Position Title: Student Organizations Advisor
Department: Information Systems
Supervisor: Student Community Manager
Classification: Union
Grade: Band 7
Remuneration: $57,828.07
Employment Type: Full-Time, Permanent
Company Overview
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
- Insurance Providers
- Venue Management Representatives
- Event Suppliers.
WORKING CONDITIONS
- 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
