WUSA Services Support (Spring 2023 – Fall 2023, 2 Terms)

Please note we cannot accommodate students on a co-op term who will be working full-time hours. This is due to coordinators needing to be available regularly during the day to run their operations. If you have any questions, please contact services.support@wusa.ca

Job Title: Coordinator, WUSA Services Support (2 Term Contract – Spring 2023 & Fall 2023)
Department: Waterloo Undergraduate Student Association (WUSA)
Reports To: Services Manager
Jobs Reporting: None
Rate: Hourly Wage under review. Range between $16 and $17.25. Final rate will be confirmed prior to start date
Effective Date: May 1st, 2023
End Date: December 29th, 2023
*Note: This position requires the candidate to work a minimum of 10 hours per week on campus.

Primary Purpose 
Provide administrative support to the Services Manager and support to student leaders in areas of finance, programming, human resources, and evaluation.

Key Accountabilities 
Assist in managing the day-to-day operations of select student-run services working directly with the student coordinators
Assist to create, implement, and maintain all HR and Payroll processes related to coordinator hiring and hourly payment
Maintain and update job descriptions and evaluation procedures for services positions
Act as a resource to services
Ensure services remain compliant to all Waterloo Undergraduate Student Association and UW policies and procedures
Foster relationships with members of both the on and off campus communities
Scan, evaluate and provide a summary of all social media related to the services and flag anything that may require immediate consideration or support
Services’ Programs and Events
Assist in planning, implementing, and evaluating a variety of events related to the student-run services
Compile and maintain a list of online resources for events and programming
Acts as a resource to services when planning events
Collaborate with student coordinators and event leads to evaluate and obtain feedback
Program Management and Administration
Process and compile all end of term reports to share relevant feedback and statistics
Implement termly coordinator and exec feedback surveys
Update training modules in Learn and manage ongoing feedback sessions
Manage Microsoft Teams and facilitate the collaborative environment
Other duties as assigned
Conflict Management
Assist with initial conflicts arising from within the services as well as conflict from outside agencies relating to services to ensure a positive work environment
Financial Management
Assist to ensure student-run services are held accountable for all budgeted revenues and expenditures through timely review of tracking sheets
Track and propose termly budgets, submit annual budget proposals to Services Manager
Process cheque requests and invoices
Create financial reports and summarize for each service
Process all deposits and accounting
Purchase gift cards, items, and other supplies for the student-run services

Required Qualifications  
Recent graduate from a post-secondary institution, or a post-secondary student who is closely approaching graduation
2-3 years of experience working with student groups (or previously a high-level volunteer) is required
Accounting and budget knowledge and experience preferred
Experience working within a post-secondary institution is an asset
Proficient in MS Teams, Zoom, Social Media and MS Office
Able to establish high level of rapport with multiple stakeholders, utilize judgment in presenting issues and suggesting recommended courses of action
Experience implementing successful events, programs and services that serve a diverse audience
Conflict resolution and mediation skills
Experience recruiting, training and motivating volunteers is an asset
Post-secondary education in a relevant field of study, or an equivalent combination of education and experience
Excellent problem solver, facilitator, and consensus builder
Clear, strong, and persuasive written and oral communicator
Ability to work independently, take initiative, develop/collaborate resources, and meet deadlines
Good administrative and time management skills
Up-to-date knowledge and understanding of equity, racialized and/or marginalized groups, diversity education and support services
Cross-cultural awareness and understanding, as well as demonstrated experience building strong interpersonal relationships with a wide and diverse range of individuals; considered an asset

Nature and Scope  
Contacts: The incumbent must be able to create and build relationships with a variety of internal and external resources.
Level of Responsibility: Support student-run services and leadership teams reviewing finances, processes, programs, and events
Decision-Making Authority: The incumbent is responsible for working with student leaders for the coordination and programming of activities, events, and services across a variety of student-run services.
Physical and Sensory Demands: This role involves occasional moderate physical demands and moderate sensory effect resulting in slight fatigue, strain, or risk of injury
Working Environment: This role involves minimal to moderate exposure to psychological risk resulting from unavoidable exposure to hazardous, disagreeable, or uncomfortable environmental conditions. There may be unusual hours and/or tight deadlines beyond one’s control and constant interruptions that are impacted by varying student volunteers at different times of the year. Service coordinators often change from term to term and need constant direction and monitoring. This position requires working some evenings and weekends.

Please submit a resume and cover letter indicating your experience and how you meet the requirements of the role to services.support@wusa.ca with the subject line “Services Support Coordinator Spring 2023 Application” by March 19th, 2023, at 11:59PM EST.