Job title: Charity Head Soph

Faculty/unit: Student Experience

Department: Careers & Experience

Employee group: Student

Start date: May 2024

End date: September 30, 2024

Hours per week: 10 hours per week during the summer with the exception of Leadership Team Training, Soph Training, and OWeek (35 hours per week), 5 hours per week between September 9-30, 2024, during the academic year.

Summer honorarium to be provided for additional training responsibilities (currently under budgetary review).

The nature of the role of a Soph may include situations where students or fellow Sophs disclose challenges, or exhibit behaviours such as thoughts of suicide, gender-based and sexual-violence, domestic violence, mental health concerns and self-harm. Sophs are responsible for listening and providing resources to students; they do not provide counselling. Head Sophs and Programming Assistants will be required to complete mandatory training in these high-risk areas to understand the scope of their role, develop appropriate responses and connect students to a defined network of support.

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

The mandate of the Student Experience portfolio is to encourage student engagement, support student success, and to enhance overall student life at Western. Student Experience encompasses various departments across three pillars: Wellness & Wellbeing, Sport & Recreation, and Leadership & Learning. Careers & Experience is part of the Leadership & Learning pillar, along with Academic Support & Engagement and Transition, Leadership & Enrichment. The Student Experience portfolio operates together to create an environment where students can thrive and succeed. Student Experience also collaborates closely with the University Students’ Council, Society of Graduate Students, and other departments across campus.

The vision of Careers & Experience is for all Western graduates to have the skills and confidence to thoughtfully engage in communities and build a meaningful life and career.

Role Overview

The Charity Head Soph is responsible for recruiting, selecting, and supporting the Charity Soph Team. They are also accountable for executing Charity Programming during Orientation Week, including the Care Hubs and other community events such as the Soph team Charity Challenges. The Charity Head Soph will also support the Community Engagement Coordinator in the planning and delivery of Orientation Serves. The Charity Head Soph will work closely with the Community Engagement Coordinator, Charity Programming Assistants, Charity Soph Team, and Orientation Staff to successfully fulfill their role.

Duties & Responsibilities 

• Provide robust learning experiences and leadership development opportunities for members of the Charity Soph team through the planning and execution of regular team meetings and team development opportunities.
• Provide robust support for new to Western students by coordinating programming through their Soph team and the Care Hubs during Orientation Week.
• Establish and maintain a positive rapport with the Community Engagement Coordinator, the University Students’ Council Orientation Staff and full-time staff members, Residence and Off-Campus Orientation Staff, other Head Sophs, the Careers & Experience team, and other Orientation Programs.
• Select and support members of the Charity Orientation Soph Team before, during, and after Orientation Week.
• Represent Student Experience, Western and the London community as a positive role model and active member of these communities.

Primary Responsibilities

Supervision and Team Management

• In collaboration with Student Experience, select and oversee members of their Soph team in accordance with the application, guidelines and selection policies and procedures.
• Adhere to any Student Experience and Western policies and decisions related to their Soph team’s activities.
• Facilitate a welcoming and inclusive environment amongst their Soph team through team bonding and planning.
• Chair monthly Soph team meetings in collaboration with Programming Assistants.
• In collaboration with Programming Assistants, ensure members of their Soph team meet their role expectations by having 1-1 feedback and coaching conversations with them throughout the summer.

Orientation Week, Programming & Budgeting

• Help to execute an Orientation Week that facilitates a positive transition for all incoming students to Western University and provides students with the support they need to be successful during their undergraduate term.
• Enhance the Western community by promoting a sense of involvement and belonging among incoming students to campus.
• Enhance the Soph experience by acting as a role model to develop the leadership skills of members of their Soph team.
• Construct a shared vision for the Soph team alongside Programming Assistants, including, but not limited to, the assignment of portfolios, Soph partners, and team-building initiatives.
• Liaise with the Experiential Learning Coordinator, Co-Curricular Programs (Careers & Experience) to develop programming within Care Hubs during Orientation Week.
• Liaise with the Community Engagement Coordinator to collaborate and support Orientation Serves.
• Organize, design, and procure Soph team uniforms and new student merchandise in accordance with Student Experience guidelines.
• Participate in Orientation Week 2024 as a student leader and be responsible for executing their constituency's planned events.

Communication

• Maintain consistent communication with their Soph team, Charity Programming Assistants, the Community Engagement Coordinator, and the Experiential Learning Coordinator, Co-Curricular Programs throughout their term.
• Liaise with other Faculty, Residence, and Affiliate Head Sophs to collaborate on various Orientation-related projects throughout their term.
• Work with members of Western administration and the Experiential Learning Coordinator, Co-Curricular Programs to execute Soph team recognition initiatives.
• Attend monthly leadership team meetings with the Experiential Learning Coordinator, Co-Curricular Programs and the Community Engagement Coordinator.

Student Support

• Understand and use available campus resources to support students in need through the coordination of Orientation Week Care Hubs.
• Adhere to all written and verbal protocols established by Western and the Orientation program.
• Act quickly and use good judgment when dealing with Orientation Week incidents, including emergencies.
• Adhere to expectations listed in the Leadership Team 411 Guide and Reference Guide for emergency response.

Training

• Attend or complete any mandatory Head Soph and Soph training sessions during their term as required by Student Experience. Important dates and documents to be provided.

Qualifications

• The Charity Head Soph must be in London for in-person Leadership and Soph training, as well as Residence move-in and Orientation Week 2024, starting mid-August (date to be determined).
• The Charity Head Soph must be dutifully enrolled as an undergraduate student registered at Western University for the 2024/25 academic year.
• The Charity Head Soph must attain a 65% academic average in their course marks in the school year ending in April 2024. Summer and intersession courses do not count towards the calculation of this average.
• The Charity Head Soph must complete all mandatory training components before assuming their duties. If unable to complete component(s) of training, the Charity Head Soph may not be eligible to assume their role.
• The Charity Head Soph should value differences in gender, culture, sexual identity, religious beliefs, spirituality, among other identities, and demonstrate a willingness to create fair and accessible environments for Sophs and incoming students.
• The Charity Head Soph will act as project manager for all Charity soph team initiatives and play a key support role with Care Hubs on campus during Orientation Week. Strong organizational skills are paramount.
• The Charity Head Soph should have effective group facilitation and team building skills.
• The nature of the role requires the Charity Head Soph to be flexible and able to critically assess problems that may arise. Problem-solving skills are very important to overall success in the role.

Supervision

• The Charity Head Soph reports to the Experiential Learning Coordinator, Co-Curricular Programs (Careers & Experience).
• Additionally, the Charity Head Soph is expected to take direction from other senior collaborators in the Orientation Program.

Job title: Charity Programming Assistant (PA)

Faculty/unit: Student Experience

Department: Careers & Experience

Employee group: Student

Start date: June 2024

End date: September 15, 2024

Hours per week: 5 hours per week during the summer with the exception of Leadership Team Training, Soph Training, and OWeek (35 hours per week).

Summer honorarium to be provided for additional training responsibilities (currently under budgetary review).

The nature of the role of a Soph may include situations where students or fellow Sophs disclose challenges, or exhibit behaviours such as thoughts of suicide, gender-based and sexual-violence, domestic violence, mental health concerns and self-harm. Sophs are responsible for listening and providing resources to students; they do not provide counselling. Head Sophs and Programming Assistants will be required to complete mandatory training in these high-risk areas to understand the scope of their role, develop appropriate responses and connect students to a defined network of support.

About Western

Since 1878, Western University has been committed to serving our communities through the pursuit of academic excellence and by providing students, faculty, and community members with life-long opportunities for intellectual, social, and cultural growth. We seek excellent students, faculty, and staff to join us in what has become known as the "Western experience" - an opportunity to contribute to a better world through the development of new knowledge, new abilities, new connections, and new ways to make a difference.

About Us

The mandate of the Student Experience portfolio is to encourage student engagement, support student success, and to enhance overall student life at Western. Student Experience encompasses various departments across three pillars: Wellness & Wellbeing, Sport & Recreation, and Leadership & Learning. Careers & Experience is part of the Leadership & Learning pillar, along with Academic Support & Engagement and Transition, Leadership & Enrichment. The Student Experience portfolio operates together to create an environment where students can thrive and succeed. Student Experience also collaborates closely with the University Students’ Council, Society of Graduate Students, and other departments across campus.

The vision of Careers & Experience is for all Western graduates to have the skills and confidence to thoughtfully engage in communities and build a meaningful life and career.

Duties & Responsibilities 

• A Charity Programming Assistant is responsible for assisting the Charity Head Soph and the Community Engagement Coordinator to provide a robust learning experience and leadership development opportunity for members of their Charity Soph team through the planning and execution of regular team meetings and team development opportunities.
• A Charity Programming Assistant works with the Charity Soph Team, the Charity Head Soph, the Community Engagement Coordinator, and the Experiential Learning Coordinator, Co-Curricular Programs (staff role in Student Experience) to provide ongoing support to the Orientation Week Care Hubs, Orientation Serves, and other community events such as the Soph team Charity Challenges.
• A Charity Programming Assistant represents Student Experience, Western and the London community as a positive role model and active community member.

Primary Responsibilities

Supervision and Team Management

• In collaboration with Student Experience, assist the Charity Head Soph with the selection of members of their Soph team in accordance with the application, guidelines, and selection policies and procedures.
• Adhere to any Student Experience and Western policies and decisions related to their Soph team’s activities.
• Assist the Charity Head Soph in creating a welcoming and inclusive environment amongst their Soph team through team bonding and planning.
• Attend and assist the Charity Head Soph in chairing monthly Soph team meetings.
• Collaborate with the Charity Head Soph to ensure members of their soph team meet their role expectations by having 1-1 feedback and coaching conversations with them throughout the summer.

Orientation Week, Programming & Budgeting

• Help execute an Orientation Week that facilitates a positive transition for all incoming students to Western University and provides students with support through programming (i.e., Care Hubs and Orientation Serves).
• Enhance the Western community by promoting a sense of involvement and belonging among the incoming students to campus.
• Enhance the Soph experience by acting as a role model to develop the leadership skills of members of their Soph team.
• Assist the Charity Head Soph in constructing a shared vision for the Soph team, including but not limited to, the assignment of portfolios, Soph partners, and team-building initiatives.
• Assist the Charity Head Soph in developing high-impact programming within the Care Hubs and during Orientation Serves.
• Assist the Charity Head Soph in organizing, designing, and procuring soph team uniforms and new student merchandise in accordance with Student Experience guidelines.
• Participate in Orientation Week 2024 as a student leader and be responsible for executing their constituency’s planned events.

Communication

• Maintain consistent communication with the Charity Head Soph, Soph team, the Community Engagement Coordinator, and Experiential Learning Coordinator, Co-Curricular Programs throughout their term.
• Work with members of Western administration and the Experiential Learning Coordinator, Co-Curricular Programs to execute Soph team recognition initiatives.
• Attend monthly leadership team meetings with the Charity Head Soph, the Community Engagement Coordinator, and the Experiential Learning Coordinator, Co-Curricular Programs.

Student Support

• Understand and use available campus resources to support students in need through the coordination of Orientation Week Care Hubs.
• Adhere to all written and verbal protocols established by Western and the Orientation program.
• Act quickly and use good judgement when dealing with campus incidents, including emergencies.
• Adhere to expectations listed in the Leadership Team 411 Guide and Reference Guide for emergency response.

Training

• Attend or complete any mandatory Head Soph and Soph training sessions during their term as required by Student Experience. Important dates and documents to be provided.

Qualifications

• A Charity Programming Assistant must be in London for in-person Leadership and Soph training, as well as Residence move-in and Orientation Week 2024, starting mid-August (date to be determined).
• A Charity Programming Assistant must be dutifully enrolled as an undergraduate student registered at Western University for the 2024/25 academic year.
• A Charity Programming Assistant must attain a 65% academic average in their course marks in the school year ending in April 2024. Summer and intersession courses do not count toward the calculation of this average.
• A Charity Programming Assistant is required to complete all components of mandatory training before assuming their duties. Those who are not able to complete component (s) of training may not be eligible to assume their role.
• A Charity Programming Assistant should value differences in gender, culture, sexual identity, religious beliefs, spirituality, among other identities, and demonstrate a willingness to create fair and accessible environments for Sophs and incoming students.
• A Charity Programming Assistant will act as project manager for all soph team initiatives in the event the Head Soph is absent. Strong organizational skills are paramount.
• A Charity Programming Assistant should have effective group facilitation and team-building skills.
• The nature of the role requires Charity Programming Assistant to be flexible and to be able to critically assess problems that may arise. Problem-solving skills are very important to overall success in the role.

Supervision

• Charity Programming Assistants report to the Charity Head Soph with support from the Experiential Learning Coordinator, Co-Curricular Programs.
• Additionally, Charity Programming Assistants are expected to take direction from the Charity Head Soph, Community Engagement Coordinator and other senior collaborators in the Orientation Program.