Arts Career Xploration January 2015 Student Planning Committee

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1 Are you looking for an opportunity to be part of an awesome leadership team in creating an event that has a huge positive impact on UBC Arts Undergrads in educating and inspiring them on the multitude of career options available after graduation? In addition, this opportunity will provide you with an environment to apply and grow your leadership, strategic planning and project management skills - skills that employers are looking for. If you believe you have what it takes to create an impactful event, then we are interested in hearing from you! Application Instructions: To apply, your cover letter and resume to Tracey Rollins: tracey.rollins@ubc.ca You may apply for a maximum of two positions on the Planning Committee. Please clearly state in your cover letter which position(s) you are applying for in the Planning Committee. Arts Career Xploration Background: The purpose of Arts Career Xploration is to educate and inspire Arts students about the wide range of career possibilities for their degree and how their areas of study and other learning experiences connect to career development. The audience will be undergraduate students from all years and all majors in various stages of career certainty or uncertainty. The event attendance is typically about students and Arts Alumni who have transformed their BA, BFA or BMUS degree into a wide range of successful and rewarding careers. Arts Career Xploration is one of many exciting events and programs put on by Arts Student Services. ROLES: (see detailed descriptions below) Co- Chairs (2) Volunteer Director Panel Moderator Director Alumni Relations Director Promotions Director Communications Director Media Director Time Commitment: April 2014 April 2015 One half day of training in late April One half day training during the week of August 25, Must be available to meet Thursdays from 4:30-6:30pm during the academic year (September 2014 through February 2015). o Co Chair Roles: Summer - 4 hours per month; Term hours per week in the fall; January 10 hours per week Feb & Mar hours per week o Director Roles: 1 P a g e

2 Summer - 4 hours per month; Term hours per week in the fall; January 10 hours per week Feb & Mar hours per week Supervision Received: The ACX Student Planning Committee will be led by two student Co-Chairs and supported by Arts Student Services with staff advisors from Arts Alumni Relations and the Centre for Student Involvement and Careers. Qualifications (for all positions): Must be a current student in the Faculty of Arts Enthusiastic and passionate about student leadership, career development and the value of an Arts degree Possess strong leadership qualities; ability to motivate and lead by example Strong interpersonal, organizational skills and project management skills Excellent communication skills: professional /phone correspondence, public speaking and presentation proficiency Previous experience with committee-oriented work Dedication and commitment to volunteer initiatives Ability to recognize problems quickly and apply sound solutions Experience and willingness to share and exchange ideas in a collaborative team environment Past experience or involvement in campus-related leadership initiatives an asset Some previous experience with event and volunteer work is preferred Previous experience with all Microsoft Office applications Previous experience with Adobe Suite (Photoshop and In Design) is a requirement for the Media Director role Previous experience with Adobe Suite (Photoshop and In Design) is an asset for the Communications Director role Knowledge of UBC s services and resources for students 2 P a g e

3 Co-Chair (2 positions) Position Summary: The Co-Chairs will be responsible for the organization and management of all aspects of Arts Career Xploration. The Co-Chairs will guide the planning team to design and implement all aspects of the event. In addition, the Co-Chairs will provide strong leadership in the team work and mentoring of the ACX planning committee. The successful applicants will have the opportunity to participate in the selection process in partnership with the staff advisors. Lead planning committee and contribute to developing the Develop and oversee progress of a master event timeline with the planning committee, as well as key milestones of each phase of planning Plan and facilitate weekly committee meetings including agendas and meeting minutes Each Co-Chair will support and oversee three planning committee members in the development of their portfolios, timelines, planning, etc. and conduct a one-on-one meeting with each of these committee members once a week Work closely with staff advisors, including a weekly 1 hour meeting Develop a logistical plan for the event that identifies the flow of activities from open to close and coordinates and assigns tasks among planning committee members and volunteers. It will be important to work closely with the Volunteer Director when developing the logistics plan to ensure proper staffing levels and support in each area. Responsible for managing ACX account daily, directing alumni related s and portfolio related s to proper committee members, and ensuring a proper filing system is in place Responsible for managing the ACX wiki and ensuring a proper filing system is in place Responsible for the event bookings and catering at ACX which includes researching and contacting venues and caterers, obtaining quotes, and ordering, etc. Work with various units in the Faculty of Arts and Student Services which help support the event Invite and provide speaking notes for the Dean, or Dean s representative. Participate in the recruitment and selection of Co-chairs for the following ACX Committee Anticipated Learning Outcomes: The ACX Co-Chairs should expect to gain experience in an influential leadership and project management role. The ACX Co-Chairs should also expect opportunities to use and develop skills in (but not limited to) the following areas: Team Management & Supervision Event planning and management Committee organization Goal setting and event evaluation Develop an event master plan Coordinating the needs of all portfolios with the best interests of the event in mind Alumni Recruitment / Relations 3 P a g e

4 Volunteer Director Position Summary: As a part of the ACX Planning Committee, the Event Volunteer Director will work with the ACX Committee in all aspects of the planning of Arts Career Xploration. In addition, the Volunteer Director will work very closely with the Co-Chairs, Promotions and Communications Directors to develop, recruit and train volunteer roles. Work with co-chairs in the development of the logistics plan to determine volunteer needs and roles for the event Coordinate recruitment, selection and recognition of volunteers including: o Creating interview questions, & organizing an interview schedule, and o Planning volunteer recognition event Recruit and train marketing team and registration volunteers with Promotions Director Support Media Director s recruitment and training of photography and videography team Develop and deliver a comprehensive training workshop to prepare day of event volunteers for their role Create schedules for each event volunteer Supervise event volunteers at the event Develop room diagrams for each panel room Anticipated Learning Outcomes: The ACX Event Volunteer Director should expect to gain experience in an influential leadership and project management role. The ACX Event Volunteer Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Volunteer management Development of training program and associated materials Professional phone/ communication Event planning and management Goal setting and event evaluation Alumni Recruitment / Relations 4 P a g e

5 Panel Moderator Director Position Summary: As a part of the ACX Planning Committee, the Panel Moderator Director will work with the ACX Committee in all aspects of the planning of Arts Career Xploration. This position works very closely with the Alumni Recruitment Director. Coordinate recruitment, selection and recognition of panel moderators (which includes but is not limited to: modifying the role description, creating interview questions, & organizing an interview schedule) Design and facilitate a training workshop for student panel moderators for both the conference call and the panel facilitation at ACX Assign moderators to panels Work closely with Alumni Recruitment Director: o To write the alumni guide, conference call scripts and develop the conference call process o To organize conference calls between panel moderators and alumni panelists Organize conference call summary notes and distribute to alumni panelists and panel moderators prior to event Anticipated Learning Outcomes: The ACX Panel Moderator Director should expect to gain experience in an influential leadership and project management role. The ACX Panel Volunteer Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Volunteer management Development of training program and associated materials Collaboration across portfolios and coordinating outcomes (specifically with the Alumni Recruitment Director) Professional phone/ communication Event planning and management Goal setting and event evaluation Alumni Recruitment / Relations 5 P a g e

6 Alumni Recruitment Director Position Summary: As a part of the ACX Planning Committee, the Alumni Recruitment Director will work with the ACX Committee in all aspects of the planning of Arts Career Xploration. This position works very closely with the staff advisor from Arts Alumni Relations and the Panel Moderator Director. Works closely with staff advisor from Arts Alumni Relations to manage alumni recruitment for the event Responsible for coordinating the team s alumni recruitment process, which includes: identifying and recruiting alumni panelists for ACX including research, invitations, follow up calls, and collecting biographies and photos for website Write and edit template s, telephone calls, alumni manuals and all other materials related to alumni recruitment Responsible for tracking progress of alumni recruitment for each panel and ensuring the team adheres to established timelines for recruitment process Works closely with the Panel Moderator Director: o To write the alumni guide, conference call scripts and help facilitate the conference call process o To help distribute the conference call summary notes prior to event Manage alumni recognition (thank you cards, gifts etc. with Arts Alumni Relations) Demonstrate excellent communication skills, particularly in regard to alumni relations: professional /phone correspondence, public speaking and presentation proficiency Anticipated Learning Outcomes: The ACX Alumni Recruitment Director should expect to gain experience in an influential leadership and project management role. The ACE Alumni Recruitment Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Overall vision for Alumni Recruitment & Relations Professional phone/ communication Development of resource materials Collaboration across portfolios and coordinating outcomes (specifically with the Panel Moderator Director) Event planning and management Goal setting and event evaluation 6 P a g e

7 Promotions Director Position Summary: As a part of the ACX Planning Committee, the Promotions Director will work closely with the Communications and Media Directors to spearhead the marketing plan for the event as well as work with the ACX Committee in all aspects of the planning of Arts Career Xploration. Develop and contribute to a creative promotions strategy for the event that will drive registration Work with the Volunteer Director to recruit and train a group of marketing volunteers to implement the promotions strategy that includes information booths, posters, in-class announcements, etc. Contribute to social media campaign with the Communications and Media Directors Outreach to students groups, Arts groups and student clubs to the event Manage ticket sales and registration process including a system for in person ticket sales. This includes coordinating in-person ticket booths around campus and working with the Volunteer Director to recruit and train registration booth volunteers Adapt marketing strategies to ensure registration goals are met Anticipated Learning Outcomes: The ACX Promotions Director should expect to gain experience in an influential leadership and project management role. The ACX Promotions Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Effective marketing strategies Professional phone/ communication Volunteer management Event planning and management Goal setting and event evaluation Alumni Recruitment / Relations 7 P a g e

8 Communications Director Position Summary: As a part of the ACX Planning Committee, the Communications Director will work with the ACX Committee in all aspects of the planning of Arts Career Xploration. In addition, the Communications Director will work very closely with the Promotions and Media Directors to develop communications and marketing strategies, delivering materials for the event. Work with team to establish publication deadlines and to develop event branding Work with Centre for Student Involvement and Careers, as well as Arts Student Services communications staff as needed for communications support and to adhere to required university and unit branding Write all content for website and event program within established deadlines Write any press releases or copy for other websites or publications Proof read and edit all written publications Work with the Promotions and Media Directors to create posters, teaser cards and other promotional materials Work with Promotions and Media Directors to develop and implement social media campaign Assist the Promotions Director to develop and deliver a creative marketing strategy and plan for the event that will motivate students and faculty to come to and/or support the event Anticipated Learning Outcomes: The ACX Communications Director should expect to gain experience in an influential leadership and project management role. The ACX Communications Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Professional phone/ communication Overall vision for the team s communication strategy Volunteer management Event planning and management Goal setting and event evaluation Alumni Recruitment / Relations 8 P a g e

9 Media Director Position Summary: As a part of the ACX Planning Committee, the Media Director will work with the ACX Committee in all aspects of the planning of Arts Career Xploration. In addition, the Media Director will work very closely with the Marketing and Promotions Directors towards the overall promotion and media strategy for the event. Work with the Communications Director to create posters, teaser cards and other promotional materials Create a minimum of two promotional videos for the event Responsible for photography and videography at the event Work with the Volunteer Director to recruit and manage a team of volunteers for videotaping panel sessions Work with various campus and community partners who help support the conference Anticipated Learning Outcomes: The ACX Media Director should expect to gain experience in an influential leadership and project management role. The ACX Media Director should also expect opportunities to use and develop skills in (but not limited to) the following areas: Promotional materials design Social Media communication Video development Professional phone/ communication Volunteer management Event planning and management Goal setting and event evaluation Alumni Recruitment / Relations 9 P a g e

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