Student Engagement Specialist

Duties:

The Office of Co-Curricular Engagement and Learning (OCCEL) is a part of the Centre for Experiential Learning (CEL) in the division of Student Affairs. This office fosters interdisciplinary learning in diverse contexts outside of the traditional classroom and enhances student engagement and leadership through a variety of programs. Programs running through this office include the Co-Curricular Record (CCR), Fun@VIU committee, Student Leadership Circle, The Vancouver Island Leadership Conference, Co-Curricular Involvement App, The Student Hub and RockVIU (new student orientation).

The Student Engagement Specialist (SES) is the front-line first point of contact and problem solver for the Office of Co-Curricular Engagement and Learning. This role also takes on the full scope of tasks related to event planning. This role provides administrative and logistics support to the Co-Curricular Engagement Coordinator as part of the Centre for Experiential Learning, including developing, recording, maintaining, and enacting departmental systems and procedures, coordinating and facilitating meetings (including taking minutes), and acting as a main point of contact with employees, students, and community partners, applying the required technical knowledge to facilitate student, employee, and community partner use of the CCR database.

The Student Engagement Specialist is responsible for developing training materials and providing training to employees, students, and community partners on the CCR database. This role is responsible for entering and proofreading data in the CCR database, while making extensive use of the CCR database for tracking participation and generating statistical reports as required. These are key components to this role. Additional responsibilities include overseeing the Co-Curricular App (Backend data management, input, and configuration for the involvement and engagement purposes of the App which includes providing event updates, pathways and CCR information/support).

High level of support is required overseeing event management and operations, including the supervision of student staff and over 30+ volunteers as required to facilitate events/activities/programs. This includes onboarding and training, one-on-one support, mentoring, leading, supervising, tracking and approving timesheets, student check-ins and meetings with various student staff, volunteers, and program team leads.

Additional supports include contributing to the preparation of annual accountability reports and other reports as necessary. Assistance in the completion and submission of applications to potential funders and grant initiatives, responding to public enquiries, monitoring departmental budget expenditures, preparing purchase orders, cheque requisitions, and other financial and purchasing documents as required.

Incumbent must hold outreach skills required to initiate and coordinate campus-wide communication and meetings with various partners and stakeholders (at all three campuses) including facilitation and the ability to liaise with community stakeholders (Employers, vendors community partners) to ensure effective supports are in place to serve and inform students.

Responsibilities of the OCCEL Student Engagement Specialist include but are not limited to:

• Developing, recording, maintaining, and enacting departmental systems and procedures,
• Coordinating and facilitating meetings, including taking minutes, and other operational needs,
• Acting as a main point of contact with employees, students, and community partners,
• Applying the required technical knowledge to facilitate student, employee, and community partner use of the CCR database and co-curricular app,
• Developing training materials and providing training to employees, students, and community partners,
• Making extensive use of the CCR database for tracking participation and generating statistical reports as required,
• Problem solver including the full scope of tasks related to event planning.
• Assisting in the preparation of annual accountability reports and other reports as necessary,
• Assisting in the completion and submission of applications to potential funders and grant initiatives
• Monitoring departmental budget expenditures,
• Preparing purchase orders, cheque requisitions, and other financial and purchasing documents as required.

Required Qualifications:

Undergraduate Degree in Business, Education, Rec/Tour, Event Planning, or related field from an appropriately accredited institution. Minimum three years' recent relevant experience. 

• Experience in Event Management and Program/ Project Implementation. 
• Experience in Student Affairs, Campus Life, and Student Leadership in supporting student development and retention
• Ability to manage multiple projects and deadlines simultaneously
• Ability to supervise, mentor, train, and oversee volunteers, and student staff
• Experience in supporting and coordinating large attendance events, managing timelines, deadlines, and marketing
• Strong experience in website maintenance, data, and creative software
• Exceptional interpersonal, verbal, and written communication skills,
• Ability to contribute as part of a dynamic team of staff, student employees, and volunteers
• Advanced proficiency with Office 365 with expertise in using MS Teams including project planning apps, and Excel

Preferred Qualifications:

• Knowledge of VIU financial, purchasing, and human resources processes, and familiarity with campus group, (currently used to manage VIU's CCR program), Orbis Communications
• Certificate in event and/or project management.
• Professional experience in student, co-curricular record, and event accounting practices
• Member of CACUSS
• Facilitated and/ or participated in Student Orientation Programs
• Unit 4-FIS System experience

VIU is pleased to offer eligible employees a comprehensive benefit plan; ample paid holiday time; professional development opportunities and a desirable pension plan. As part of the VIU campus community, our employees work with supportive colleagues within an encouraging environment and are provided with the tools and training that promote learning and development. The perks of VIU employment are multiple, and include well-being initiatives and services, strategic discounts, and flexible work opportunities.

Note: 

• Short-listed candidates must provide original transcripts, or applicable original certifications at time of interview.
• All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.
• Vancouver Island University (VIU) is collectively committed to building and sustaining a diverse and inclusive working and learning environment for faculty, staff, and students.  In our journey towards greater diversity, we invite applications from members of equity-seeking communities including women, racialized and Indigenous persons, persons with disabilities, persons of all gender identities and sexual orientations who bring value to the VIU community through their lived experiences.  We encourage members of all equity-seeking groups to self-identify within their application cover letter.  When a candidate voluntarily discloses this information in their cover letter, the information will be used only for the fulfillment of the career opportunity.  Disclosure and/or self-identification with an equity-seeking group will not lead to advantageous treatment of a candidate who is not qualified.

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