Orientation Coordinator - Marketing & Materials

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DETAILS

Position Title Orientation Coordinator - Marketing & Materials

Organization Scarborough Campus Students' Union (SCSU)

Position Type Part-time, Contract 

Number of Positions Available One (1)

Remuneration $19/hr

Contract Duration April - September 2024

Member of the Canadian Federation of Students, Local 99

The Scarborough Campus Students’ Union (SCSU) is the not-for-profit organization that represents all full-time and part-time undergraduate students at the University of Toronto Scarborough and provides to its members a broad range of advocacy, services and events. The Student Centre is operated by the SCSU and serves as the central hub for student life/services on the UTSC campus.

OBJECTIVES

The Orientation Coordinator understands student success and is committed to providing a positive experience for all new, incoming students. Orientation includes a series of events and activities designed to introduce first year students to university life, which includes meeting faculty/staff/student leaders, and learning about available programs, resources and services.  The Orientation Coordinator is committed to helping first year students find opportunities to get involved as well as connecting incoming students to their new campus community.

The Orientation Coordinator will work closely with SCSU executives and staff to oversee all aspects of Orientation.

RESPONSIBILITIES

The Orientation Coordinator - Marketing & Materials position includes a broad range of roles and responsibilities, and not all functions are contained within this position description as the position is ever-changing and adaptive. However, specific roles and responsibilities include, but are not limited to, the following:

MARKETING & SPONSORSHIP

  • Work with Vice-President Operations to assist with the coordination of various marketing strategies to ensure the success of Orientation

  • Assist with the development of the orientation website, and ensure that the online registration form is launched in a timely manner

  • Contact on- and off-campus organizations for in-kind donations

  • Responsible for a sponsorship list and sponsor solicitation

  • Creation of a marketing booklet for distribution to various vendors

ORDERING OF SWAG & MATERIALS

  • Source and facilitate the ordering of all necessary Orientation materials including t-shirts, bags, SCSU/Frosh swag, etc.

  • Prioritize the use of Ethical Materials wherever possible

FINANCIAL MANAGEMENT

  • Oversee, the Orientation budget on an ongoing basis with the Vice-President Operations

  • Ensure that all orientation funds are utilized in a responsible, cost-effective manner

  • Approve all Orientation expenses, and ensure that all spending remains within the allocated budget

  • Actively work to minimize expenses when possible

COMMUNICATION WITH CAMPUS PARTNERS/STAKEHOLDERS:

  • Work with the Orientation Coordinator - Events to ensure ongoing communication with on campus partners, including faculty, DSAs, student groups and student service departments

  • Liaise with other departments to brainstorm ideas, share resources, and discuss their orientation programming

  • Work with various campus partners to coordinate activities and events, including Conference Services, Facilities Management, AV Services, Parking and Police Services, and Sustainability

  • Ensure ongoing communication with the campus community about orientation activities and events

LEADER RECRUITMENT, SELECTION, SUPERVISION & TRAINING

  • Work with the OC - Events & Risk Management to recruit, select, train and supervise all orientation leaders and student coordinators/staff

  • Organize and implement a training session for all leaders and student staff, which includes campus safety/security, alcohol/risk management, and equity/diversity topics

  • Ensure that all orientation leaders and student coordinators/staff are aware of their role and responsibilities, and provide them with ongoing feedback, direction and guidance

  • Ensure the collection of Group Leader fees

  • Address any issues/concerns, including discipline and the termination of leaders and/or staff

MEETINGS & COMMUNICATION

  • Meet with SCSU representatives and the Coordinator (Transition Programs) on a weekly basis

  • Meet with individuals involved with Orientation (SCSU, Student Life, student groups, campus departments) whenever necessary

  • Attend SCSU BOD meetings when requested to discuss orientation planning and progress

  • Attend Orientation Coordinator meetings and training sessions on the St. George campus

  • Communicate any issues or concerns to the Vice-President Campus Life

SPONSORSHIP EVALUATION & REPORTS

  • Create a sponsorship record sheet with contact names and amount contributed for future reference

  • Support OC - Events & Risk Management with scheduling and facilitate post-Orientation debrief meetings and focus group sessions

  • Work with OC - Events & Risk Management to submit an Orientation Report to the Vice-President Campus Life, with recommendations for the upcoming year

  • Deliver and present the Orientation Report to the SCSU BOD after Orientation

  • Create and submit a transition binder with all orientation-related documents and files

REQUIRED SKILLS AND EXPERIENCE

  • Must have previous Marketing and Sponsorship Experience

  • Extensive experience with event planning/implementation, demonstrated success in a past leadership role

  • Highly organized, detail-oriented, strong time management skills

  • Proficient with word processing and spreadsheet software

  • Superior communication, interpersonal, conflict resolution and group facilitation skills

  • Experience working as part of a group/team, delegating tasks and supervising staff/volunteers

  • Self motivated, able to meet ongoing deadlines and work with minimal supervision

  • Previous participation in Orientation as a Senior Leader or Group Leader will be prioritized

DESIRED ATTITUDES

  • Understanding and commitment towards the mission and goals of Orientation

  • Commitment to representing the SCSU and UTSC in a professional, mature manner

  • Awareness and understanding of the UTSC population, especially the first year cohort

  • Highly motivated, outgoing, dedicated, creative and enthusiastic

  • Approaches tasks with an innovative mindset, and a positive outlook

Please Note: The Scarborough Campus Students’ Union (SCSU) is an independently incorporated organization working within the University of Toronto community. This position is NOT a University of Toronto staff position.

Member of the Canadian Federation of Students, Local 99

How to apply for this position: Interested candidates should submit their résumé and cover letter to applications@scsu.ca by 11:59 pm on April 17th, 2025 with the subject line: Orientation Coordinator - Marketing & Materials 2025.

All applications should be received via e-mail, incomplete applications will not be reviewed.

We thank everyone who applies for their interest, but only those selected for interviews will be contacted.

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