QIAA Core Executive Job Descriptions

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1 QIAA Core Executive Job Descriptions Queen s Interactive Crisis Simulation (QICSim) Co-Chair (2) Be responsible for the organization and execution of the Queen s Interactive Crisis Simulation Conference in the Winter Term; Develop and execute an interactive crisis which is relevant, engaging and realistic Invite and host guest speakers to participate and interact with delegates at the conference Hire, train and oversee conference staff to assist with the organization, logistics, promotion and execution of the conference; Provide weekly reports of conference progress to the Executive Committee QICSim is a cross-university conference focusing on mock crises. This conference has always been known for its high quality, especially for its ability to engage all delegates in an interactive manner. The conference is particularly attractive to first time and first year delegates as the team-based approach allows delegates to feel comfortable tackling with complex issues. As a co-chair, you will have an opportunity to continue and expand on this great tradition. The time commitment will be between 5-10 hours from hiring until fall and then between hours a week until the conference in March. QIAA Speaker Series Directors (2) Contact individuals and agencies in order to find relevant and engaging speakers to promote dialogue on international issues at Queen s Coordinate and cooperate with other groups and organizations on campus to host joint events featuring speakers and debates Maintain and strengthen relationships between QIAA and various faculties, departments and the Queen s University administration in order to host joint events and secure speakers Organize a speaker or educational event monthly from September to April QIAA s monthly speaker s series have brought many high-profile and inspiring speakers to Queen s campus. As the Programming Directors, you will help stimulate dialogue on international issues and help maintain QIAA s respected presence on campus. Weekly time commitment is 5-7 hours a week. QIAA International Development Week Director (1) Be responsible for the organization of International Development Week Coordinate with the various clubs on campus to plan a week of events centered around development Plan QIAA events throughout International Development Week Establish and maintain contacts with external organizations and clubs within the field of development This position has evolved from an informal role QIAA played this year in coordinating IDW and met great success. The IDW Director will be someone with an interest in the field of international development and who has connections to other development clubs on campus This position will be very focused on logistics and communications. The overall goal of this position is to expand upon the events at IDW hosting one large QIAA event, bringing in outside speakers and raising awareness. Weekly time commitment is between 4-6 hours per week throughout the year, with an increase closer to the week in early February.

2 QIAA Community Outreach Directors (2) Operate and expand the QIAA community outreach program Host community based events which promote the interaction of students, professors, administration and members of the wider Kingston community Host the monthly bagged lunch forum for students and professors to discuss relevant issues Seek partnerships with a variety of organizations on and off campus to build community engagement The newest QIAA initiative, Community Outreach seeks to give back to the Kingston community in the form of the expertise that QIAA gains through its various initiatives. The Outreach program serves to fulfill the roles that do not directly fit within the context of QIAA s other initiatives. Its major plan is to host a monthly bagged lunch forum where international issues can be discussed more informally. Beyond this the direction of the outreach program will be left to the discretion of the QIAA Leadership and the Outreach directors. The time commitment for this position is hours a week for the entire year. Queen s International Observer (QIO) Editor-in-Chief (2) (1) and Assistant Editors (2) Be responsible for hiring a publications staff Provide weekly reports of publication progress to the Executive Committee Organize and publish 4 issues of the Queen s International Observer magazine each year Work with publications staff to solicit articles, perform copy-editing, layout designing, and formatting, and other activities that will contribute to the final magazine product Collaborate with the Executive Committee to expand the circulation scope of the QIO Assistant Editors will aid the Editor-in-Chief in ensuring the success of the outlined activities QIO is a lively publication about international affairs. As the editors of the QIO, you will provide an avenue for students to write journalistically and academically, and most importantly to get their work published! The time commitment will be between hours a week throughout the year. Right of Reply Executive Producers (2) Research potential topics, conduct interviews, mediate weekly meetings, complete log sheets required by the CFRC Use technical editing skills and keen ear for audio quality and content to produce the show Upload each show to podcast account and promote the show using social media The Producer must have excellent oral communication and interpersonal skills; he/she will also be responsible for researching and providing context for listeners at the beginning of each show It is highly advantageous to have acquired CFRC Volunteer training prior to your application to the position The weekly time commitment is variable, however it can be up to four to six hours depending on the topic and scheduling of the interview, and the interviewee him/herself The Producer and Host of Right of Reply is responsible for the direction, structure and content of the show, in addition to using technical skills to produce the show itself. The Producer mediates weekly meetings, compiles and edits interview questions, and ensures that interviews are scheduled with enough time in advance of the show to complete audio editing. The Producer must have excellent oral communication and interpersonal skills; he/she will also be responsible for researching and providing context for listeners at the beginning of each show. It is highly advantageous to have acquired CFRC Volunteer training prior to your application to the position. The weekly time commitment is variable,

3 however it can be up to four to six hours depending on the topic and scheduling of the interview, and the interviewee themselves. Queen s MUN Team Directors (3) TRAINING Create a weekly plan for the content and direction of discussions as the chairs of weekly international affairs related meetings and debates Host training sessions prior to each conference to help students prepare for the conferences by advising on research, debate strategies and tactics Prepare and utilize existing training materials for students new to Model UN Hire and manage a supporting training and external logistics staff Plan an internal Model UN conference for the team that lasts a day Create a budget for the year with the logistics team LOGISTICS Apply and register for the attendance of a Queen s delegations to external Model UN conferences Oversee the logistics travel, accommodations, committee positions, communication with conferences in attending multiple external Model UN conferences Attend training session for each conference to brief head delegates on responsibilities and duties Hire and manage a supporting training and external logistics staff Plan an internal Model UN conference for the team that lasts a day Create a budget for the year with the training team The Queen s MUN Team Directors will be in charge of planning and organizing weekly training sessions for all interested members of the Queen s community. This position will require intense cooperation with team members. Interesting and meaningful topics will need to be chosen in order to engage Queen s students at large. In addition, the Directors should be well-versed in Model UN procedure, and be able to effectively train students so as to allow them to master procedure and public speaking. Effective training will be essential to our external Model UN team s performance at conferences across North America. The Directors will be responsible for coordinating the attendance of a Queen s delegation to various external conferences this will involve booking hotels, transportation, accommodating dietary restrictions etc. Previous experience with organizing Model UN initiatives is highly preferred. The weekly time commitment is hours and possibly up to 20 hours during the planning of In-House conferences. Program-Support Division QIAA Chief Financial Officer: Maintain all financial records and receive all money due to QIAA; Coordinate a working budget of approximately $100,000 Submit monthly financial reports to the core executive Collaborate with the Fundraising Director and Sponsorship Directors

4 Work with the Junior Financial Officer to manage day-to-day cashflow and deposits The Chief Financial Officer conducts the short-term and plans for the long-term financial activities of QIAA. A large part of the role is focused on managing day-to-day finances such as delivering and collecting payments, financial book-keeping and monitoring cashflow. The CFO works very closely with the President and is perhaps one of the most important members of the core executive in order to ensure the smooth functioning of the organization. Weekly time commitment is between hours per week for the entire year. QIAA Sponsorship and Fundraising Directors (2-4) Maintain, update and deliver sponsorship package to potential external sponsors Create and maintain a working relationship with all potential and existing external sponsors Maintain and update a working document of all grants, bursaries and other internal funding opportunities from within Queen's Plan and organize fundraising events every month targeted at the wider Queen s community Apply for aforementioned funding opportunities QIAA applies to a diverse variety of sponsorships ranging from large scale corporate organizations such as Blackberry and Microsoft to local businesses within the Kingston community. The directors ensure that QIAA is recognized as a leading organization able to provide exposure at Queen s to all types of businesses and has extra funds to support initiatives. A large part of the Sponsorship Directors portfolios are applying for internal grants and awards within the Alma Mater Society, faculty societies and various Queen s faculties and departments. The weekly commitment is 5-10 hours per week throughout the year. QIAA Technology Officer Maintain and frequently update the QIAA website Provide technical support to QICSim, QMUN, QMUNCH, QIO, the Queen s Delegation and the Global Passport Internship Fair including their individual websites Maintain and create all QIAA graphics, logos and photographs The QIAA IT Officer will be responsible for servicing all the technological needs of the organization. This involves programming and updating the websites of our various portfolios. Experience with HTML and graphic design will be a valued asset. The time commitment for this position is 5-10 hours a week, depending upon the specific IT requirements presented over the school year. QIAA Marketing Directors (2) Organize and execute marketing campaigns to advertise for QIAA membership and upcoming events Manage the production of promotional materials for Frosh Week, Clubs Night and similar on-campus events Create submissions for the Queen s Journal regarding the recent achievements of QIAA Photo editing experience is an asset but not required- Will work with Graphics Directors and Photography Director to produce advertising material Coordinate the use of social media aimed at increasing awareness and interest in QIAA The Marketing Directors will be in charge of directing all of QIAA s many marketing campaigns. The Directors will be responsible for conceptualizing, designing, and implementing a wide variety of

5 marketing strategies and materials. As QIAA is home to many initiatives, the Director will be challenged throughout the school year to adequately promote each initiative sufficiently, as well as to maintain QIAA s presence on campus. This position requires creative thinking and detailed knowledge of the happenings and trends in our university community. The weekly time commitment will be hours a week. QIAA Socials Directors (2) Plan and organize two social events every month for the members of QIAA Coordinate with the wider QIAA membership to determine the preferred theme or type of social Provide a monthly report to the Executive Committee on the feedback and attendance of recent social events The Socials Director is responsible for fostering a sense of community within QIAA. As the organization is one of the largest on campus, the Director will have to coordinate exciting yet inclusive socials for all of QIAA s members. You will be in charge of a team, and will need to effectively delegate tasks in order to efficiently organize events throughout the school year. The emphasis of this position will be to foster meaningful social connections throughout the organization. The weekly time commitment is expected to be 5-8 hours. QIAA Graphics Directors (3) Use graphics software (Adobe Photoshop, Illustrator) to design a variety of graphics including posters for print, sharable online graphics, logos, campaigns, and other marketing material Maintain the brand and visual identity of QIAA through consistency and clarity Assist the QIAA IT Director in maintaining the QIAA Website and web presence through graphic design Will work with Marketing Directors and Photography Director to produce advertising material including Facebook banners, posters The Graphics Director works closely with the QIAA Marketing Directors and QIAA IT Director to promote all of QIAA s events, promotions and activities. QIAA has a dynamic portfolio and prides itself on its wide-reaching brand and engaging graphics. The weekly time commitment will be 3-5 hours. Photography Director (1) 1-5 hours a week depending on number of events/projects Capture photos and videos of all QIAA s events, conferences and socials Coordinate with graphics and marketing to turn photos into advertisements for QIAA Use photos and videos to create year end video to be presented at QIAA Gala in the spring

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