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Commissioner of Clubs
2 weeks ago
The Alma Mater Society (AMS) is the oldest student association in Canada and has been a central student organization at Queen's since its founding in Today, the AMS acts as a service, advocacy, and governing body on behalf of all students enrolled in AMS-affiliated programs at Queen's University.The AMS is a not-for-profit entity created by the Society to ensure its continuing financial viability by overseeing the management of its services and associated financial affairs. It is bound by the By-laws and corporate philosophy of our Mission and Operating statements as set out in the AMS Constitution. In addition to providing wage-based service staff positions for students wanting employment, the AMS seeks to support the Society's broader objectives through the provisioning of a high quality, relevant range of student funded services, that provide a wide range of employment opportunities and meaningful out-of-classroom learning and skill acquisition experiences for students.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 RemunerationFull-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. CompetenciesAccountabilityCommunicationDecision MakingProfessionalismTime ManagementProblem SolvingPerformance Management ResponsibilitiesOversee the long-term development of the Clubs Office and its offerings for clubsChair AMS Club Ratification & Re-Ratification Committees with the Vice President (University Affairs) and Assistant Commissioner of ClubsAct as a resource to AMS ratified clubs regarding budgeting and financial operations, as well as conduct financial auditsChair AMS Clubs Grants and Space Allocation CommitteeMaintain and update an Clubs website and an electronic database of all Clubs filesFinal approval of Clubs Office's social media and marketingDevelop 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 performanceComplete a thorough transition process with the incoming manager that includes one on one meetings and a transition manualPlan and facilitate clubs recruitment eventsMaintain consistent communication with all relevant stakeholders, responding to e-mails in a timely mannerAttend and fully participate in all in person and virtual meetingsPlan and oversee the training of staff and volunteers during the end of summer/SeptemberOversee the administration of the AMS Clubs awardsHandle employee complaints and incidents, including conflict resolution, accidents, health and safety concerns, work refusals, and investigationsEvaluate policies and procedures and provide recommendations for changes to improve efficiencyOversee the hiring of staffTranslate strategic goals into practical actionsEstablish and maintain regular office hours throughout the yearEnsure that employees adhere to all health and safety regulationsMaintain 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 teamComplete 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 volunteersEnsure employees have clear goals and are aware of expectationsCoordinate activities by scheduling work assignments, setting priorities, and delegating work accordinglyAdminister disciplinary action in accordance with established proceduresEnsure that all employees comply with company policies, procedures, and ethical standardsEnsure all student concerns are addressed and handled professionally, resulting in a positive resolutionProvide informal feedback and coaching to staff on an ongoing basisComplete additional tasks as delegated by the Vice President (University Affairs) Job RequirementsAbility to plan, organize, develop, implement, and interpret goals, objectives, and proceduresAbility to identify measures of performance and actions needed to improve or correct performanceAbility to initiate and model positive changeDemonstrated project management skillsAbility to delegate, set expectations, and monitor progress of all direct reportsAbility to identify issues and implement creative and strategic solutions to overcome problemsAbility to remain calm and poised in urgent situations Work ConditionsWorking in an office environmentAttendance and conducting of presentationsInteraction with employees, management, and the public at largeOperation of desktop computer and peripherals The AMS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of age, race, religion, colour, disability, sex, sexual orientation, or national origin.
