The University Students' Council (USC) is a student-led organization dedicated to enhancing the undergraduate experience at Western University. As one of Canada's largest student governments, we advocate for student needs, manage various services, and create opportunities for leadership and engagement.
Summary
The Student Organizations Advisor will be responsible for providing information, education, guidance and support to student initiated events in areas relating to event planning and compliance.
DUTIES AND RESPONSIBILITIES:
Operational
Responsible for review and authorization of all event proposals with the exception of out of town trips.
Responsible for ensuring events involving alcohol adhere to the Campus Alcohol Policy.
Assist Student Organizations in the coordination and execution of off-campus events.
Book security and transportation as necessary.
Maintain preferred vendors list for Off Campus Events.
Generate annual Campus Alcohol Committee activities report, when requested.
Coordinate the procurement of insurance certificates with external service providers for Student Group Events when required.
Acts as the liaison for the Dean Verifier for all faculty council events; ensures information is provided to appropriate individuals.
Responsible for updates to the USC Club Management software.
Seek guidance from the Student Community Manager regarding significant legal, financial and liability issues pertaining to a USC club or Faculty Council.
Assist in the development of USC policies pertinent to Student Group activities.
Administration
Verify student applications for recognition on the Western Co-curricular transcript and ensure all updates and descriptions are entered into the system for all faculty councils and clubs.
Administer waivers for qualifying events.
Assist the Student Community Manager in providing administrative support for the Clubs Governance Board (CGB) including preparation of agendas, minute taking, handling of all correspondence/documentation and tracking appropriate information and deadlines.
Update the Event Tracking Spreadsheet.
Customer Service
Work with external service providers to ensure fair and equitable treatment of Students.
Responsible for ongoing collaboration with Student Organizations regarding event proposal software and customer service.
Work with the Student Events Coordinator and the Student Community Manager to organize and execute a series of workshops to educate clubs and faculty councils on event organization and execution.
Answer inquiries and direct students to appropriate resources.
Assists the Student Events Coordinator as required.
Provides administrative and technical assistance for the planning and execution of Clubs Week and Clubs Training.
Financial
Review event proposal budgets and Student Organization's trial balances to ensure that they are connected with appropriate financial resources.
Supervision
None
Other Duties as Assigned by Management.
QUALIFICATIONS:
Education
BA in a related discipline.
Experience
Minimum two (2) years administrative experience with an emphasis in working with college or university student organizations. Experience in event organization/management is an asset. Experience within a legal environment is an asset.
Must demonstrate a "student friendly" attitude, leadership skills, coaching skills and superb interpersonal communication skills. Working knowledge of word processing and spreadsheet software (i.e. MS Word, MS excel is required).
Education and Experience may be combined during consideration.
Other Considerations/Skills
Communication skills, ability to self-motivate, willingness for continuous learning, skill in learning how to use and implement new technologies. Must be prepared to work a flexible schedule including days, evenings and weekends.
KEY RELATIONSHIPS
INTERNAL
Department Managers
USC Managers
USC Staff
USC Executive Council
Club Officers
Faculty members
Student Group Executives and Event Organizers
Faculty Dean
EXTERNAL
Frequent sitting at a computer and occasional light lifting.
Evening and Weekend work will be required on occasion however the core working hours are Monday-Friday 10:00am-6:00pm. Summer hours are 8:30am-4:30pm.
This position is required to work in person in the office.
The top 5 things you do to add value to the USC:
Mitigate risk to the USC.
Assist with the experiential learning experience of students.
Provide expertise and assistance in planning student events.
Provide guidance to groups when issues arise within the group.
Ensure student groups are following a budget that is in line with the funds they have available to avoid overdrawn accounts.
ADDITIONAL BENEFITS
Transportation Stipend
Competitive Health and Dental Benefits
Extensive Mental Health Coverage
Wellness Allowance
Paid December Holiday Break
Paid June/July Friday's off
Paid first week of July off
Additional Vacation entitlement
Group Pension/RRSP
Professional Development Allowance
Education Allowance for Candidate (Includes Family Members)
Flexible Health Spending Account
In-Office Gym Facilities
Job Types: Full-time, Permanent
Pay: $57,828.07 per year
Benefits:
Casual dress
Company events
Company pension
Dental care
Disability insurance
Employee assistance program
Extended health care
Life insurance
On-site gym
On-site parking
Paid time off
RRSP match
Store discount
Tuition reimbursement
Vision care
Wellness program
Ability to commute/relocate:
London, ON N6A 3K7: reliably commute or plan to relocate before starting work (required)
Work Location: In person
Application deadline: 2025-08-29
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