Program Assistant C - Volunteer and Event Management

at  McGill University

Please refer to the
How to Apply for a Job (for External Candidates)
job aid for instructions on how to apply.
If you are an active McGill employee (ie: currently in an active contract or position at McGill University), do not apply through this Career Site. Login to your McGill Workday account and apply to this posting using the Find Jobs report (type Find Jobs in the search bar).

POSITION SUMMARY

Under the supervision of the Associate Director - Student Involvement, this exciting position offers the opportunity to take a pivotal role in shaping in-person orientation and other activities offered by CL&E by organizing, recruiting, training, and managing volunteers. CL&E’s vibrant programming for orientation between August 14 and August 30 is made possible thanks to a dedicated team of volunteers. As the Volunteer and Event Management Assistant, you will be at the forefront of this energetic environment, responsible for recruiting, onboarding, training, and supporting our enthusiastic volunteers.
Throughout the summer, you will be instrumental in organizing and preparing for a range of activities, from logistical support to crafting promotional materials. Dive into the action by organizing engaging tabling events, creating eye-catching promotion materials, and ensuring we have all the necessary supplies and equipment ready for each event. Additionally, you’ll play a crucial role in the on-site setup and takedown for various physically active activities, keeping the excitement going from start to finish. This is a hands-on, on-site position where you’ll need to be fully available from August 5 to August 30, with the possibility of working outside regular office hours.
As the Volunteer and Event Management Assistant, you’ll work closely with the Associate Director - New Student Experience, administrative staff, and Frosh Development/Support specialists to ensure a seamless and unforgettable orientation experience. Not only will you be an integral part of our team, but you’ll also have the opportunity to create a lasting impact. By maintaining a log of lessons learned and offering recommendations for improvement in volunteer management practices, you’ll shape the future of our year-round programming. Join us in this dynamic role where each day brings new challenges and rewards, all while making a real difference in our community.

OTHER QUALIFYING SKILLS AND/OR ABILITIES

• Must be physically strong; able to lift and carry weights up to 20 pounds
• Must be adaptable and flexible to suit the diverse duties and variable schedules.
• Be organized and efficient with your time
• Excellent oral communication skills
• Strong people skills
• Punctual, excellent customer care and professional
• Autonomous, disciplined, motivated, reliable
• Able to quickly adjust plans and excellent problem solver
• Excellent knowledge of Microsoft Suite (Word, Excel, Outlook, PowerPoint)

EDUCATION & EXPERIENCE

• Currently registered as a full-time student in any degree program at McGill University
• Will be a returning full-time student in Fall 2024
• Work Study qualified, preferred
• Spoken French, an asset
• Knowledge of French and English: McGill University is an English-language university where day-to-day duties may require English communication both verbally and in writing. The level of English required for this position has been assessed at a level 4 - Fluent (spoken) and 3 Advanced (written) on a scale of 0-4.

Duties include, but are not limited to, the following:

• Recruit and onboard orientation volunteers with the dedicated support of the CL&E staff.
• Finalize training materials for the team of volunteers involved in orientation.
• In the month leading up to the Discover McGill service fair, establish teams and assign shifts for in-person orientation activities. Create schedules tailored to volunteers’ interests and skills, ensuring clarity on tabling objectives and providing necessary materials.
• During the main events, monitor volunteers’ attendance and adjust assignments as needed to address immediate needs.
• Maintain accurate tracking of volunteer hours to ensure recognition for their valuable contributions.
• Collaborate with CL&E staff to compile and prepare materials for all events and orientation activities, including assembling Frosh fanny packs.
• Coordinate engaging activities and contribute to sponsorship efforts to enhance the orientation experience.
• Assist in managing inventory of incoming orientation supplies and deliveries, as well as post-orientation inventory tasks.
• Facilitate distribution of orientation supplies to locations at both downtown and Macdonald campuses.
• Support the distribution of materials such as t-shirts and fanny packs to volunteer leaders and staff.
• Contribute to the preparation of signage and execution of floor plans, working alongside volunteers and staff.
• Compile valuable insights and recommendations on work processes and tools used before, during, and after orientation to enhance overall effectiveness.
• Offer assistance to the Campus Life & Engagement team as needed, ensuring seamless coordination and execution of events and activities.