About the Position: The Viking Union is a primary center for student activity. The Assistant Director of the Viking Union for Student Activities (from here on titled Assistant Director for Student Activities) reports to the Associate Dean of Student Engagement/Director of Viking Union. The Assistant Director takes leadership in the daily support of the Student Activities team. This position operates under minimal supervision and has broad latitude to interpret policies and procedures in support of departmental operations. This position provides administrative oversight, strategic planning, and support to a comprehensive and diverse offering of programs, services, and activities that enhance WWU student experience, support retention, and offer engagement through co-curricular learning involvement opportunities. The current programs under the direction of this position include:
Associated Students (AS) Productions (concerts, special events, films, campus speakers, art gallery, etc.)
AS Student Personnel Office (support the recruitment, training, evaluation, and hiring processes for 100+ AS student employees)
AS Assessment Program (assessing and making recommendation for enhancing all AS program offices)
AS Clubs (225+ recognized student clubs/organizations)
Publicity Center, AS Review, & AS Communications office (marketing and promotions, graphic design, distribution, public relations, information and media)
KUGS Radio (college radio station and public broadcasting affiliate)
The Dean of Students Unit/Viking Union supports Western’s mission to bring together individuals of diverse backgrounds and perspectives in an inclusive, student-centered university that develops the potential of learners and the well-being of communities, and encourages applications from diverse candidates.
Western Not too big, not too small. http://www.wwu.edu/about/ With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Not so big that you feel like a number; not so small that you have to conform to a mold. Large enough for you to define yourself and small enough that you make a difference (WWU website 2016).
Bellingham Location, location, location: www.bellingham.org/ Water, mountains, music and food – from downtown to out-of-town, Bellingham has it all! Puget Sound and the San Juan Islands lie directly to the west; Mt. Baker and the North Cascades mountain range are an hour to the east. Midway between Seattle and Vancouver B.C., Bellingham offers a vibrant urban community with a natural setting, providing outstanding entertainment, recreation and research opportunities (WWU website 2016).
As member of the Viking Union Leadership Team, working under the direction of the Associate Dean of Students/Viking Union Director, the Assistant Director for Student Engagement will lead in the development and ongoing revision of a multi-year strategic plan for the Student Activities areas, including student representation in that process. Specific administrative duties include:
Lead the Student Activities area of the Viking Union in support of an inclusive environment for staff and students, development of cultural competency skills, and the delivery of programs that support the diversity objectives of the campus community.
Build and maintain working relationships with other campus departments/colleagues related to program objectives or needs. Examples may include: Office of Risk Management, Assistant Attorney General's office, Student Employment office, Human Resources, Office of University Communications & Marketing, Alumni Association, etc.
Supervise professional staff members (and indirectly supervise student staff) who manage the Club Activities Office, KUGS-FM Radio, Publicity Center, AS Communications Office, and AS Review (3 full time staff and approximately 50+ student staff and 100+ volunteers). Direct full-time staff reports are the Student Engagement & Clubs Coordinator, KUGS-FM General Manager, and the AS Publicity Center Coordinator.
Provide training, feedback, evaluations and support for staff to be effective in their work. Provides pre-signatory contract management for programs in the portfolio to ensure compliance with university and organizational standards by training staff and students, managing the negotiating of contracts with external organizations and individuals, and overseeing the preparation of contracts for assigned areas. Participate in the development and assessment of learning outcomes for the offices in their portfolio, including both the student employee experience as well as the student attendees/users of the programs. Maintain thorough knowledge of AS, university, and state policies and procedures as they relate to student activities. Assist in the development of policies and procedures for the Associated Students, Viking Union, and if requested, other areas of the university. Maintain and update historical records and files related to assigned advisement areas.
Student Program Advisement
This position directly manages and advises the (a) AS Productions Program, (b) AS Personnel Office, and (c) AS Assessment Program (approximately 12+ students and 25+ volunteers)
For the student coordinated AS Programs within the position portfolio, the Assistant Director will facilitate: staff meetings, office check-ins, event planning discussions, organizing committee meetings, developing agendas, identifying tasks that need completion by student staff members, and other managerial and coordinating functions as assigned. Work with student employees to plan their events and services within established fiscal resources, and lead student employees in the development of annual budget proposals. Developing training materials, planning, and implementing the beginning-of-the-year departmental training ensures the outcomes of the programs align with the University and organizational missions by managing resources, interpretation of and compliance with university and organizational policies and procedures, and conducting assessment to improve quality, determine impact, and meet institutional/departmental objectives.
AS Productions (ASP) program advising includes:
Advise student staff to include 10 salaried student staff, 8 hourly student staff, and 25+ volunteers. Provide structured support and advising to all programmatic areas in the ASP area, to include: Films, Underground Coffeehouse Concert Series, Viking Union Gallery, Pop Music/Large Concerts, Special Events, Marketing/Assessment, and Logistics/Volunteering.
Specific to this program, the Assistant Director will:
Advise student program offices to ensure quality programming and experiential learning opportunities for student employees by providing training, resources and advisement on event planning and implementation, contract negotiation with artists and agents, risk management, assessment, contract processes, publicity, policies and procedures, budget management, event evaluation, and personnel matters. Provide on-site support for program activities as warranted by program needs, often requiring event evening attendance. Provide event and other program management in a manner that demonstrates a commitment to equity and inclusion and that facilitates programming, activities and services that address the diverse needs, interests, and identities of WWU students. Provides leadership in the area of event coordination to ensure successful collaboration with other units including the Ethnic Student Center, Publicity Center, Viking Union Finance Office and Viking Union Event Services. Maintain an awareness of resources and trends in entertainment and educational programming. Advise the AS search committees for each of the AS Productions positions.
The AS Personnel Office advising includes:
Support student staff, to include three (3) student employees and at least one (1+) work-study. Advise and direct student personnel hiring, personnel management, and the student training and development program for approximately 100+ AS student employees. Provide education and training to ensure compliance with student employment policies and guidelines of the Associated Students and of Western Washington University. Advise the AS Management Council, the AS Training Committee, and serves on multiple search committees for student employees.
AS Assessment Office advising includes:
Supporting one (1) student employee who works as part of the AS Board Office. Meet with multiple programs annually to develop recommendations for program improvements and presents findings to the AS Board of Directors. Review and make recommendations for improvement for all AS program areas.
Budget and Risk Management
As a budget authority (assigned by departmental fund finance manager/Associate Dean), insure compliance with state, institutional, and organizational fiscal policies and guidelines by training employees and actively monitoring the budgets of Associated Students program offices, organizations, councils, and committees in the positions purview.
The position recommends policy and procedures to enhance the management of fiscal resources.
The position manages specific budgets to further organizational objectives
Advises program offices on process, budgeting procedures, issues, forecasting, and monitoring. Engage in risk assessment and risk management practices to assure safe experiences for employees, volunteers, and program participants.
Ensure that professional and student supervisees are adhering to established risk management practices. Maintain knowledge and awareness of legal and other risk factors affecting student activities. Consult with the University Risk Manager as needed. Serves as the administrative advisor to major AS and Viking Union organization-wide Councils and Committees to maximize organizational effectiveness, a quality student learning experience, and effective management of student resources. These include, but are not limited to, the AS Management Council, Personnel Committee, Fall Staff Development Planning Committee, and others as assigned by supervisor
Other Duties as Assigned
Actively participate in projects and activities to support the organization's mission and objectives. Serves as a member of Dean of Students Unit Management Team. Assumes assigned management responsibilities for the Viking Union Organization in the absence of the Associate Dean of Student Engagement/Director of Viking Union. Ability to work weekend and evening hours is necessary as many organization meetings and events occur during these times. Participates in committees and projects as assigned. Assume other duties as assigned by the Associate Dean of Student Engagement/Director of Viking Union.
The "staff member" engages in professional development opportunities to support the continued growth of competence and effectiveness in the areas of inclusion, diversity, multicultural and cross-cultural proficiency, and other related topics. The "staff member" manages the department in support of:
An inclusive environment for staff and students
Development of cultural competency skills
The delivery of programs that support diversity objective of the campus community
Master's degree in Student Affairs Administration, Education, Management, Psychology, or another field of study that supports the work assigned OR Bachelors degree in psychology, event management, business administration, education, adult education, or another field of study that supports the work duties PLUS 5 years of related work experience
Five (5) years of increasingly responsible administrative experience working in education, student activities, student affairs, leadership development, military, or related field
Demonstrated commitment and ability to interact effectively with a diverse population in a positive and empowering manner
Experience effectively advising students and/or young adult learners of programs, clubs or organizations to support personal and professional development as well as leadership in decision-making
Demonstrated experience in supervising personnel
Experience in budget development and management
Experience in planning, coordinating, or producing events and awareness of the principles of risk management with particular application to a wide variety of events and activities
Demonstrated organizational and time management skills, with an ability to manage multiple tasks in a dynamic work environment
Demonstrated skills and experience in strategic assessment of programs, services, and/or student learning outcomes
Ability to communicate effectively and professionally, including written and interpersonal
Master's degree in Student Affairs Administration, Education, Management, Psychology or another field of student that supports the work assigned
Diversity/Cultural Competency: Demonstrated ability to work successfully with and support a diverse student body and staff as well as possess a strong commitment to creating an inclusive environment for staff and students, the delivery of programs that support the diversity objectives for the campus community, and the development of cultural competency skills
Demonstrated experience in producing and supporting a wide variety of educational activities, entertainment events, in a higher education environment
Demonstrated knowledge of current research, trends and issues in college student activities
Knowledge of student leadership and student development theory and their applications in practice
Knowledge of and experience in developing and presenting training programs for student leaders and/or employees
Experience using technology and software in support of student activities and services
Ability to communicate in a second language beyond English
With 15,000 students, 160 academic programs, and an energized campus community, Western offers the focus on students and the faculty access of a smaller college and the academic choice, resources, multicultural diversity, and room to grow of a large university. Western is located in beautiful Bellingham, a scenic coastal city of approximately 80,000 situated between Seattle, Washington and Vancouv...er, British Columbia. With easy access to both the Cascade mountain range and the Pacific coast, the region is rich in cultural events and attractions as well as many recreational activities. Western is known nationally for its successes, including being named the top public master’s granting university in the Pacific Northwest by U. S. News and World Report and one of the best colleges in the nation to work for by the Chronicle of Higher Education.