Applications for Associate Vice-President Positions

Applications for
Associate Vice-President Positions
The Engineering Students’ Society is currently seeking motivated individuals for many positions
in our organization for the 2015-2016 academic year. Associate Vice-President positions
provide an excellent opportunity 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 fi you will be
on 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 cover letter and resume to the Engineering Students’
Society either in hardcopy to the ESS office or through the following Google Form
http://tinyurl.com/Apply1516 (preferred, must be signed in with @ualberta.ca
account). This information will be kept strictly confidential.
3. Applications will be short-listed by a nominating committee. Ranked applicants will be
asked for a personal or telephone interview.
4. All applicants will be notified via e-mail whether they were accepted or not.
5. 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:
Applications can be delivered to the ESS office or submitted to cro@ess.ualberta.ca.
You may apply for multiple positions. Applicants selected for multiple positions will be given
the choice whether they want to hold all positions or just one.
Checklist:
 Have you asked questions about the position to get more information?
 Have you attached a cover letter?
 Have you attached your resume?
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Associate Vice-Presidents
Associate Vice-Presidents (AVPs) are the middle managers of the Engineering Students’
Society. Each AVP is in charge of a Division of the Society with a particular role. The AVP is
responsible for managing the coordinators within their Division so that projects are completed on
time and on budget. The AVP then reports the activities of their Division to their supervising
Vice-President. The Vice-President also serves as a resource for the AVP.
Expectations:
- fulfill duties as outlined for each position
- hold two office hours per week in the ESS office
- chair regular meetings of coordinators and provide support for their projects
- compile written reports
Qualifications:
- previous volunteer experience, particularly in managing other volunteers
- ability to work in a team
- strong verbal and written communication skills
- dedication to serving fellow students
Currently Available Positions
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AVP Career Fair
AVP First Year Relations
AVP Sponsorship
AVP Events Fall/Winter
AVP Health and Wellness
AVP Academic
AVP Mentorship
AVP IT
AVP Outreach
AVP Operations
AVP Publications
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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: vp.external@ess.ualberta.ca
AVP
Career Fair
Reports to: VP External
Oversees Coordinators:
 Career Fair
Division’s The Career Fair Division exists to:
Responsibilities:
 Organize the Engineering Career Fair
o Promote CF to Engineering Companies
o Register Companies to Attend CF
o Send out CF Packages to companies
o Book Solarium
o Book Rental booths
o Market the CF to Students
AVP’s Specific Role: The AVP Industry Relations is responsible for:
 Managing the Career Fair division
 Providing regular updates to the VP External
 Holding 2 office hours per week
AVP
First Year Relations
Reports to: VP External
Oversees Coordinators:
 Transfer Students
 Faculty St. Jean
Division’s The First Year Relations Division exists to:
Responsibilities:
 Chair meetings, organize elections for First Year Engineering
Club
 Facilitate mentorship and training between ESS and FYEC
 Coordinate communications with schools with a UofA
Engineering transfer program
 Liaise with students attending faculty St. Jean first year
program
 Communicate and represent needs of Qualifying Year 2
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AVP’s Specific Role:
AVP
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students
Advertise and promote ESS events, services and resources to
Qual 2 students
Managing the First Year Division
Providing regular updates to the VP External
Holding 2 office hours per week
Sponsorship
Reports to: VP External
Oversees Coordinators:
 Handbook
Division’s The Sponsorship Division exists to:
Responsibilities:
 Create a sponsorship package for the ESS activities and
services including but not limited to the following:
o Spring Formal
o UAEC
o Department of Services
o Sponsorship for Engineering Students’ Activity Fund
(ESAF)
 Participate in each semester’s ESAF committee
meetings
 Build and maintain relations with industry
 For large events coordinate the involvement of the sponsor
in the event when necessary
 Seek alternative sources of funding through grants or other
partnerships
 Publish handbook for engineering students
AVP’s Specific Role: The AVP Industry Relations is responsible for:
 Providing regular updates to the VP External
 Holding 2 office hours per week
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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:
vp.studentservices@ess.ualberta.ca
AVP
Events
Reports to: VP Student Life
Oversees Coordinators:
 Carnival
 Country Crusade
 Head Shave
 U of A Engineering Competition
 National Engineering & Geosciences Month
 Spring Formal
 Pi Throw
 Awards
Division’s The Events Division exists to:
Responsibilities:
 Assist coordinators in planning, marketing & running ESS events
o Act as a guide, motivator and resource to the event
coordinators. The coordinators should take on the majority
of the work in planning and executing events.
 Ensure event planning is happening well in advance of the events
 Work with VP SL to complete pre-event risk assessments to
identify and mitigate the hazards involved with events
 Work with the VP SL to obtain appropriate liability insurance and
waivers for events
 Sponsorship from non-industry companies to support events
o Bar & Beer Sponsorship
 Work with discipline club VP Socials (or Equivalent)
o Make sure clubs are working with the existing ESS Bar &
Beer Sponsorship
o Communicate between the clubs to avoid double booking
events
AVP’s Specific Role: The AVP Events is responsible for:
 Managing the Events division
 Providing regular updates to the VP Student Life
 Holding 2 office hours per week
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Department of Student Services
The Department of Student Services is managed by the VP Services. The VPS 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:
vp.external@ess.ualberta.ca or vp.internal@ess.ualberta.ca
AVP
Health and Wellness
Reports to: VP Services
Oversees Coordinators:
 Sports
 Mental Health
Division’s The Health and Wellness Division exists to:
Responsibilities:
 Create and promote health and wellness activities for
engineering students geared towards mental, emotional, and
physical health.
 Liaise with existing services and groups on campus to bring
alternative, healthy options to ETLC/NREF
 Coordinate with other AVPs to encourage healthy options for
ESS events (food, activities, etc)
AVP’s Specific Role: The AVP Health and Wellness is responsible for:
 Managing the Health and Wellness division
 Providing regular updates to the VP Services
 Holding 2 office hours per week
AVP
Academic
Reports to: VP Services
Oversees Coordinators:
 Academic Events
 Tutoring
Division’s The Academic Division exists to:
Responsibilities:
 Administer the Engineering Undergraduate Equipment Fund
(EUEF is the fund which provides money for undergraduate lab
equipment. All applications for the monies in the fund are
created by the student discipline clubs, giving students
autonomy in how their money is spent. The EUEF is supported
by a $25 / student / semester fee and an endowment fund)
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Administer the applications, create and chair the committee,
in adherence with the ESS’ EUEF Bylaws to evaluate the
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applications
 Relations with Math and Applied Science Centre (MASC)
o Maintain a good relationship with MASC
 Participate in the USSC
o Bring academic concerns to Undergraduate Student Staff
Committee
 Raise awareness of academic issues to students
o Work with the AVP Outreach to bring these issues to the
public
 Sit on relevant faculty academic committees/boards
 Provide academic services for students and promote existing
on-campus resources to students
AVP’s Specific Role: The AVP Academic is responsible for:
 Managing the Academic division
 Providing regular updates to the VP Services
 Holding 2 office hours per week
AVP
Mentorship
Reports to: VP Services
Oversees Coordinators:
 First Year
 Co-op
Division’s The Mentorship Division exists to:
Responsibilities:
 Recruit senior and first year students to participate in the
First Year Mentorship Program
 Match mentors/mentees
 Organize events between mentors/mentees and ensure
good operation of the mentorship program
 Liaise with Co-op department, EEC and Faculty to
provide mentorship opportunities between senior students
and industry
AVP’s Specific Role:
The AVP Mentorship is responsible for:
 Managing the Mentorship division
 Providing regular updates to the VP Services
 Holding 2 office hours per week
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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, email: vp.internal@ess.ualberta.ca
AVP
Information & Technology (IT)
Reports to: VP Internal
Oversees Coordinators:
 Website
 Scholarship Bank
Division’s The IT Division exists to:
Responsibilities:
 Maintain the ESS computers & related equipment
 Maintain the ESS mailing aliases and mailing lists
 Maintain and improve quality of ESS website
AVP’s Specific Role: The AVP IT is responsible for:
 Managing the IT division
 Providing regular updates to the VP Internal
 Holding 2 office hours per week
AVP
Outreach
Reports to: VP Internal
Oversees Coordinators:
 Marketing and Advertising (M & A)
 Communications
 Graphic Design
 Social Media
 Memories
Division’s The Outreach Division exists to:
Responsibilities:
 Communicate between the ESS and the general student
body
 Ensure a consistent and professional image of the ESS,
specifically in the branding of the society
 Oversee the creation of unique advertising campaigns for
ESS events and services through coordination with AVP
Events, Marketing and Advertising Coordinators and
more
 Work with the rest of the ESS executive to ensure the
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AVP’s Specific Role:
AVP
general student body is up to date with upcoming events
Work closely with the engineering clubs to help make
sure students are aware of ESS activities
Advertise events via classroom announcements,
postering, printing materials
Collect feedback from students regarding effectiveness of
ESS services, events and media
The AVP Outreach is responsible for:
 Managing the Outreach division
 Providing regular updates to the VP Internal
 Holding 2 office hours per week
Operations
Reports to: VP Internal
Oversees Coordinators:
 Merchandise
 Green Spaces
 Summer Office
 Volunteers
Division’s The Operations Division exists to:
Responsibilities:
 Ensure the creation and/or maintenance, timely procurement
and delivery, and quality of ESS Merchandise:
o Merchandise (The ESS has a variety of merchandise that
is ordered and either given away or sold to students. This
includes but is not limited to: stickers, bandannas, mugs,
glasses, belt buckle, jackets, t-shirts, etc.)
 Maintain the stock of Engineering Paper. This includes picking
the semester’s special color.
 Order and maintain stock of supplies for the ESS
 Complete weekly inventory and cash out of the front office in
conjunction with the VP Finance
 Create the schedule for the ESS Front Office and ensure the
volunteers are properly trained
AVP’s Specific Role: The AVP Operations is responsible for:
 Managing the Operations division
 Providing regular updates to the VP Internal
 Holding 2 office hours per week
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AVP
Publications
Reports to: VP Internal
Oversees Coordinators:
 Jr. Editors
Division’s The Publications Division exists to:
Responsibilities:
 Act as the Chief Editor for The Bridge. (Currently, the Bridge
is the ESS paper newsletter that is published monthly. In years
past, The Bridge was a full-sized, weekly newspaper published
by the ESS.)
 Compile articles, comics, pictures etc. for The Bridge
 Encourage engineering students (both those ESS involved with
the ESS and other students-at-large) to write articles, comics,
pictures, etc. for The Bridge
 Work with the rest of the ESS executives to ensure ESS related
content is included, where and when appropriate, in The Bridge
 Maintain relations with printing companies on and off campus
for printing The Bridge
 Work with printing companies to have The Bridge printed and
delivered
 Distribute The Bridge to engineering students
AVP’s Specific Role: The AVP Publications is responsible for:
 Managing the Publications division
 Providing regular updates to the VP Internal
 Holding 2 office hours per week
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