AIESEC Waterloo Job Catalogue Winter2015

Table of Contents

Introduction ....................................................................................................................................1

Glossary ..........................................................................................................................................1

Marketing and Communications ..................................................................................................2

Content Creator and Designer ..........................................................................................3

Internal Marketing Manger .............................................................................................4

Social Media Coordinator .................................................................................................5

Leads Manager ...................................................................................................................6

Data Analytics Manager ....................................................................................................7

University Relations Manager ..........................................................................................8

Outgoing Exchange .......................................................................................................................9

Exchange Participant Manager (oGIP) .........................................................................10

Exchange Participant Manager (oGCDP) .....................................................................11

Events Manager ...............................................................................................................12

Consultations Manager ...................................................................................................13

Incoming Exchange ......................................................................................................................14

Corporate Relations Manager ........................................................................................15

Talent Management .....................................................................................................................17

Project Management Coordinator .................................................................................18

Portfolio Specialists ..........................................................................................................19

Finance ..........................................................................................................................................21

Accounting Associate .......................................................................................................22

Budgeting Officer .............................................................................................................23

Return on Investment ......................................................................................................24

Introduction

This catalogue outlines all of the available director and member positions for the Winter Term 2015 in AIESEC Waterloo. Within this catalogue, there are detailed lists of responsibilities, requirements, time commitment and expected results for each position. Please note that these descriptions are subject to change as the term continues, with additional responsibilities or positions becoming available as needed.

Glossary of Terms

CR Corporate Relations EB Executive Board (Consists of LCP & VP) EP Exchange Participant GA General Assembly GCDP Global Community Development Program GIP Global Internship Program ICX Incoming Exchange LC Local Committee LCP Local Committee President MarCom Marketing & Communications OGX Outgoing Exchange PDT Professional Development Talks TM Talent Management TN Traineeship Nominee VP Vice President XP Experience

Content Creator and Designer (2 Positions)

Accountable to: VP MarCom

Team Purpose: To communicate the value of our product and services to our customers. Team is in charge of all promotions of our sub-products through marketing campaigns on social media or on campus event and or promotions.

Duration: Present – April 2015

Primary Duties & Responsibilities

• Understand AIESEC Canada’s Branding Policies & Information • Create and raise awareness of AIESEC Waterloo activities (e.g. Campaigns) • Aid in any promotional material needed for upcoming events • Editing, posting and overall management of online media (mainly on our Facebook page) • Help TM and OGX with recruitment activities (e.g. Classroom talks, information booth,

content creation and promotions) • Promote the AIESEC name on campus through up to date AIESEC branding rules • Create promotional material specifically for AIESEC Waterloo • Initiate sub-product marketing or project-based marketing through social media or on

campus promotions of Outgoing Exchange programs that outlines the opportunities available to newly qualified leads

• Attend weekly team meetings and monthly General Assemblies

Requirements

• Ability to manage time well • Very organized • Communication Skills • Design and editing skills for marketing

Benefits

• Stronger communication skills • Project Management Skills • Design Skills

Key Performance Indicators

• Daily social media posts • Running at least 1 marketing campaign • 150 leads generated through marketing activities

Internal Marketing Manager





• Understand AIESEC Canada’s Branding Policies & Information • Create and raise awareness of AIESEC Waterloo activities (e.g. Campaigns) • Aid in any promotional material needed for upcoming events • Editing, posting and management for visual qualities of internal information among team

members of AIESEC Waterloo (e.g. General Assembly, social events, monthly newsletters)

• Help TM and OGX with recruitment activities (e.g. Classroom talks, information booth, content creation and promotions)

• Create promotional material specifically for internal AIESEC Waterloo members • Attend weekly team meetings and monthly General Assemblies

Requirements

• Ability to manage time well • Very organized • Communication Skills • Design and editing skills for marketing

Benefits

• Stronger communication skills • Project Management Skills • Design Skills


• Update Social Media weekly for internal needs • Run at least 2 internal campaigns by the end of the term

Social Media Coordinator





• Understand AIESEC Canada’s Branding Policies & Information • Create and raise awareness of AIESEC Waterloo activities (e.g. Campaigns) • Editing, posting and overall management of online media (mainly on our Twitter page) • Help TM and OGX with recruitment activities (e.g. Classroom talks, information booth,

content creation and promotions) • Promote the AIESEC name on campus through up to date AIESEC branding rules • Create promotional tweets specifically for AIESEC Waterloo • Initiate sub-product marketing or project-based marketing through social media or on

campus promotions of Outgoing Exchange programs that outlines the opportunities available to newly qualified leads

• Attend weekly team meetings and monthly General Assemblies

Requirements

• Emotional intelligence (team player skills) • Ability to manage time well • Very organized • Dedicated • Strong writing skills for marketing

Benefits

• Stronger communication skills • Decision-making skills • Strategic planning skills • Leadership skills • Project Management Skills


• Daily social media posts • Running at least 1 marketing campaign • 150 leads generated through marketing activities

Leader Managers (3 Positions)


Team Purpose: Team will use phone and email marketing to ensure that there is targeted communication and promotion happening for specific sub-products or projects. They will communicate with all leads from the point they are contacted by phone until their follow up with OGX to ensure customer is being serviced once they have registered with AIESEC.



• Understand AIESEC Canada’s Branding Policies & Information • Execute phone and email-based marketing campaigns for Outgoing Exchange programs • Initiate sub-product marketing or project-based marketing through phone and email

marketing of Outgoing Exchange programs that outlines the opportunities available to leads already contacted by phone

• Nurture (i.e. manage, maintain and follow-up with) leads that have been contacted by phone

• Attend weekly team meetings and monthly General Assemblies • Able to assist and/or conduct info sessions and book consultations

Requirements

• Emotional intelligence (team player) • Able to manage time well • Dedicated • Strong verbal and written communication skills for marketing • Problem Solving skills

Benefits

• Stronger communication skills • Decision-making skills • Time management • Project management skills • Salesforce Skills • Customer relationship management skills

Expected results

• Call at least 1/3 of the Not Yet Contacted leads on Sales force per week and follow up • 24-hour response time to Open Leads • 50% leads conversion rate

Data Analytics Manager

Accountable to: Director of Communications

Team Purpose: Team will use the appropriate platforms to collect and generate relevant data. They will analyze and communicate the research they conduct to the team.



• Understand AIESEC Canada’s Branding Policies & Information • Generate, analyze and present all relevant data to help understand target market • Research all relevant data in order improve efficiency of the local committee • Attend Weekly meetings and Monthly General Assemblies

Requirements

• Emotional intelligence (team player) • Able to manage time well • Dedicated • Strong verbal and written communication skills for marketing • Good problem solving skills

Benefits

• Decision-making and Analytical skills • Time management • Project management skills • Stronger communication skills • Leadership skills


• Assisting in calling the Not Yet Contacted leads on Salesforce with follow ups • At least 3 information sessions at the beginning of the term • Generate weekly reports on the appropriate platform

Public Relations Member (3 Positions)


Team Purpose: To communicate the value of our opportunities to the public and externals by holding interactive campaigns, communication activity and events. The team will seek to create partnerships and increase relations with organizations to increase collaborative and partnered activities for marketing, and increase awareness for possible sponsorships and incoming exchange opportunities.

Duration: January-end of term

Time Commitment: 5-8 hours a week

Primary Responsibilities:

• be knowledgeable about AIESEC’s opportunities • initiate communication with other clubs on campus to establish relations and to plan

information sessions • help build lasting partnerships with other organizations on campus • assist in planning other marketing events

Requirements:

• high level of dedication • ability to prioritize • comfortable with communicating with leaders of other extracurricular clubs • interest in developing stronger interpersonal and communication skills

Key Performance Indicators:

• be actively communicating with at least 1 club each week • successfully partner with at least 2 clubs for info sessions/events • attendance at AIESEC info sessions/marketing events • attendance at biweekly Public Relations meetings

Exchange Participant Manager (oGIP) (7 positions)

Accountable to: Director of Outgoing Global Internship Program (oGIP) Exchange Management (previously known as Director of oGIP Customer Service)

Team Purpose: Getting to know the exchange participants on a more personal level and helping them apply for, match to, and prepare for the professional internships that have duration of 6-18 months.


Time Commitment: 7-10 hours/week

Primary Duties and Responsibilities

• Manage 3 or more exchange participants and act as a guide to ensure each participant finds, is matched to, and goes on the international opportunity they are interested in

• Coordinate and attend weekly sessions with exchange participants to track progress of exchange participants’ opportunities

• Attend weekly Exchange Management Team meetings with the Directors of Exchange Management

• Attend all manager trainings and outgoing preparation seminars • Attend bi-weekly Outgoing Exchange Team meetings and monthly AIESEC Waterloo

General Assemblies

Requirements

• Strong communication skills (verbal and written) • Strong interpersonal skills • Basic technological skills in Microsoft applications and Google documents • Ability to excel in team environment while working autonomously • Must be able to take initiative and meet deadlines • Outgoing personality and able to work with other students

Acquired Knowledge & Skills

• Opportunity to meet and help students looking for international experience • Project and time management skills • Gain experience in customer servicing • Develop skills in communication, leadership, and organization • Gain insight into the running of an intricate international exchange program


• # Opportunities Applied To • Match Rate

Exchange Participant Manager (oGCDP) (7 positions)

Accountable to: Director of Outgoing Global Community Development Program (oGCDP) Exchange Management (previously known as Director of oGCDP Customer Service)

Team Purpose: Getting to know the exchange participants on a more personal level and helping them apply for, match to, and prepare for 6 - 8 week volunteer positions abroad that focus on creating positive societal impact.




• Manage 3 or more exchange participants and act as a guide to ensure each participant finds, is matched to, and goes on the international opportunity they are interested in

• Coordinate and attend weekly sessions with exchange participants to track progress of exchange participants’ opportunities

• Attend weekly Exchange Management Team meetings with the Directors of Exchange Management

• Attend all manager trainings and outgoing preparation seminars • Attend bi-weekly Outgoing Exchange Team meetings and monthly AIESEC Waterloo

General Assemblies

Requirements

• Strong communication skills (verbal and written) • Strong interpersonal skills • Basic technological skills in Microsoft applications and Google documents • Ability to excel in team environment while working autonomously • Must be able to take initiative and meet deadlines • Outgoing personality and able to work with other students


• Opportunity to meet and help students looking for international experience • Project and time management skills • Gain experience in customer servicing • Develop skills in communication, leadership, and organization • Gain insight into the running of an intricate international exchange program


• # Opportunities Applied To • Match Rate & Realization Rate

Events Manager

Accountable to: Director of Internal Relations

Team Purpose: To participate in the planning and implementation of all exchange participant related events such as Consultations, Outgoing Preparation Seminars, Reintegration, and workshops.




• Work in a team to achieve expected goals • Collaborate in a team to deliver information sessions about AIESEC’s international

exchange program • Coordinate training sessions for exchange participants about exchange protocol • Prepare, maintain, and update training materials such as pamphlets and booklets • Participate in planning and implementing re-integration sessions for exchange

participants upon the return of their internships • Attend weekly meetings with the Director Of Internal Relations • Attend monthly AIESEC Waterloo General Assemblies

Requirements

• Strong communication skills (verbal and written) • Basic technological skills in Microsoft applications and Google documents, • Ability to navigate online databases • Ability to excel in a team environment • Must be able to take initiative and work under pressure • Outgoing personality and ability to work with people


• Experience in event management • Project and time management skills • Gain human resources and customer servicing experience • Develop skills in communication and presentation


• # EPs Reintegrated • Reintegration Attendance • NPS Score

Consultation Manager (3 Positions)

Accountable to: Director of Internal Relations

Team Purpose: To participate in the planning and implementation of all exchange participant related events such as Consultations, Outgoing Preparation Seminars, Reintegration, and workshops.




• Work in a team to achieve expected goals • Coordinate and conduct one-on-one sessions to evaluate potential exchange participants

on their fit for specific AIESEC programs • Track interview answers from one-on-one sessions • Provide recommendations on countries and sub-products/issues best fit for exchange

participants (training provided) • Follow-up with exchange participant for program fee • Deliver information sessions about AIESEC’s international exchange program as needed

at consultation sessions • Attend weekly meetings with the Director Of Internal Relations • Attend monthly AIESEC Waterloo General Assemblies

Requirements

• Strong communication skills (verbal and written) • Basic technological skills in Microsoft applications and Google documents, • Ability to navigate online databases • Ability to excel in a team environment • Must be able to take initiative and work under pressure • Outgoing personality and ability to work with people


• Develop skills in communication primarily in one-on-one meetings • Project and time management skill • Gain human resources and customer servicing experience


• # Leads Paid and In Progress • NPS Score

Corporate Relations Manager (5 Positions)

Accountable to: VP Incoming Exchange

Team Purpose: Find companies in Kitchener-Waterloo Region and show the AIESEC values that they can benefit from. Convince the companies to bring in global talent to work for them by booking and arranging sales meetings.


Time Commitment: 10 hours/ week, 15-20 hours/ week during sales blitz week


• Ensuring that all leads are being followed up in the whole team • Find companies in Kitchener-Waterloo Region that are interested in hiring international

talent and add them to our company list. • Make cold calls to listed companies and book meetings to talk in person. Explain them

the values and benefits of AIESEC and sign job questionnaires if they are interested (raising a TN)

• Track all activities with companies on Salesforce and upload job descriptions of raised TNs.

• Attend all team meetings, trainings and monthly general assemblies. • Participate in monthly sales blitz

Requirements

• Ability to listen, write and speak effectively • Ability to control and prioritize multiple assignments and tasks • Interpersonal abilities • Time management • Strong sense of responsibility


• Critical thinking • Verbal and Written communications • Leadership skills • Sales expertise • Professionalism • Conflict resolution

Key Performance Indicators (KPIs)

• Raise 1 TN

• Make 20 cold calls • Book 10 meetings

Project Management Coordinator (3 Positions)

Accountable to: Director of Project Management Team Purpose: Create and execute a strategic approach to encourage active participation by all members at AIESEC Waterloo events. Also, to develop AIESEC Waterloo members’ marketability and professionalism through events which may include workshops and tutorials, case competitions, networking events and so on. Duration: Present - April 2015 Time Commitment: 6-10 hours per week Primary Duties and Responsibilities:

• Plan and execute agenda and sessions for monthly general assemblies (GAs) • Collaborate with AIESEC Laurier to co-host events and build unity among LCs • Organize socials that engage members, and build chapter spirit and relationships • Organize events that address member’s personal and professional development goals • Attend weekly meetings with Project Management Team • Attend monthly General Assemblies • Attend National/Regional Conferences (optional) • Download and utilize app “Slack” for internal communication within LC

Requirements:

• Exceptional time management • Eager to learn • Ambitious • Open-minded

Acquired Knowledge & Skills:

• Presentation and Communication skills • Collaboration and Teamwork • Crisis Management • Planning and Project Management


• Member attendance • Number of events held a term • Diversity of events • Overall rating of events from members

Portfolio Specialist (4 Positions)

Accountable to: Vice President of Talent Management Team Purpose: To track and help train members and ensure each portfolio is performing efficiently and effectively. Duration: Present - April 2015 Time Commitment: 10-12 hours per week Primary Duties and Responsibilities:

• Attend Team Leader training with selected portfolio • Help train members of portfolio providing Talent Management concepts and practices • Track Key Performance Indicators for members of portfolio • Distribute One-on-One forms and ensure it’s completion • Track and ensure member development (Member Levels, Team Minimums) • Gather and analyze tracked data and discuss with portfolio • Attend weekly meetings with Vice President of Talent Management • Attend monthly General Assemblies • Attend National/Regional Conferences (optional) • Download and utilize app “Slack” for internal communication within LC

Requirements:

• At least 4 months experience in given portfolio OR has attended a national conference for relative track OR 2 regional conferences Interested in running for VP/LCP/NST in the future

• Exceptional time management • Eager to learn • Ambitious • Open-minded

Acquired Knowledge & Skills:

• Team Management • Analytical Skills • Presentation and Communication skills • Collaboration and Teamwork • Crisis Management


• # of members trained • # of One-on-Ones completed • # of Member Levels completed by portfolio • Variance in Portfolio KPIs

Accounting Associate

Accountable to: VP Finance

Team Purpose: Maintain the sustainability of the Local Committee by keeping clear records of financial activity, interacting with potential sponsors, selling merchandise, and predicting potential bottlenecks in other portfolios.


Time Commitment: 5-10 hours per week


• Record cash receipts and make bank deposits • Conduct a monthly bank reconciliation • Maintain the petty cash fund • Issue financial statements • Assemble information for external auditors • Consult with Marketing and Communication portfolios to identify potential bottlenecks

in working processes

Requirements

• Familiarity with Wave Accounting • Ability to listen, write and speak effectively • Ability to control and prioritize multiple assignments and tasks • Interpersonal abilities


• Critical thinking • Written communications • Recordkeeping


• Pass all audits to achieve minimum financial standards with AIESEC Canada • Have no errors in submitted financial statements • Process electronic expense forms within 2 days of receiving them • Identify at least 2 bottlenecks in the Marketing and Communications Portfolio by the end

of the term

Budgeting Officer






• Coordinates club activities for monitoring and presentation of budgets to implement program objectives of the organization

• Reviews operating budgets periodically to analyze trends affecting budget needs • Consult with VP Finance to ensure budget adjustments are made in accordance with

organization changes in order to facilitate long-term planning • Coordinate sale of merchandise • Consult with the Outgoing Global Internship Program and Outgoing Global Community

Development Program to identify potential bottlenecks in working processes

Requirements

• Ability to listen, write and speak effectively • Ability to control and prioritize multiple assignments and tasks • Interpersonal abilities • Excellent teamwork skills


• Planning and organization skills • Ability to collect information, analyze a situation and point out solutions quickly


• Complete 8 budget presentations to Executive Board • Identify at least 2 bottlenecks in the Outgoing Global Internship and Outgoing Global

Community Development Programs by the end of the term • Less than 10% budget variance • By the end of the term, achieving 10 months in financial reserves with current activity

assuming no revenue is made

Return on Investment (ROI) Analyst






• Actively seek sponsorship opportunities both within the school, i.e. student societies, faculties, endowment funds

• Actively seek sponsorship opportunities outside the school, i.e. businesses in the KW region

• Prepare sponsorship presentations, using PowerPoint when visuals are permitted • Book and attend meetings with potential sponsors • Consult with Incoming Exchange and Talent Management portfolios to identify potential

bottlenecks in working processes

Requirements

• Ability to manage time well • Organized • Dedicated • Committed • Strong communication skills


• Communication skills • Negotiation and organization skills • Networking skills


• Book and attend 15 meetings by the end of the term • Meet sponsorship goal by achieving 10 months in financial reserves with current activity

assuming no other revenue is made

AIESEC Waterloo Job Catalogue Winter2015

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