Centre for New Students Orientation Facilitator 2015 Period of Employment: (See Below for Specific Dates) Winter Semester, part-time Spring/Summer Semester, full-time First Week of September, overtime Remainder of September, part-time Mandatory Training: Saturday, December 6th, 2014 (Afternoon) Saturday, January 10th, 2015 (Full Day) Compensation: Varying; see below for specifics Reporting to: Coordinator, Transition Programs Preamble The Centre for New Students (CNS), a unit in the Department of Student Life, provides support to undergraduate students in their first year at the University of Guelph in order to help ease the personal and academic transitions to university life. The Orientation Facilitators (OF) support the planning and implementation of Orientation Week in a manner that is consistent with the Mission and Objectives as set out by our Advisory Committee. They will act as a team and will share responsibility for all aspects of creating and implementing Orientation Week 2015, including: communication, volunteer management, event planning and support, creating a response protocol for urgent situations, continual improvement, logistical preparation, academic transition, inclusion of diversity, and partnering with student organizations. Before You Apply Please ensure:  You meet the academic requirements listed in this posting  You are available to work on the dates listed under “Time Commitments”  You have fully read and understand this document  You meet the semester completion requirement listed in this posting Qualifications Knowledge  Robust knowledge of campus resources  A solid understanding of the first year experience  Understanding of, and sensitivity toward, diversity-related issues  Awareness of the objectives of Orientation Week   Ability to differentiate Primary and Accredited Student Organizations, Special Status Groups, and University Departments Understanding of experiential learning and application in leadership or student staff roles Areas of Experience  Strong academic standing with completion of at least two years (four semesters) of an undergraduate degree  Leadership roles that emphasize helping relationships  Demonstrated success in both small-scale and large-scale event planning  Thorough knowledge of and direct experience with Orientation Week  Managing projects that require balancing the needs of multiple stakeholders and team members  Recruiting, training, supporting and motivating volunteers  Building positive, collaborative relationships with groups that support students from diverse backgrounds  Demonstrating leadership abilities among students from racialized backgrounds or international students and the ability to advocate for the needs of under-represented populations on campus Skills         Verbal and written communication skills, emphasis in active listening Demonstrated initiative, self-motivation and enthusiasm Self-reflective, patient and empathic Ability to creatively solve problems Interpersonal, conflict management and group process skills Problem-solving skills, administrative abilities and high level of professionalism. Graphic design and/or proofreading skills Facility in the use of social networking as a marketing and communication tool (e.g. Facebook, Instagram, Vine, Twitter, and YouTube) Time Commitments & Remuneration Time Period Weekly Commitment January 5 – April 16 Approx. 10 hours/week Maximum Hours for Period 120 hours May 11 – September 4 September 5 - 13 September 14 – October 7 Approx. 35 hours/week Approx. 60 hours/week Approx. 10 hours/week 574 hours 60 hours 30 hours Remuneration $12/hour + 4% vacation pay Combined salary of $7608 $12/hour + 4% vacation pay Notes: 1. Number of hours per week is an approximation, particularly while working part-time and in relation to Orientation Week. 2. Training, planning/debriefing meetings, OV Selection, program implementation and clean-up result in an uneven distribution of hours. 3. Orientation Facilitators are expected to take four unpaid days off in August to offset overtime hours during Orientation Week. 4. Must be available on January 30th and 31st for OV Team Leader Selection 5. Must be available in the evenings on March 19th, 20th, 21st, 22nd, 23rd for OV Selection 6. Must be available on March 28th for ROL/OVF/Team Leader Winter Training Responsibilities The responsibilities of the Orientation Facilitators include, but are not limited to, the following tasks: Shared Responsibilities, Ongoing 1. Commitment to learning in all areas of responsibility. Attend all training sessions required by the Centre for New Students. 2. Remain flexible and adaptable to time demands that occur outside of normal business hours, including being available some evenings and weekends. 3. Maintain regular office hours during the full-time employment period in the summer, as well as regularly scheduled hours during the spring and fall part-time periods as approved by the Coordinator, Transition Programs. 4. Provide day-to-day support to the other members of the Orientation Team. 5. Attend regularly scheduled meetings with the Coordinator, Transition Programs and provide regular and systematic feedback. 6. Participate in the Orientation review process and submit a portfolio-specific review and transition report by the last contracted day in September. 7. Facilitate transition seminars for incoming students. 8. Other duties as assigned. 9. Check-in with the Coordinator before initiating contact on behalf of CNS with any senior admin, and copy the appropriate staff on all communications. Winter 2015 1. Meet with Primary and Accredited Student Organizations, Special Status Groups and relevant University departments to assist their inclusion in Orientation Week. 2. Promote applications to the Innovation Fund. 3. Assist the CNS Peer Helpers with Orientation Volunteer Recruitment. 4. Participate in promotion of other events and programming offered by CNS. 5. Develop and implement Orientation Week Event Planner training. 6. Assist in developing plans to implement changes suggested in the assessment of previous Orientation Weeks. Summer 2015 1. Assist in the coordination of the event proposal review process, including shared responsibility with all O-Team members to ensure proposals are appropriately assessed, the events database is maintained and updated regularly, and that revisions are made as required. 2. Assist with coordinating the rental, delivery and pick-up of all equipment needed for Orientation Week, liaising with campus groups to take advantage of collaborative and cost sharing opportunities. 3. Participate in supervising and coordinating the duties of Orientation Volunteers during Orientation Week. 4. Assist with developing the Orientation Guide and summer mailings to new students. 5. Assist in the planning and training for Move-in day. 6. Participate in all student staff training as prescribed by the Coordinator, Transition Programs. 7. Work collaboratively and in a supportive fashion with all Orientation Team members to accomplish the goals, and complete all tasks associated with the central coordination of the week. 8. Participate in event planner training and provide support to event planners throughout the winter and summer semesters. 9. Assist in developing strategies to gather feedback from new students and stakeholders about their experience with Orientation Week. 10. Engage in developing programming initiatives that facilitate incoming students’ transition to the academic environment of the University. 11. Help to identify opportunities for collaborative and campus wide programming initiatives. 12. Assist with the development and maintenance of a communication plan for the Orientation website, Facebook Page, YouTube, Flickr and Twitter accounts. 13. Assist with Summer Orientation Programs. 14. Participate in the development contingency plans for Orientation Week (i.e. in the event of unfavourable weather, emergencies or other unavoidable challenges) and assist with the implementation of such plans as directed by the Coordinator, Transition Programs. 15. Ensure all expenses relating to Orientation Week that are to be paid by CNS are approved by the Centre for New Students according to prescribed procedures. Documentation (i.e. quotes, invoices and receipts) must be formally submitted immediately upon receipt. Fall 2015 1. Fully participate in the implementation of Orientation Week. 2. Assist in the clean-up and storage of all Orientation Week resources. 3. Assist the Coordinator, Transition Programs with debriefing Orientation Week stakeholders. 4. Create and submit an Orientation Week Report. Other Information Applicants must be enrolled as a student at the University of Guelph at the time of their application, and may not be on the executive of any Primary Student Organization in the Fall Semester of 2015. Time off must be negotiated in advance with the Coordinator, Transition Programs and will be approved based on the operational demands of the Centre for New Students. Time sheets (payroll) for September will not be processed until final reports, debriefing and clean-up activities have been fully completed and any keys or CNS equipment returned. Once approved, a final lump sum payment will be issued. The process for selection is competitive and academic performance may be considered. By applying for this position you give permission for staff of the Centre for New Students to check your grades. A cumulative average of 70% or higher is normally required for this position. Any students falling below this average may choose to provide additional information in writing about how extenuating circumstances may have affected their prior academic performance with their initial application. Consideration may be granted on the basis of evidence that the applicant is in a position to be a strong academic role model. How to Apply Please submit resume and cover letter to: Rosanna Beattie Coordinator, Transition Programs Centre for New Students, Student Life [email protected] Deadline to apply: Wednesday, November 12th, 2014 @4:30pm Please note that this job description is subject to change.