Commissioner of Clubs

Job Summary

The Clubs Office facilitates the relationship between the AMS and the AMS ratified club community. The Commissioner of Clubs maintains this relationship by overseeing clubs in terms of space management and use, providing grants and bursaries, management of ratification process for existing and new clubs, administration of club databases, policy, and hosting events of benefit to clubs.
The Commissioner of Clubs supervises the Assistant Commissioner of Clubs to ensure the best possible service for all clubs. The Commissioner of Clubs, under the direction of the Vice President (University Affairs), will primarily be responsible to coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly. This position will determine staffing requirements for the administration department and oversee the hiring of staff. This role will also ensure that all employees comply with company policies, procedures, and ethical standards.
Time Commitment, Eligibility and Remuneration

Full-time, 12-month term from May 1-April 30  
Upon being hired, all incoming managerial staff are required to complete Transition Training with the corresponding outgoing employee, as well as conduct interviews for their respective staff. These activities both take place in March and April. The Transition Training will require approximately 20 hours. Time required to interview staff is estimated to be 5 hours. Please note that these are estimates to be used as a guide only for scheduling purposes.  
Incoming employees will be paid at Ontario Minimum Wage (plus 4 vacation pay) for hours scheduled and worked for Transition Training and interviewing   
All full-time AMS staff must be enrolled in at least 3.0 credit units in both the Fall and Winter semesters both at the time that they apply and for the duration of their term and have paid the full slate of AMS mandatory fees including the AMS Membership Fee.  

Competencies

Accountability
Communication
Decision Making
Professionalism
Time Management
Problem Solving
Performance Management

Responsibilities

Oversee the long-term development of the Clubs Office and its offerings for clubs
Chair AMS Club Ratification & Re-Ratification Committees with the Vice President (University Affairs) and Assistant Commissioner of Clubs
Act as a resource to AMS ratified clubs regarding budgeting and financial operations, as well as conduct financial audits
Chair AMS Clubs Grants and Space Allocation Committee
Maintain and update an Clubs website and an electronic database of all Clubs files
Final approval of Clubs Office's social media and marketing
Develop a departmental goal plan which will serve as the framework for the annual budget prepared in collaboration with the accounting department and approved by the Vice President (University Affairs)
Monitor actual results against the approved budget in the organization accounting system (Business Central) each month, to track performance
Complete a thorough transition process with the incoming manager that includes one on one meetings and a transition manual
Plan and facilitate clubs recruitment events
Maintain consistent communication with all relevant stakeholders, responding to e-mails in a timely manner
Attend and fully participate in all in person and virtual meetings
Plan and oversee the training of staff and volunteers during the end of summer/September
Oversee the administration of the AMS Clubs awards
Handle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigations
Evaluate policies and procedures and provide recommendations for changes to improve efficiency
Oversee the hiring of staff
Translate strategic goals into practical actions
Establish and maintain regular office hours throughout the year
Ensure that employees adhere to all health and safety regulations
Maintain a calm demeanor during periods of high volume or unusual events to keep the commission operating to our level of standards, and to set a positive example for your team
Complete Harassment, Discrimination and Violence Advisor training through the AMS Human Resources Office and Queen's Human Rights Office and act as a resource to AMS staff and volunteers
Ensure employees have clear goals and are aware of expectations
Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly
Administer disciplinary action in accordance with established procedures
Ensure that all employees comply with company policies, procedures, and ethical standards
Ensure all student concerns are addressed and handled professionally, resulting in a positive resolution
Provide informal feedback and coaching to staff on an ongoing basis
Complete additional tasks as delegated by the Vice President (University Affairs)

Job Requirements

Ability to plan, organize, develop, implement, and interpret goals, objectives, and procedures
Ability to identify measures of performance and actions needed to improve or correct performance
Ability to initiate and model positive change
Demonstrated project management skills
Ability to delegate, set expectations, and monitor progress of all direct reports
Ability to identify issues and implement creative and strategic solutions to overcome problems
Ability to remain calm and poised in urgent situations

Work Conditions

Working in an office environment
Attendance and conducting of presentations
Interaction with employees, management, and the public at large
Operation of desktop computer and peripherals

 

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