
Tutoring
First Year Mentorship Program
Coop Liaison
Website
Scholarship Bank
Marketing and Advertising
Communications
Graphic Design
Social Media
Memories
Merchandise
Green Spaces
Summer Office
Volunteers
Jr. Editors (for the Bridge)
Office of the Chairman of the Board of Directors
For more information about this position, e-mail: [email protected]
Executive Assistant
Reports to: Chairman of the Board of Directors
Coordinator’s
 Assist chair by compiling agenda, minutes, other documents
Responsibilities:
 E-mail reminders to BOD members about respective duties
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]
Career Fair Coordinators
Reports to: AVP Career Fair
Coordinator’s
 Assist the AVP Career Fair in organizing the Engineering
Responsibilities:
Career Fair. This could include cold calls to companies,
recruiting and organizing volunteers, and a variety of other
tasks.
Transfer Student Liaison
Reports to: AVP First Year Relations
Coordinator’s
 Coordinate communications with schools with a UofA
Responsibilities:
Engineering transfer program
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Send info to prospective transfer students
Arrange tours with students from transfer schools
Faculty St. Jean Liaison
Reports to: AVP First Year Relations
Coordinator’s
 This position is for a first year student studying at Faculty
Responsibilities:
St. Jean, or a student who has studied engineering there in
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the past
Aims to increase communication with students at Fac and
keep them involved with main campus
Handbook Coordinators
Reports to: AVP Sponsorship
Coordinator’s
 Publish handbook for engineering students
Responsibilities:
 Compile and edit content
Professional Development Coordinator
Reports to: VP External Relations
Coordinator’s
 Liaise with APEGA in order to organize APEGA Tech
Responsibilities:
Mixers
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Organize Soft Skill Seminars
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]
Carnival Coordinators
Reports to: AVP Events
Coordinator’s
 Organize the fall Carnival and welcome back events hosted
Responsibilities:
by the ESS
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Recruit and liaise with Clubs and Project Groups to
participate
Country Crusade Coordinators
Reports to: AVP Events
Coordinator’s
 Organize fall and winter country crusades
Responsibilities:
 Attend Alcohol Awareness training
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Recruit volunteers for sober monitors, selling tickets
Head Shave Coordinators
Reports to: AVP Events
Coordinator’s
 Organize the Engineering Head Shave to raise funds for the
Responsibilities:
Alberta Cancer Foundation
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Liaise with the Alberta Cancer Foundation
University of Alberta Engineering Competition
(UAEC) Coordinator
Reports to: AVP Events
Coordinator’s
 Organize UAEC, to be held during the month of November
Responsibilities:
o e.g. volunteers, registration forms, advertising,
competitions
National Engineering and Geosciences Month (NEGM)
Coordinators
Reports to: AVP Events
Coordinator’s
 Represent engineering students at meeting of the NEGM
Responsibilities:
Committee
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Organize events for National Engineering and Geosciences
Month
Recruit volunteers to assist in the planning of NEGM
Liaise with APEGA, Faculty of Engineering
Work with AVP Sponsorship to find sponsors and
incorporate them into the events
Spring Formal Coordinators
Reports to: AVP Events
Coordinator’s
 Organize and promote the Spring Formal banquet
Responsibilities:
 Work with AVP Sponsorship to find sponsors and
incorporate them into the event
Pi Throw Coordinators
Reports to: AVP Events
Coordinator’s
 Coordinate Pi Throw to raise funds for Habitat for Humanity
Responsibilities:
 Liaise with Habitat for Humanity
Awards Coordinator
Reports to: AVP Events
Coordinator’s
 Advertise for Golden Geer nominations
Responsibilities:
 Chair Golden Geer selection committee
Department of Student Services
The Department of Student Services is managed by the VP Services. The VP S 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]
Sports Coordinator
Reports to: AVP Health and Wellness
Coordinator’s
 Promote and organize intramural sports for engineering
Responsibilities:
students through Campus Rec
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Coordinate with the engineering club sports reps
Host ESS sport events
Mental Health Coordinator
Reports to: AVP Health and Wellness
Coordinator’s
 Deliver mental health awareness and events to students by
Responsibilities:
connecting with existing organizations, student groups, and
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services on campus
Coordinate with University Wellness Services to bring
Unwind Your Mind style events to ETLC/NREF
Liaise with student groups, departments and faculties to
bring special talks or conversation cafes for engineering
students (examples: The Landing, Department of Women
and Gender Studies, Faculty of Native Studies, etc)
Academic Events Coordinator
Reports to: AVP Academic
Coordinator’s
 Create new academic events for students and coordinate
Responsibilities:
them
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Recruit volunteers to help run the events
Tutoring Coordinator
Reports to: AVP Academic
Coordinator’s
 Develop a first year tutoring program
Responsibilities:
 Recruit Senior Students for tutors
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Create a tutoring schedule for volunteers
First Year Mentorship Coordinator
Reports to: AVP Mentorship
Coordinator’s
 Recruit Senior Students to act as mentors for first year
Responsibilities:
students
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Promote the program to first year students
Create a schedule for mentors and participants
Coop Coordinator
Reports to: AVP Mentorship
Coordinator’s
 Sit on the Coop advisory board
Responsibilities:
 Work with the Coop department to coordinate services
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, e-mail:
[email protected]
Website Coordinator
Reports to: AVP IT
Coordinator’s
 Maintain ESS website, keep content current
Responsibilities:
Scholarship Bank Coordinator
Reports to: AVP IT
Coordinator’s
 Research scholarships available to students at the University
Responsibilities:
of Alberta
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Maintain the list and ensure all links are up to date
Promote the list to students
Marketing and Advertising Coordinator (M & A)
Reports to: AVP Outreach
Coordinator’s
 Work together with the event coordinators, create and
Responsibilities:
execute unique advertising campaigns for ESS events &
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services throughout the year.
Ensure a consistent and professional image of the ESS,
specifically in the branding of the society.
Communications Coordinator
Reports to: AVP Outreach
Coordinator’s
 Compile the weekly EnggLink (EnggLink is the weekly eResponsibilities:
mail newsletter sent to all undergraduate engineering
students) listings for submission
o Receiving EnggLink Requests
o Emailing the compiled EnggLink to all Engineering
Students
Graphic Design Coordinators
Reports to: AVP Outreach
Coordinator’s
 Create graphics and posters for ESS events
Responsibilities:
 Help develop publications and brochures
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Assist in the ongoing effort to maintain the ESS brand
Social Media Coordinator
Reports to: AVP Outreach
Coordinator’s
 Manage the ESS social networking sites (Twitter, Facebook,
Responsibilities:
LinkedIn)
o Ensure posts follow ESS written guidelines
o Continuously update the usage guidelines
o Keep tabs on those who have access to said sites
Memories Coordinator
Reports to: AVP Outreach
Coordinator’s
 Take photographs and video footage of ESS and university
Responsibilities:
events
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Maintain filing system of photographs
Create videos/compilations of footage with video editing
software
Merchandise Coordinator
Reports to: AVP Operations
Coordinator’s
 Sell and maintain stock of ESS and Faculty merchandise
Responsibilities:
 Develop new, quality merchandise students like
Green Spaces Coordinator
Reports to: AVP Operations
Coordinator’s
 Align the ESS and all its operations and events with the
Responsibilities:
Green Spaces initiative on Campus
Summer Office Coordinator
Reports to: AVP Operations
Coordinator’s
 Recruit volunteers to maintain operation of the ESS office in
Responsibilities:
the summer
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Develop office hour schedules, and enforce them
Work to keep the office clean
Volunteer Coordinator
Reports to: AVP Operations
Coordinator’s
 Recruit volunteers to assist with various ESS events
Responsibilities:
 Act as a liaison between the ESS and all general volunteers
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Work with the VP SL to arrange ProServe and Event
Organizer training for volunteers
Jr. Editors of the Bridge
Reports to: AVP Publications
Coordinator’s
 Assist in the creation and compilation of content for The
Responsibilities:
Bridge
Office of Elections
For more information about this position, e-mail: [email protected]
Chief Returning Officer
Reports to: Board of Directors
Coordinator’s
 Organize, promote, schedule the ESS elections in
Responsibilities:
accordance with the Election Code
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Coordinate with club electoral officers to prevent conflict
Provide a detailed year-end report about the elections to
BOD
Deputy Returning Officer
Reports to: Chief Returning Officer
Coordinator’s
 Assist CRO in ESS elections
Responsibilities:
Applications for the Office of Elections will open in September