York University's Birthday is fast approaching on Tuesday March 26th and Ariel is looking for bright and enthusiastic volunteers to help her execute the biggest party of the year! Volunteering with York is U is a great way to create impact on campus while gaining valuable professional skills and making great friends along the way! Think you got what it takes? Check out the various positions and apply!

 

Coordinator Positions for York’s 54th Birthday

 

Event Date: March 26th, 2013

Posting Date: January 14th, 2013

Posting Expiry Date: January 26th, 2013

Position Start Date: January 28th, 2013

Position End Date: March 29th, 2013

Aprox # of hours per week: 2 – 5 hours

 

 

Job Descriptions

1. Internal Information Coordinator

• Act on behalf of Event Ambassador, to monitor the meeting or be in charge on the event day.
• Write and send out agenda items prior to each meeting and inform them about the meeting time and location
• Take minutes at Action Team Meetings and send them out to the team within 3 days of meeting
• Liaise with the team and YU Communication team.

1. Set Design and Layouts Coordinator

• Integrate requirements such as research, budget and team ideas to develop set designs
• Present drawing and ideas to the team for approval
• Selection of cost effective décor materials and decorations
• Oversee the setup and tear-down of decorations at events location(s) prior to event and on event day
• Prepare instructions and guidelines to executive setup and tear-down
• Creative eye-catching and informative event banners
• Present drawings to the team and make changes as necessary

1. Operation Coordinator

• Integrate theme, budget, research and team ideas to develop fun games and other attractions at main locations
• Plan and set up the photo booth and facilitate its running (if applicable)
• Facilitate the execution of party games and other attractions on the event day along with volunteers and the team
• Assist with Red/White Day activities if necessary. Being on call in regards to flash-mob activities happening across campus.

1. Glendon Campus Events Coordinator

• Integrate main theme of event into smaller scale to executive cost effectively at Glendon Campus
• Act as the main liaison between the team and GCSA for instance arranging the meeting or executive the event on behalf on Event Ambassador
• Plan cake cutting ceremony/cake distributions/other attractions at Glendon Campus in collaboration with GCSA.
• Coordinate with Distributions Coordinator on logistic.

1. Volunteer Coordinator

• Create posting for recruiting volunteers for event day
• Prepare “Thank You” packages for volunteers and performers
• Develop efficient volunteer schedules including the amount necessary at each station, task lists and safety regulations
• Communicate effectively with the team in term of estimating the number of volunteers-needed for pre-event and on event day.
• Assist Entertainment Coordinator to contact various student organizations for the flash mob, *if applicable.
• Integrate theme, budget and team ideas for volunteer costumes
• Use various sources effectively to recruit enthusiastic volunteers

1. Finance Coordinator

• Contact campus vendors regarding possible sponsorships
• Prepare pre-event, post-events and updated budgets and communicate details to the team
• Research on discount and promotions to assist with purchasing supplies
• Collect reimbursement forms and assets team with purchasing decisions and preparing financial documentations
• *Duties will exceed event date as post-event will be necessary

1. Distributions Coordinator

• Develop an efficient and cost effective distribution method for the cake and cupcakes
• Research and present various flavors and designs of cake and cupcakes for approval from the team
• Plan and facilitate the cake cutting ceremony according to guidelines
• Coordinate with Set Designer over layout and other details

Attachments to include: Cover letter and Resume

**Additional Fields**

Internal Info Coordinator – should have experience in minute taking and other administrative duties (preparing agendas, note taking, scheduling, etc)

Glendon Campus Coordinator – preferable for Glendon students!

Minimum Years of Experience required: At least one year experience and event  planning experience is an asset.

 

Email: Ariel Phan - yueventA@yorku.ca