Business Development (BD) Team: Objective: To raise traineeships within the Seattle area

Transcription

1 Business Development (BD) Team: Objective: To raise traineeships within the Seattle area Title: Finding Leads Description: The main objective is to research and find many leads that can help raise traineeships or sponsorships. Accountability: Vice president of Business Development (VP BD) Skills/Knowledge/Competencies required: Willing to research and contact alumni, companies and different organizations that may want international interns. Responsibilities: Making cold calls to companies and organizations. Contacting AIESEC and university alumni about traineeship opportunities and networking. Skills/Knowledge/Competencies that will develop: Ability and growth with contacting corporation and learning how to talk to the right person and presenting AIESEC in a fluid way. Title: Sales Team/Sales Calls Description: The main objective is to train the sales team and go on sales calls to sell the products of AIESEC. Accountability: Vice president of Business Development (VP BD) Skills/Knowledge/Competencies required: Business orientated students interested in gaining experience with actual sales calls, overall knowledge of AIESEC, persuasive, personable and social. Responsibilities: Attending sales meetings and selling the AIESEC product to business and potential organization for traineeships and sponsorships with AIESEC Seattle. Skills/Knowledge/Competencies that will develop: Improved sales techniques, valuable business experience. Title: Contracts Description: The main objective is to know and fully understand how contracts for traineeships work in order to be able to work efficiently and smoothly with companies and organizations ready to sign contracts for AIESEC exchanges. Accountability: Vice president of Business Development (VP BD) and the Members Committee in New York for AIESEC USA (MC) Skills/Knowledge/Competencies required: Must be able to learn contracting requirements and processes as well as familiarize one-self with how visas work for foreigners coming into the United States for work. It will also be required for them to make sure that signed contracts are sourced starting immediately after by the delivery team. Responsibilities: Once a company has agreed to have AIESEC interns these members will personalize contract details and deals with the logistics of managing them with the Member Committee (MC) who will give final approval. Skills/Knowledge/Competencies that will develop: Good knowledge of how the internal process of AIESEC works with emphasis on traineeship contracts. 1

2 Account Delivery (AD) Team: Objective: To find and do reception for arriving exchange participants (EPs) Title: Sourcing Description: The main objective is to use the exchange participant (EP) database on myaiesec.net to find potential matches for raised traineeships (TNs). Accountability: Vice president of Account Delivery (VP AD) and relationship with vice president of Business Development (VP BD) for updates of raised TNs Skills/Knowledge/Competencies required: General knowledge of AIESEC, willingness to use myaiesec.net on a frequent basis. Responsibilities: Using myaiesec.net to search EPs, select participants with promising CVs or resumes, , Skype interview with questions from TN Company and set up for Skype interviews with company representatives with all candidates. Skills/Knowledge/Competencies that will develop: An understanding of how to operate myaiesec.net and connections with students around the world. Title: Exchange Participant (EP) Accommodation Planning Description: The main objective is once an exchange participant (EP) has been matched, to help find out what their preferences and personality is like to start to look for housing for them and organize events for the first few weeks after arrival. Accountability: Vice president of Account Delivery (VP AD). Skills/Knowledge/Competencies required: Willingness to be flexible and able to communicate needs and expectations of participants to cooperating organization. Responsibilities: Getting in contact with newly matched exchange participants and sending out a survey to find out what their expectations are for once they arrive and their personal preferences. Helping organize members to find housing, help teach EP about public transportation, USA culture and other hand holding activities in the first few weeks after arrival. Skills/Knowledge/Competencies that will develop: Ability to work with companies and organization to help accommodate EP. Better knowledge of USA culture compared to other countries and how to account for cultural differences. Title: Reception Description: The main objective is to help realized exchange participants once they have arrived for their traineeships. Accountability: Vice president of Account Delivery (VP AD) Skills/Knowledge/Competencies required: Friendly, social, flexible individual who wants to work with and meet international students. Responsibilities: Pick up (or delegate task) for pick up of trainee at the airport once they arrive. Show trainee around the city, help with understanding of public transportation and other logistics they need for daily life. Skills/Knowledge/Competencies that will develop: Meeting international students and the opportunity to learn about other cultures around the world. 2

3 External Relations (ER) Team: Objective: To brand AIESEC and make the name known with students, alumni and the business community. Title: Student Print Marketing Description: The main objective is to create, print, and assist in posting/distributing all studentdirected print media. This includes posters, flyers, handouts, and more. Accountability: Vice president of External Relations (VP ER) Skills/Knowledge/Competencies required: Design skills would be most useful in this area as well as ability and knowledge about school/external printing resources. Responsibilities: Person/group should work with other teams during creation process to ensure all relevant information is presented (e.g. with TM for general member recruitment and with OGX for EP recruitment cycles). This also includes being responsible for assessing methods and amounts of printing necessary and helping distribute materials. Skills/Knowledge/Competencies that will develop: Maturing design skills and competencies. Will learn what sorts of methods are good for catching people s attention as well as how to work in a group in order to get projects done successfully. Title: Classroom Outreach Description: The main objective is to coordinate classroom talks for recruitment marketing (TM and OGX). Accountability: Vice president of External Relations (VP ER) Skills/Knowledge/Competencies required: Being able to work with the University Relations Manger in order to keep up good relations with faculty in hopes of being able to make short announcements during classes. Should have good standing in University and know how to speak in front of a classroom. Responsibilities: Compile and maintain a list of classes and teachers possibly receptive to AIESEC or who have accepted an AIESEC talk in the past. Collaborate with appropriate teams to create and edit content of speeches. Based on the marketing timeline, class outreach will coordinate a schedule of available classes and time slots with availability of AIESEC members to make speeches. Actual speakers do not have to be on the ER team, but ER team members should make a considerable effort to participate. Skills/Knowledge/Competencies that will develop: This will acquire the member a working network within the University community as well as develop skills in project management and public speaking. Title: University Relations Description: The main objectives are to maintain a positive relationship with university staff and faculty as well as retain our status as a Registered Student Organization. Accountability: Vice president of External Relations (VP ER) 3

4 Skills/Knowledge/Competencies required: Will need to learn the processes that student organizations go through at the University as well as know how to keep up good relations over the long-term. Responsibilities: Contact UW colleges, departments and teachers whose students could benefit from AIESEC and establish a relationship: make faculty aware of us, ask to speak to their students, see if faculty have knowledge they can share with the LC as a guest speaker, etc. Make sure all paperwork pertaining to AIESEC Seattle s status as a UW RSO is turned in correct and on time. Look for on-campus activities that AIESEC Seattle can participate in and pass info to appropriate AIESECers. Skills/Knowledge/Competencies that will develop: Skills gained with these tasks include ability to form healthy networks, as well as how to speak professionally as a representative of a worldwide organization. Title: Alumni Relations Description: The main objective is to maintain a positive relationship with our large alumni network in Seattle. Accountability: Vice president of External Relations (VP ER) Skills/Knowledge/Competencies required: In order to do this job well we require the ability to make professional relationships with people as Alumni are professionals themselves, as well as creating a social relationship in order to bring around the bond that exists between AIESECers old and young. Responsibilities: Work with AIESEC Life, the AIESEC US Alumni Association, to look for local alumni and invite them to continue participating in AIESEC. See how they are able to help and get them in touch with useful contacts. Plan and hold at least one LC + Alumni event per quarter. Skills/Knowledge/Competencies that will develop: This person will develop a large network of Alumni who will be able to act as great mentors. Also, event management skills will develop in correspondence with the creation of a sense of community. Title: Business Development and Marketing Description: The main objective is to work with the Business Development team to increase AIESEC Seattle s exposure in the local business community. Accountability: Vice president of External Relations (VP ER). Skills/Knowledge/Competencies required: Sales training. Responsibilities: Exact responsibilities TBD, but will involve seeking out new leads, sharing the AIESEC message, attending networking events, etc., and passing leads to BD team members for follow-up. Skills/Knowledge/Competencies that will develop: This job will allow marketing skills to be developed as well as a greater sense of how the business community works within the city. Title: Newsletter Description: The main objective is to publish a quarterly newsletter on the status of the LC. Accountability: Vice president of External Relations (VP ER) 4

5 Skills/Knowledge/Competencies required: Design skills and the ability to become integrated into the local AIESEC activities in order to offer the best materials. Responsibilities: Write and send a digital newsletter at the end of every school quarter and summer covering recent and upcoming events, successes, plans, etc. Manage the mailing list and newsletter layout to keep within current branding guidelines. Skills/Knowledge/Competencies that will develop: Maintenance of mailing list database as well as knowledge of how to incorporate external partners with events highlights. Title: Website Manager Description: The main objective is to manage AIESEC Seattle s external website and keep it up to date. Accountability: Vice president of External Relations (VP ER). Skills/Knowledge/Competencies required: HTML necessary, JS/PHP/MySQL/web architecture helpful. Responsibilities: Be able to make a user friendly, aesthetically pleasing website that will help people get involved and understand AIESEC Seattle. Skills/Knowledge/Competencies that will develop: Web development and design skills. Title: Web Presence Manager Description: The main objective is to manage AIESEC Seattle s Facebook presence. Accountability: Vice president of External Relations (VP ER). Skills/Knowledge/Competencies required: Knowledge and previous experience with social media would be helpful. You must be savvy with what avenues effective and available online in order to get out our information and messages. Responsibilities: Keep the AIESEC Seattle Facebook group and/or fan page active, posting news, updates, and creating Facebook events as necessary. Skills/Knowledge/Competencies that will develop: Online social media skills as well as marketing skills will develop, with hopefully some creative thinking skills. 5

6 Out Going Exchange (OGX) Team: Objective: To find university students to go abroad through AIESEC # of Positions 5-7 I. Have cooperation with other LCs to enhance the matching a) Get in contact with other LCs (go on international conferences and get contacts, use contacts of other people, approach them via or phone) in the AIESEC network b) Get concrete TN forms from our partner-lcs for recruitment where we can match our EPs to c) Consolidate these cooperation and make sure you pass them over to the next stage in a proper way so that the cooperation will go on unharmed after your term II. Raising internally a) Design and convey a survey among the AIESEC members about their preferences about exchange b) Contact and assign supervisors to the members who want to go soon on exchange III. Raising externally a) Do a market research on universities and faculties in order to support the recruitment IV. Preparation before exchange a) Do a training about expectations and usage of the database for the EPs b) Conduct Review Boards with the EPs c) Transmit knowledge of myaiesec.net to team members and EPs V. Stay connected with EPs while they are on exchange a) Stay in touch with EPs while abroad b) Keep EPs connected to LC Seattle c) Collect internship stories and pictures VI. Re-Integration a) Design surveys for EPs to evaluate their experience b) Re-integrate EPs back in USA and in LC Seattle What we expect: Additional responsibilities of the Team Leader Measure of Success: Number of team leader applications for the next term Number of EPs matched and realized Retention rate of team members Benefits and gains: Title: OGX Functional Team 6

7 Description: The main objective is to have cooperation with other LCs to enhance the matching, raising EPs internally, raising EPs externally, preparation before exchange, staying connected with EPs while they are on exchange, re-integration upon return. Accountability: Vice President of Outgoing Exchange Skills/Knowledge/Competencies required: Enthusiasm and passion about exchange, commitment to results, dedication of time(approx. 8h/week), understanding of AIESEC/ commitment to the organization, willingness to take on challenges, creativity, participation in LC activities outside the OGX team. Responsibilities: Responsible for selecting, preparing and reintegrating students from Seattle who want to get an internship through AIESEC. As part of the OGX Team, you are responsible for the exchange experiences of the selected students. Will cooperate and coordinate with the OGX promotion team, TM team, and ER team. Coach teammembers, create clear tasks for every team-member by providing them with Job descriptions, tracking the members on their tasks and the team goals, establish, execute and track plan for the team (in cooperation with the team and the VP), keep an ongoing documentation of team activities, e.g. through a spreadsheet, find a successor and provide a proper transition, create an output of the term in the form of a wiki that should be useful to the next teams and team leaders. Skills/Knowledge/Competencies that will develop: Event Management and Marketing skills, understanding and presenting AIESEC and our exchange program, communicating with diverse audiences, cultural understanding, special team leader trainings, coaching experience, improving personal effectiveness, insight into myaiesec.net and pool of internships. Title: OGX Promotion Team Description: The main objective is to recruit and select students from Seattle for exchange, internal promotions, and preparations before exchange. Accountability: Vice President of Outgoing Exchange Skills/Knowledge/Competencies required: Enthusiasm and passion about exchange, commitment to results, dedication of time(approx. 8h/week), understanding of AIESEC/ commitment to the organization, willingness to take on challenges, creativity, participation in LC activities outside the OGX team. Responsibilities: Responsible for promoting exchange, raising and preparing the Exchange Participants. As part of the OGX Promotion Team you are responsible for the presence of exchange culture in LC Seattle. Recruitment and Selection of students from Seattle for Exchange -Strong cooperation with the ER Team, has the responsibility to run the recruitment at the universities where we want to attract people for our Exchange Program, make sure all the flyers, posters, class speeches and info sessions contain information about exchange and pass on the right messages, make sure the right departments are targeted. Approach professors for class speeches for specific lectures in order to attract people interested in our Exchange Program, participate class speeches and information sessions to make sure that the correct information about our Exchange Program is transmitted, select only those people for Exchange that have the right expectations and are matchable to the TN forms offered by our partner LCs, ensuring that exchange information is available during recruitment (on flyers and posters, info sessions, etc.) Internal Promotion- Organize Exchange presentation on LC meetings to promote exchange, blog with exchange stories OGX / OGX newsletter. 7

8 Preparation before exchange- Organize an Culture Preparation Seminar, prepare and distribute EP packages. Skills/Knowledge/Competencies that will develop: Event Management and Marketing skills, understanding and presenting AIESEC and our exchange program, communicating with diverse audiences, cultural understanding, special team leader trainings, coaching experience, improving personal effectiveness, insight into myaiesec.net and pool of internships. Title: OGX know it all contact Description: The main objective is to Accountability: Skills/Knowledge/Competencies required: Responsibilities: Skills/Knowledge/Competencies that will develop: 8

9 Talent Management (TM) Team: Objective: To plan recruitment for the beginning of the academic year, to educate and track members and rewards and recognition. Title: Recruitment Plan Management Description: The main objective is to create an overview plan of how fall recruitment will run, to delegate tasks and make sure applications are read and members are selected. Accountability: Vice president of Talent Management (VP TM) and help with advertisement for recruitment from vice president of External Relations (VP ER) Skills/Knowledge/Competencies required: Communication and social skills, able to run a team efficiently and under time restraints, good at delegating tasks, understand the dynamic of the social situation on campus for recruitment tabling and advertising positioning purposes. Responsibilities: Follow created recruitment plan including; tabling, organizing and leading/delegating leadership for information sessions, update, handout, collect and analyze applications for future members, delegate tasks for interview and selection processes and creating and managing induction tasks for selected members to help find what team they like. Skills/Knowledge/Competencies that will develop: How to run a professional team smoothly, understanding the concepts of AIESEC better, and having an overall insight into the recruitment base and team management. Title: Tracking (Pipeline management) Description: The main objective is to guide and track member progress in respective teams. Accountability: Vice president of Talent Management (VP TM) Skills/Knowledge/Competencies required: An understanding of each individuals personality to help match them to the correct team and position, knowledge of job descriptions and ability to track goals and achievement (plan vs. actual), must be motivational. Responsibilities: Match each member with compatible team and track progress throughout year to ensure the achievement of their set goals. Skills/Knowledge/Competencies that will develop: A better understanding of AIESEC and each individual job within the organization. Title: Member Education (training and mentorship) Description: The main objective is to educate new member of the basics of AIESEC (mission, goals, and the AIESEC experience ) and provide info sessions for general skills that are used for all teams. Accountability: Vice president of Talent Management (VP TM) and the recruitment plan manager regarding AIESEC recruitment info sessions. Skills/Knowledge/Competencies required: Friendly, relatable and good public speaker who can teach and relate information to large groups Responsibilities: Being a go-to for basic AIESEC information, periodic general skills education at meeting throughout the year (speaking and PowerPoints ) and setting up a mentorship program. 9

10 Skills/Knowledge/Competencies that will develop: Public speaking skills, overall understanding of AIESEC and community building with members. Title: Rewards and Recognition (R&R) Description: The main objective is to collect information from team leaders (VPs) about team progress and members achievement. Accountability: Vice president of Talent Management (VP TM), VP ER, VP BD, VP AD, VP OGX. Skills/Knowledge/Competencies required: Willing to talk to team members and be creative with reward ideas. Responsibilities: Monthly: talk to all executive board members (EBs) about which team members have had the best performance, recognize these members at a local committee meeting (LCM), quarterly: set up a reward to 3 best AIESECers for major recognition, at the end of academic year: major rewards and recognition event. Skills/Knowledge/Competencies that will develop: What makes a good team member, understanding of each team job description and opportunity to get to know to EBs. 10

11 Finance Team: Objective: Budgeting and managing the internal and external accounts of the local committee (LC) and fundraising Title: Finance Member Description: The main objective of is to organize and coordinate transactions within the internal and external accounts of the local committee (LC) with the vice president of Finance (VP Fin). Accountability: Vice president of Finance (VP Fin). Skills/Knowledge/Competencies required: An understanding of finance, running a bank account and managing account balance. Responsibilities: For the external account (held by AIESEC USA) there is a larger sum of money because this is where all profits from raising traineeships, sourcing fees and sending students aboard (OGX) go. Since this account is not directly accessible to the individual LCs one must send requests to use the funds within the account. The main responsibility here is checking to confirm the actual balance in the account matches the anticipated. For the internal account, there are more leniencies within what and how the funds can be spent since there is a check book that can be used for member reimbursement or other costs as (this is where donations from alumni go etc). Here, one must consider the budget constraints of AIESEC Seattle according to what is earned, and how much can be spent. For reimbursements one must ensure that receipts are collected and that there is proper transaction documentation, whether digital or on paper. Skills/Knowledge/Competencies that will develop: The ability to grow and succeed within the understanding of the financial realm to better manage and improve optimize financial structures. Title: Conference Promotions and Logistics Manager Description: The main objective is to be aware of necessary information regarding conferences that members need to be aware of before registrations, and then how and when to register. Accountability: Talk to national Member Committee (MC) about upcoming conferences both national and international and relaying the information through a presentation to members at meetings. Skills/Knowledge/Competencies required: Be very organized and good at researching on myaiesec.net and coordinating with national and international member to find out information about upcoming conferences. Responsibilities: To research and present upcoming conferences to members at local committee meetings (LCM). Also, figuring out ways that can AIESEC Seattle accounts (through fundraising or budgeting how much is available for the LC to spend on conferences) can help cover some of the conferences fees for members or help reimburse members for parts of the costs of attending conferences. Skills/Knowledge/Competencies that will develop: Events management and organization skills will develop along with the ability to delegate tasks and meet timelines. 11