Clubs Support Officer

Edith Cowan University Student Guild; Perth; On-site; AUD 54,000 - 66,000; Full time

Benefits offered by this job

3% employer superannuation

15 days Personal/Carer’s Leave

2 Wellness Days

Flexi-time

TOIL

Inclusive team environment

Job summary

Edith Cowan University Student Guild is seeking a Clubs Support Officer to coordinate the day-to-day administration of the affiliated clubs program and support club committees. You will help clubs navigate Guild processes, maintain records and ensure governance and compliance.

You will liaise with Guild staff and external stakeholders, develop resources, and support onboarding, transitions and training for club executives to enable vibrant student clubs to flourish.

Qualifications

• Experience in administration, governance, stakeholder engagement or community development.
• Strong written and verbal communication skills.
• Excellent organisation and recordkeeping skills.
• Ability to interpret and apply policies, procedures and compliance requirements.
• Ability to coordinate multiple priorities and meet deadlines.
• Experience using Microsoft 365 applications.

Responsibilities

• Coordinate and administer all club affiliation applications.
• Assess affiliation applications for completeness and compliance.
• Review constitutions and supporting documentation.
• Prepare reports and recommendations regarding affiliation applications.
• Maintain the Register of Affiliates and accurate club records.
• Monitor compliance with Guild affiliation requirements and follow up.
• Coordinate event and activity approvals and risk assessments.
• Administer club grants and monitor acquittals and reporting.

Job description

$60,359 Pro Rated Salary (Actual Salary)

Help us support vibrant, well-run and successful student clubs

The ECU Student Guild is seeking an organised, approachable and proactive Clubs Support Officer to support our affiliated student clubs and the students who lead them.

This is a varied role combining administration, student and stakeholder engagement, governance, events, compliance, grants and practical support. You’ll be the primary operational point of contact for affiliated clubs, helping club committees navigate Guild processes, meet their responsibilities and bring their activities and ideas to life.

If you're someone who enjoys working with people, creating order from complex processes and helping others achieve great outcomes, this could be the role for you.

About the role

Working within the Guild's Operations area and reporting to the Operations Manager, you will coordinate and support the day-to-day administration of the Guild's affiliated clubs program.

Your responsibilities will include:

Coordinating club affiliation applications and maintaining club records.

Supporting clubs with governance, reporting and compliance requirements.

Assisting club committees to understand and navigate Guild policies and processes.

Coordinating event and activity approval processes and associated risk requirements.

Administering club grant applications and monitoring acquittal and reporting requirements.

Supporting club onboarding, training and committee transitions.

Developing guidance materials, templates and online resources for clubs.

Monitoring outstanding reporting and compliance matters and following these up with clubs.

Liaising with Guild staff, Guild Senate, ECU Schools and other University and external stakeholders.

Preparing reports and recommendations for Guild governance bodies and operational management.

About you

We're looking for someone who can balance good administration with great people skills.

You will bring:

Experience in administration, governance, stakeholder engagement, community development or a related area.

Strong written and verbal communication skills.

Excellent organisation and recordkeeping skills.

The ability to interpret and apply policies, procedures and compliance requirements.

Confidence coordinating multiple priorities and meeting deadlines.

Experience preparing reports, recommendations or similar written material.

Strong relationship-building skills and the ability to work effectively with a diverse range of people.

The ability to work both independently and collaboratively as part of a team.

A genuine commitment to student engagement, equity and inclusion.

A relevant qualification in areas such as business, governance, community development, project management, event management, education or not-for-profit management would be beneficial. An equivalent combination of relevant experience, education and training will also be considered.

Experience within higher education, student organisations, clubs or associations, community organisations or the not-for-profit sector would be highly regarded, as would experience in volunteer management, club administration, governance, compliance or Work Health and Safety.

Why join the ECU Student Guild?

This is an opportunity to take on a newly established role where you can make a real contribution to the student experience.

You'll work across a diverse community of student-led clubs and have the opportunity to help strengthen the systems, resources and support that enable clubs to operate successfully.

The role is particularly well suited to someone who enjoys helping people while improving the processes behind the scenes.

Position Description

Club Affiliation and Administration

Coordinate and administer all club affiliation applications.

Assess affiliation applications for completeness and compliance with Guild requirements.

Review constitutions and supporting documentation.

Prepare reports and recommendations regarding affiliation applications.

Maintain the Register of Affiliates.

Maintain accurate records relating to affiliated clubs.

Club Compliance and Governance

Monitor compliance with Guild affiliation requirements.

Follow up outstanding reports and compliance matters.

Maintain club compliance registers and records.

Prepare compliance reports for Senate and Operational Management.

Assist with investigations and reviews relating to club governance matters.

Support implementation of affiliation policies and procedures.

Event and Activity Administration

Coordinate event and activity approval processes.

Assess event applications for completeness and compliance.

Ensure risk assessments are completed where required.

Liaise with relevant Guild staff regarding event requirements.

Coordinate approvals involving Guild and University stakeholders.

Monitor event approval timeframes and requirements.

Risk Management and WHS Support

Support the implementation of Guild risk management requirements relating to clubs.

Identify activities requiring additional review or escalation.

Monitor compliance with risk assessment requirements.

Maintain records relating to incidents, hazards and risk management activities.

Assist in developing guidance materials relating to Work Health and Safety requirements.

Grants Administration

Coordinate club grant applications.

Prepare administrative recommendations.

Monitor grant acquittals and reporting requirements.

Maintain funding and expenditure records relating to clubs.

Training and Club Development

Coordinate onboarding of club executives and committee members.

Deliver or facilitate club committee training.

Develop and maintain guidance documents, templates and online resources.

Promote good governance, compliance and risk management practices.

Support club leadership transitions.

REPORTING RELATIONSHIPS

Responsible to:

Operations Manager

Regular contact with:

Guild Senate

Events & Marketing Team

Guild Advisory Service

University Schools and Academic Staff

Affiliated Clubs

External Stakeholders

REQUIREMENTS OF THE ROLE

Qualifications

Relevant qualification in business, governance, community development, project management, event management, education, not-for-profit management or related discipline; or

An equivalent combination of relevant experience, education and training.

Demonstrated experience in administrative, governance, stakeholder engagement or community development roles.

Strong written and verbal communication skills.

Experience preparing reports and recommendations.

Ability to interpret and apply policies, procedures and compliance requirements.

Demonstrated ability to develop positive stakeholder relationships.

Ability to coordinate multiple competing priorities and meet deadlines.

Strong organisational and recordkeeping skills.

Experience using Microsoft 365 applications.

Ability to work independently and as part of a team.

Commitment to student engagement, equity and inclusion.

Experience working within a higher education, student organisation or not-for-profit environment.

Understanding of governance and compliance frameworks.

Knowledge of Work Health and Safety principles.

Current C Class Driver's Licence.

What We Offer

Additional 3% employer superannuation contribution above the Superannuation Guarantee.

15 days Personal/Carer's Leave per year.

2 Wellness Days annually.

Flexi-time and TOIL arrangements where applicable.

A supportive and inclusive team environment.

The opportunity to make a meaningful contribution to the ECU student community.

The ECU Student Guild is an equal opportunity employer and values diversity, inclusion and creating a positive workplace for all.