ORT - Orientation Roundtable Assistant Director (w)

Alma Mater Society; Kingston; On-site; CAD 21,000 - 29,000; Full time

Job summary

Alma Mater Society in Kingston, Ontario, invites applications for the Orientation Roundtable Assistant Director. This role supports the ORT Director in executing the Office’s mandate and coordinating Faculty Orientation preparations, training, and events.

The successful candidate will attend meetings, manage training sessions, coordinate schedules, and assist with sponsorships and incident reporting, with a focus on leadership and teamwork throughout the orientation period.

Qualifications

• Strong organizational and scheduling abilities.
• Ability to manage multiple events and training sessions.
• Experience leading a student team or clubs preferred.

Responsibilities

• Attend all weekly ORT meetings and ORT Executive meetings.
• Coordinate and execute mandatory training sessions for all faculty Orientation leaders.
• Coordinate and deliver Leader/Executive Training Week sessions on leadership, mentorship, safety, and resources.
• Support faculty-specific Orientation training.
• Create and manage schedules for all ORT members, including on-call storage locker coverage.
• Collaborate with ORT Director and Media and Sponsorship Coordinator to secure sponsorships.
• Assist with incident reporting processes alongside the ORT Director.
• Meet regularly with the ORT Director and stakeholders and prepare a transition manual.

Skills

Time management

Leadership

Communication

Attention to Detail

Public relations

Job description

Orientation Roundtable Assistant Director

Reports to: Orientation Roundtable Director

The Orientation Roundtable (ORT) is a group that meets regularly and consists of the ORT Executive and representatives from each faculty society. The ORT Executive consists of the ORT Director, the ORT Assistant Director, and 4 Leads (Logistics, Systems and Support, Media and Sponsorship, and Social Impact). ORT is responsible for the overall planning and coordination of Faculty Orientation, and completes all room and space bookings, organizes leader training for all Orientation Leaders and Executives, and liaises with the University and other AMS departments. The ORT Assistant Director serves as a key support system for the Orientation teams by directly assisting the ORT Director in completion of the Office’s mandate and responsibilities. This position i s a one-of-a-kind at Queen’s and provides a unique way to get involved with Fall Orientation!

Time Commitment, Eligibility, and Remuneration

• 10.5-month waged term from December to October 15th of a time commitment of 15 hours/week December - April, 25 hours/week from May to August 15th, 30 hours/week from August 16th to September 15th, and 10 hours/week from September 16th to October 15th.
• The successful applicants will be required to attend training provided by the Human Resources Office.
• Successful applicants must return to Kingston by the beginning of August (exact date to be set by ORT Director). This means there is a 4-week period prior to and including Orientation where other directors are expected to work approximately up to 25 hours to finalize preparation for Orientation.
• The time commitment during the year is spread across both semesters; thus, students who are participating in an exchange program may not be eligible.
• All AMS assistant managers must be in what is equal to 3.0 units per semester across the year; and have paid their full slate of mandatory fees as well as their AMS Membership Fee.
• All AMS employees must be in good academic standing, as defined by the employee's program, and
• Be legally able to work in Canada.

Responsibilities

• Attend all weekly ORT meetings and ORT Executive meetings (dates to be set by ORT Director).
• Coordinate and execute mandatory training sessions in February for all Faculty Orientation leaders and Orientation Committee executives.
• Coordinate and execute training sessions during Leader/Executive Training Week prior to Orientation for Orientation Leaders and Executives, including topics such as leadership and mentorship, emergency procedures, accessibility, and incorporating University and community resources (specific content of these sessions will follow the recommendations put forth by SORC and considerations from ORT Director).
• Responsible for supporting faculty specific Orientation training.
• Facilitate and deliver additional ad hoc training/development opportunities as necessary or when requested by ORT Director or mandated by SORC recommendations.
• Take on managerial administrative tasks from May to August alongside the ORT Director.
• Create the scheduling for all members of ORT - including on-call schedules for the storage locker - work with Director to have ORT members at the necessary events they need to go to.
• Work with ORT Director and the Media and Sponsorship Coordinator) to finalize equitable sponsorship for ORT and faculty societies.
• Support ORT Director with the incident reporting process.
• Meet with ORT Director regularly, attend all ORT meetings, and meet with corresponding stakeholders.
• Submit a written transition manual by end of the employment term.

Competencies

• Accountability
• Attention to Detail
• Communication
• Cultural Sensitivity
• Problem Solving
• Conflict Management
• Time Management
• Public Relations

Job Requirements

• Sound analytical thinking, planning, prioritization, and execution skills
• Demonstrated time management skills
• Ability to identify measures of performance and actions needed to improve or correct performance
• Ability to manage, lead, and motivate a team to achieve and exceed their goals
• Ability to delegate, set expectations, and monitor progress of all direct reports
• Ability to remain calm and poised in urgent situations