ORT - Orientation Roundtable Director (s)

Orientation Roundtable Director

Reports to:

President

Job Summary  

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 Director serves as a key support system for the Orientation teams throughout the planning and execution process of Faculty Orientation and is responsible for ensuring the mandate of the Orientation Roundtable Office is upheld. This position is a one-of-a-kind at Queen’s and provides a unique way to get involved with Fall Orientation!     

Time Commitment, Eligibility, and Remuneration 

• 12-month salaried term from December 1st to November 30th of a time commitment of 15 hours/week December to February 15th and in November, adjusts to 25 hours/week from February 16th to April, 35 hours/week from May to September, 20 hours/week for October. 
• The successful applicants will be required to attend training provided by the Human Resources Office, the President, and the Student Experience Office as applicable.
• Successful applicants must be on campus all summer for the preparation of 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 senior managers must be enrolled in what is equal to 3.0 units per semester across the year (9.0 units across the entire 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.

Competencies   

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

Job Duties 

• Chair ORT Executive and Roundtable meetings and ensure deadlines are met

• Mediate any conflicts between Orientation groups   

• Act as a liaison between ORT members and other concerned parties   

• Oversee the ORT Executive logistically and financially   

• Distribute and collect Event Planning Forms, ORT Order Forms, and Fee and Slogan Approval Forms to all Orientation committees  

• Assign ORT Executives to all Event Forms and ensure that they are approved by each faculty Dean/Designate and EH&S

• Attend and Co-Chair the Master Logistics Meetings organized by the Director of Student Life  

• Serve as liaison between ORT and the Senate Orientation Review Committee   

• Work with ORT Assistant Director to coordinate and execute both Spring and Fall Orientation Leader training   

• Submit a proposed budget to AMS Assembly and oversee the budget for the remainder of the position  

• Be responsible for working with Media and Sponsorship Coordinator to obtain sponsorship for ORT, including receiving all materials for the First-year package. Ensure development of a general and clubs sponsorship package.

• Confirm and review details of major ORT agreements   

• Meet with university officials and City of Kingston officials  

• Coordinates Noise By-Law exemptions, Road Closure, Parade, Parking and Health Permits  

• Work with the AMS President and General Manager to ensure AMS Orientation events are properly insured    

• Work with ORT Logistics Coordinator to coordinate vehicle bookings and insurance coverage for each Orientation Committee  

• Facilitate the execution of Faculty Orientation  

• Responsible for ensuring that all Orientation committees are billed after Fall Orientation and paid to the AMS in a required timeframe  

• Ensure that volunteers and/or employees adhere to all health and safety regulations 

• Monitor volunteer and/or employee performance to mitigate disciplinary action in accordance with established procedures 

• Exhibit a working knowledge of volunteer’s portfolios while ensuring work is being performed according to established standards 

• Ensure all student needs are addressed and handled professionally 

• Assist with new volunteer training by positively reinforcing successful performance and giving respectful and encouraging coaching as needed 

• Maintain a calm demeanor during periods of high stress 

• Maintain positive working relationships with relevant stakeholders related to all portfolios 

• Execute the development of a goal plan, budget, mid-year review, and any relevant capital expenditure proposals

• Manage scheduling work assignments, setting priorities, and delegating work accordingly 

• Participate as an active member on hiring panels to keep the office adequately staffed 

• Ensure that all employees comply with company policies, procedures, and ethical standards 

• Attend and fully participate in all in person and virtual meetings 

• Maintain consistent communication with all relevant stakeholders, responding to e-mails in a timely manner 

• Complete a thorough transition process with the incoming director that includes one on one meetings and a transition manual 

• Report directly to the President on a regular basis and working with President on tasks as delegated in relation to Orientation.

• Complete other duties as assigned  

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