JOB DESCRIPTION Assistant Director of Activities

Transcription

1 JOB DESCRIPTION Assistant Director of Activities Assistant Director of Activities is in charge of the following Leader of Activity Heads Activity Organization Dry Run Event Day Management End of year transition Activity Heads Contact last year s AHs to see if they are still interested Assign AHs and establish contact Fall meeting of Activity Heads o Job Descriptions, Activity Descriptions, expectations Activity Organization Work with Director of Activates Assign locations Get information for booklets Supplies Inventory, organize and order Dry Run Roll call of all AHs Supply closet Work with Volunteer Coordinator to ensure all needed information is included Event Day Management Prepare clipboards Meeting AHs at supply closet to distribute supplies Maintaining contact with AHs throughout day regarding any issues End of Year Transition Work with Director of Activities to train on job Storage organization End of year meetings to establish new Executive Board

2 JOB DESCRIPTION Assistant Director of Groups Assistant Director of Groups is in charge of the following Leader of Group Leaders Safety Presentation Dry Run Event Day Management End of year transition Group Leaders Contact last year s GLs to see if they are still interested Assign GLs and establish contact Poster Board supplies and instructions Assign homerooms and work on materials to entertain groups while in homeroom Ensure all GLs are aware of the rules of conduct for each child and how to discipline children if needed Safety Dry Run Contact PUPD Content Dry Run Roll call of all GLs Checking all posters to ensure they meet standards Work with Volunteer Coordinator to ensure all needed information is included Event Day Management Prepare clipboards Lining up GLs for VIP photos (work with Ops) Maintaining contact with GLs throughout day regarding any issues including no-show, missing children End of Year Transition Work with Director of Groups to train on job Storage organization End of year meetings to establish new Executive Board

3 JOB DESCRIPTION DIRECTORS The following are shared duties between Director of Activities and Director of Groups Co-chair PSD Exec Board meetings o Set an agenda and encourage collaborative roundtable discussions Selection of Executive Board o Set expectations for all members regarding attendance and contribution MC for Friday Night and Saturday presentation Activity selection and development Choose VIP, theme, mission patch, group names Management of timeline and job duties Dry Run o Set agenda and goals VIP Contact o Select VIP and send out requests by first of year o Maintain contact and keep VIP informed of role o Escort VIP during visit to campus Extra-curricular outreach Allocation role of President for SAO purposes only Call Out Train Assistant Directors to take over following year Work with Coordinator and Asst. Directors to compile booklets Select final t-shirt colors, logos, swag designs, etc. Work with Coordinator to ensure all marketing and communications needs are being met and divide work if needed Director of Activities is responsible for the following Exec Board Members (training and management) Assistant Director of Activities Operations Coordinator Treasurer Director of Groups is responsible for the following Exec Board Members (training and management) Assistant Director of Groups Volunteer Coordinator Outreach Coordinator

4 JOB DESCRIPTION OPERATIONS COORDINATOR Operations Coordinator is in charge of the following Mission Control Ordering food for Dry Run and Event Day Golf carts AV at CL50 & ELLT Mission Control POC for all MC crew Gather maps from Purdue Visitor s Information Center Cell Phone Tree Handling extra activity supplies, kids bags, nametags, first aid kits, etc. Set up banners, directional signs, Space Day Store Lost and Found Manage morning check-in process Will provide a time out zone for any unruly participants Food Supervise volunteers to manage breakfast, lunch, and EOD cake o Plates, cups, napkins, utensils, etc. o Clean up Orders all food for Dry Run and Event Day o Dry Run dinner (typically pizza) o Event Day breakfast o Event Day lunch o Event Day cake Elliott Hall of Music Get files for PSD and VIP presentations to Skip o PowerPoints and music o Expectations CL50

5 JOB DESCRIPTION OUTREACH COORDINATOR Outreach Coordinator is in charge of the following Outreach Events Campus Ambassador PSD Ambassador Outreach Events College Mentor for Kids campus visits Contact other orgs on campus to introduce PSD into their outreach efforts Build relationships with local schools, PTAs and after school programs to increase PSD outreach throughout the year Makes all arrangements for outreach events regarding logistics, volunteers, etc. o Creates a list of volunteers that can help out throughout the year when EB members are unavailable Works with Activities to see which new activities need to be tested and incorporate those into any upcoming events Campus Ambassador Create and maintain relationships with other student orgs and departments that may partner with PSD for activities, outreach events, and curriculum development PSD Ambassador Works with Directors to build relationships with local government officials and Purdue administration Takes all non-astronaut VIPs on tour of PSD on the event day to spread awareness of our program

6 JOB DESCRIPTION TREASURER The Treasurer is in charge of the following SAO o Register organization and event forms to SAO BOSO o Monitor and reconcile BOSO account Purdue grant Applications Payment plans for local vendors Depositing all proceeds from t-shirts sales Monday after event day Issuing all reimbursements needed for GLs or AHs Organize any on campus fundraisers SAO BOSO Grants Register PSD on Boilerlink and keep information updated Attend Treasurer training (in person) in Spring Submit event forms to SAO o o Dry Run/Safety Meeting PSD Event Day Including list of all volunteers for background checks Monitor and reconcile BOSO account SOGA PESC Apply for as many as we can in the Spring Reach out to local businesses for smaller grants Fundraisers Will use BOSO funds for any startup costs Organize any efforts regarding marketing needs, volunteering, ordering, etc.

7 JOB DESCRIPTION VOLUNTEER COORDINATOR Volunteer Coordinator is in charge of the following Volunteer Recruitment & Registration Job Assignments Serving as main POC for all volunteers Serves as facilitator for the Dry Run Volunteer Recruitment & Registration Working with Directors to register call outs at B Involved Fair and Fall Activities Fair Coordinates the development of any needed marketing materials Confirming the registration site is accurate and ready to go o Work to make any needed changes to the form or information given Finalizes numbers needed for each job and coordinates when to shut down registration Job Assignments Assigns each volunteer to job per PSD needs and volunteer wishes Gets each area of volunteers approved by appropriate Director/Asst. Director Contacts each volunteer with their role and pertinent information in a timely fashion Maintains Master List and updates regularly with assignment changes or drops Main POC for Volunteers Keeps in regular contact with volunteers for important dates and notes o Directors/Asst. Directors may contact their groups separately, but the Volunteer Coordinator will still serve as the main POC Dry Run Event Day Contact PUPD for Safety Presentation Work with ADs to ensure all needed content is included in both agendas for event Serve as main facilitator or Dry Run and ensure attendance is taken and t-shirts are handed out Event Day check-in of all volunteers Contact any late or missing volunteers

8 JOB DESCRIPTION COORDINATOR Staff Coordinator is in charge of the following Reservations and Logistics Participant Registration Fundraising/Budget Executive Board Marketing & Communications Reservations and Logistics Elliott Hall o Use Loeb as a backup Classrooms o CL50 and Event Day VIP Accommodations o Hotel o Exec Board VIP Dinner o Exec Board VIP Lunch Golf Carts Tables/Chairs/Trashcans Event Form Participant Registration Invitation to schools Online registration maintenance Assigning children to groups Accommodations Fundraising/Budget Engage Rita Baines to fundraise through Industrial Affiliates/Alumni Maintain a larger budget to work with Treasurer and Directors Serve as PI on INSGC funds Executive Board Serve as advisor of Executive Board to maintain continuity and direction Oversee communications with VIP Liaison to AAE and Development staff

9 Marketing & Communications Coordinate the creation of all handouts, flyers, press packs, display case material etc. Serve as POC for all media Work with AAE Marketing & Communications to create press release o Distribute press release via and work with Directors to coordinate on campus release Webmaster o Delegate as needed Social Media o Delegate as needed Event Day Photographer o Work with Directors, Operations and Volunteer Coordinators to facilitate training and work with event day photographers and videographers