Member Services Coordinator

6 months ago

Burnaby, Canada Simon Fraser Student Society Full time

Internal/External
Member Services Coordinator - Student Group Events
(Temporary, Full-time)

The Simon Fraser Student Society (SFSS) is a not-for-profit organization that represents all Undergraduate Students at Simon Fraser University (SFU). The SFSS provides our members with a broad range of advocacy work, services, and events. The vision of the SFSS is realized through our support of students to reach their full potential
- by providing resources and services that represent, connect and benefit our membership.

**Working Relationship**: This position works collaboratively with Member Services Coordinators for Clubs, Student Unions, and Events, and reports to the President and the Operations Organizer; supervises Member Services Administrative Assistants; works with all other Society Staff.

This is a temporary, full-time (35 hours/week) permanent position and is included in the Canadian Union of Public Employees (CUPE) Local 3338-5 at a wage rate of $34.50 per hour with additional benefits as defined in the Collective Agreement.

**Core Duties**: The Member Services Coordinator - Student Group Events shares the following duties with all Member Services Coordinators.

1. Reception & Navigation
- Ensure that effective support is provided and available for external members and internal Student Centre staff
- Provide relevant, up-to-date and accurate information regarding SFSS services, processes, policies and general events to members
- Efficiently determine member needs and refer them to the appropriate on campus resources

2. Administration
- Administer general member services programming Process and provide additional support in member servicing areas including room bookings, equipment bookings, locker rentals, catering and permit requests, and Facilities Services bookings
- Monitor SFSS spaces for appropriate usage
- Process invoices and cheque requisitions
- Manage internal accounts for student groups
- Supervise Member Services Administrative Assistants and Building Assistants
- Other related duties at the request of the President and Operations Organizer

3. Club & Student Union
- Support Systems Process Review:

- Develop, monitor, evaluate and adjust processes and systems related to clubs and student unions
- Online Content:

- Assist and monitor in the development and delivery of online resources to help clubs student unions and other approved student groups
- Other Tasks:

- Maintain a strong working relationship with the Executive Committee members of the department student unions and clubs
- Assist department student unions and clubs with the coordination of projects, programs, services and other events that are of benefit to the membership and ensure that the goals and interests of the Society are upheld
- Review and approve grants to assist department student unions and clubs with their activities
- Attend meetings with student unions and clubs upon request or as directed

4. Event Support & Planning
- Work collaboratively with the SFSS and its members, including clubs, student unions, constituency groups and other student groups, to identify and develop new events or stage existing events that will improve the social, academic, and financial and/or health and well-being conditions of undergraduate students
- Oversee off-campus event requests, review and approve events based on grant requests, resource requirements, or contract agreements.
- Ensure that event plans are completed and shared with the applicable event committee or, in the absence of a committee, with the Executive Committee and Council
- Act as the SFSS contact person during event implementation
- Liaise with representatives from SFU, SFSS and external vendors to ensure that venues and equipment are secured, food, beverage and other amenities are arranged and all necessary agreements are in place
- Ensure that appropriate volunteer and/or staff support is in place to stage the event and have received appropriate training and support
- Secure the necessary permits, licenses, approvals, certificates of insurance to stage the event
- Will be responsible for creating post-event debriefs to be shared with the President, Operations Organizer and/or Facilities Manager, as well as all other necessary parties

5. Other Duties
- Attend weekly MECS production meetings - following up on booking /event issues that are brought up
- Smaller meeting run-throughs with MECS
- Certificates of Insurance (liaising with Aon)
- Waiver Forms
- Temporary Food Permits (Liaising with groups/Fraser Health when applicable)
- Venue booking contracts (e.g. hotel contracts)
- Security requests (SFU Security or external security)
- Special Event Permits and Liquor Licenses
- Emergency /Risk Mitigation plans - work with clubs/student unions to develop one for their event (based on location and activities)
- Arrange for sexual assault training for overnight events
- Referring students to resources for renting equipment externally/internally
- Having meetings/appo

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