Director of Operations: Coordinates the operations team; executes and implements the logistical policies and procedures for the event. Previous HOBY experience is strongly encouraged. Applicants should be at least 21 years of age. A member of the Leadership Seminar Team, reports to the Leadership Seminar Chair. Oversees the Operations ("Ops") Team at the Seminar.
Responsibilities
- Site selection (Aug-Sept):
Works with site throughout the year to negotiate any changes necessary to the original contract
Solicits and selects any other venues to be used, and in the absence of a Director of Transportation, organizes and oversees transportation among Seminar venues
- Contributes operations-related information to the Director of Recruitment (DR) for the development of the pre-Seminar Packet (for distribution in late March).
- Using student data obtained from the DR (May-June):
Produces ambassador check-in and check-out lists
Assigns facilitator groups, and prepares master list and lists for distribution to each facilitator
Prepares dorm room assignments, with attention to diversity
Organizes ambassador thank-you letter writing to speakers/panelists, volunteers and donors
- With input from the DP, is responsible for creating/producing materials for distribution at the Seminar, including, but not limited to name tags, Seminar evaluations, Future's Kits, and ambassador certificates.
- Obtains all necessary equipment, supplies and materials for the Seminar weekend, and organizes the Operations Room for effective use.
- During on-site staff training, provides a campus and Ops Rm orientation, and, in coordination with the Director(s) of Staff, ensures material preparation (signage, nametags, etc), for the weekend is complete.
- Is the primary contact between HOBY and the university during the Seminar weekend, confirming appropriate set up of, and access to, dorms, transportation, meeting spaces and meals.
- Oversees preparations and training for a smooth ambassador check-in and check-out.
- Is responsible for medication collection, handling and distribution throughout the weekend.
- Retains all emergency documents, and other pre-Seminar materials, organized and readily accessible.
- Coordinate other Seminar operations, in consultation with Director of Fundraising (DF) and/or DP as appropriate, e.g., HOBY Store, College Ops sales, Banquet check-in/on-site payments
- Attends Seminar Planning Team meetings: monthly Sept-Feb; semi-monthly Mar-Apr; weekly May through the Seminar
- Turns over copies of relevant documents and communications to LSC for central record keeping
- Compiles a list of recommendations for Operations the following year to be submitted to LSC and CP
- Contributes to other Seminar planning efforts as needed
Requirements
- Must be 21 years old
- Must be able and willing to work with electronic resources and Excel spreadsheets
- Must be able to attend the entire Seminar weekend.
Resources
- Volunteer Resources – library of materials including university selection presentation, site bidding sample documents, and sample/template Seminar materials
- Registration function – current registration and payment data for current year registrations
- Web2Project retains previous contracts and budgets for your site (if uploaded by previous site leaders)
