Science Society Coordinator Roles and Descriptions

Coordinator Roles

* The number of positions listed are subject to change on a termly basis.

* The coordinator roles and descriptions listed below are specific to the Spring 2022 term.


COMMUNICATIONS TEAM

Managed by VP Communications

Creative Director (4-5 positions)

  • Responsible for designing graphics for Science Society social media posts including: Facebook and Instagram posts, Instagram stories, and Facebook banners
  • Works on creative projects as needed, such as designing stickers, logos, etc.

Marketing Coordinator (3-4 positions)

  • Manages Science Society social media platforms (Facebook, Instagram, TikTok) by promoting events and other Society initiatives
  • Advertising for upcoming events, reminders of the services provided for Science students by Science Society and volunteer/work opportunities for Science students offered by Science and/or faculty and campus organizations

Webmaster (1 position)

  • Updates Science Society website on a regular basis with contact information, updated documents
  • Ensures accessibility of Science Society website by thoroughly checking for broken links and improving overall website design
  • Must complete or have completed SEW099 Learn course upon hiring to be trained in making edits on the website (no cost)
    • Note: No coding experience is necessary for this position

Media Coordinator (2 positions)

  • Updates Flickr account with new and old Science Society photos
  • Takes photos at relevant Science Society events
  • Creates all video media for Science Society promotion and social media purposes
  • Records live online events and edits videos to include closed captions to be posted on social media

Tech Coordinator (1 position)

  • Manages and maintains all communications across Science Society Discord server
  • Facilitates weekly virtual events on Discord server
  • Must be proficient in Discord server managing and features 

RETAIL TEAM

Managed by VP Retail

Retail Managers (3-4 positions)

  • Work with VP Retail to manage the online Science Society Retail Store and oversee transactions

In addition, each manager will be tasked with one of the following sub-roles:

Inventory Coordinator (2 positions):

  • Manages logistics for a unified online retail platform for Science Society and departmental clubs including purchases, sales, and website content

External Coordinator (1-2 positions):

  • Works with departmental club executives to bring club-specific merchandise to the online Science Society Retail Store
  • Ability to effectively communicate with departmental clubs and external vendors

SCIENCE CnD (Coffee n Donut)

Managed by VP Retail
 

Science CnD (Coffee n Donut) Managers (4-5 positions)

  • Work with VP Retail for re-opening the Science Coffee n Donut shop in B1.

In addition, each manager will be tasked with one of the following sub-roles:

Volunteer Manager (1 position)

  • Recruiting, training, and leading volunteers to fill shifts
  • Leading the Volunteer Commit-tea with weekly meeting and planning the Volunteer Appreciation event
  • Able to respond to emergency situations quickly and solve the problem accordingly
Marketing Coordinator (1-2 positions)
 
  • Creates and publishes content for the Science CnD Instagram and Facebook (1-2 times/week)
  • Interacts with followers (by creating stories, posting volunteer showcases, answering messages, etc.) to maintain an online presence
Inventory/Wholesale Coordinator (1 position)
 
  • Able to drive and pick up items from wholesale stores
  • Oversees the inventory for the CnD
Finance Manager (1 position)
 
  • Keeps tract of all invoices and transaction of the CnD
  • Calculate the cash flow and income for the CnD

INTERNAL TEAM

Managed by VP Internal

Administration Coordinator (2 positions)

  • Responsible for overlooking day-to-day functions of Science Society
  • Takes meeting minutes at all Coordinator and Board of Director meetings that occur on a weekly and bi-weekly basis, respectively

Speaker (1 position)

  • The Speaker presides over the Board of Directors which is responsible for all decisions made within the Science Society
  • This individual must write meeting agendas and lead the meetings
  • Be familiar with Robert's Rules of Order Revised

STUDENT LIFE TEAM

Managed by VP Student Life

Events Coordinator (3-4 positions)

  • Responsible for organizing and executing events for the term, including various on-campus and off-campus events
  • Submits event forms and books the space for every event held by the Science Society
  • Attends Science Society events
  • Owns a credit card, and is comfortable paying for events as needed and being reimbursed throughout the term
  • Must be comfortable with the technology of planning online events on social media and various platforms

Advocacy Coordinator (3-4 positions)

  • Works with the VP Student Life to organize and execute various student advocacy and awareness initiatives
    • Examples include but are not limited to: mental health, physical health, sexual health and LGBTQ+ advocacy, BIPOC advocacy, and environmental awareness
  • Connects students with wellness resources available on campus and accessible in the community
  • Owns a credit card, and is comfortable paying for events as needed and being reimbursed throughout the term
  • Completes mental health first aid training (More Feet on the Ground, QPR, safeTALK)
  • Must be comfortable with the technology of planning online events on social media and various platforms

Equity Coordinator (3 positions)

  • Works with the VP Student Life to advise in event planning and organization while advocating for marginalized groups in the Science student community 
  • Collaborates with WUSA, the Faculty of Science, Science Society Board of Directors and BIPOC student advocacy groups on campus and in the community to strive towards implement student feedback to make Science Society events more inclusive 
  • Actively searches for ways to increase accessibility in Science Society events to diversify student groups 
  • Responsible for ensuring accessibility of SciSoc events to the whole Science student population 
    • For example, closed captioning and transcript text for online events
  • Owns a credit card, and is comfortable paying for events as needed and being reimbursed throughout the term
  • Completes diversity and inclusivity training, as directed by VP Student Life and following the University of Waterloo guidelines for training
  • Must be comfortable with the technology of planning online events on social media and various platforms

FINANCE TEAM

Managed by VP Finance

Financial Associate (1-2 positions)

  • Assists clubs and coordinators with their financial inquiries and reports to VP Finance
  • Works with VP Finance to create and organize forms necessary to aid the budgetary and financial needs of the organization
  • Examines financial forms and uploads them online, including: cheques, cheque requests, Science Society event invoices
  • Communicates with students on cheque requests and reimbursements via email
  • Organizes external funding toward WUSA Science-affiliated clubs
  • Attends weekly meetings with WUSA's Accountant
  • Attends bi-weekly BOD meetings

External Coordinator (1 position)

  • Responsible for relations and communications between the Science Society and organizations outside of the Faculty of Science and outside of the University of Waterloo
  • Seeks out funding from external sources for Science Society operations when needed
  • Works on building relations with partners outside of the University of Waterloo for discounts and deals for undergraduate science students
  • Continues to network and build relations with University of Waterloo Science alumni

NEWSLETTER TEAM

Managed by President

Newsletter Director (2 positions)

  • Creates content for monthly Science Faculty Newsletter
  • Ensures content is received from departmental clubs in a timely manner
  • Arranges all content into newsletter template

SCI-CHELLA TEAM

Managed by President

Scichella Coordinator (3 positions)

  • Arranges entertainment, catering, and sponsors for the event
  • Secures and manages a Scichella volunteer committee
  • Executes the event on the day of
  • Owns a credit card, and is comfortable paying for the event as needed and being reimbursed throughout the term

    WE ARE CURRENTLY NOT HIRING FOR THE FOLLOWING POSITIONS:

    First Year Representative (4 positions) 

    • Works with VP Academic to introduce, organize, and execute events that pertain to the interest of first year Science students and academic-related events
    • Advertises upcoming Science Society events and initiatives to first year students through class talks
    • Consults with and advocates for first year Science students by innovating new initiatives and expressing their concerns or suggestions to the Science Society
      • Also to ensure that events being held are relevant to the student body
    • 8-month position contingent on the VP Academic's Science Society

    Peer Mentorship Coordinator (3-4 positions)

    • Works with the President to organize and manage the Science Society Peer Mentorship program
    • Be the first point of contact for supporting the mentors throughout the term
    • Collect and distribute materials/resources to mentors and mentees regarding various topics such as academics, mental health, social engagement at UW, etc.
    • Facilitate the bi-weekly check in meetings with mentors

    Sciball Coordinator (3 positions) - Fall Term Only 

    • Chooses the theme for SciBall held in November
    • Arranges entertainment, catering, and sponsors for the event
    • Secures and manages a SciBall volunteer committee
    • Executes the event on the day of
    • Owns a credit card, and is comfortable paying for the event as needed and being reimbursed throughout the term

    Gradball Coordinator (2 positions) - Winter Term Only

    • Chooses the theme for GradBall 2022 held in the Winter term
    • Books the venue of the event
    • Arranges entertainment, catering, and sponsors for the event
    • Secures and manages a GradBall volunteer committee
    • Executes the event on the day of
    • Owns a credit card, and is comfortable paying for the event as needed and being reimbursed throughout the term