Crossing Borders Melbourne Position Descriptions 2016

Position Title:Chair (x1)

Purpose of the Position:

The chair of Crossing Borders will be a soundboard for the executive team during planning and implementation of programs and events. Having had experience as a Crossing Borders Coordinator, their role is to provide support and guidance to the new coordinator and to ensure that the principles of the group are maintained.

Responsibilities and Duties:

  • Coordinator support–provide direction and supportto the Crossing Borders coordinator, assisting the transition into their new role
  • Executive team support -provide direction and supportto the Crossing Borders executive team members, assisting especially in the transition period of their roles

Position Title:President (x1)

Purpose of the Position:

The coordinator of Crossing Borders will form the foundation of the team, offering direction and cohesion between the group. Their role is largely one of communication – communication within the Crossing Borders group and also with its external affiliates

Responsibilities and Duties:

  • Team management–provide direction to the Crossing Borders team, foster a teamwork environment and mediate any disputes
  • Executive team meetings – chair executive team meetings and ensure every member has a chance to speak.
  • Communication within the executive team – ensure the executive team is kept up to date with each other’s projects through their weekly updates on the Crossing Borders executive Facebook page
  • Individual follow up – check in regularly with executive team members on an individual basis to hear how things are going and offer additional support if required
  • Communication with Crossing Borders national committee– actively maintain relationship with the national Crossing Borders committee which (in Victoria) involves Deakin and Monash Universities.
  • Communication with other relevant University of Melbourne student clubs–seek out, establish and maintain relationships with other relevant University of Melbourne health clubs so that relevant events and activities can be shared between the clubs
  • Communication with other relevant refugee and asylum seekerorganisations–seek out, establish and maintain relationships with other community based refugee and asylum seeker organisations so that resources and events can be shared
  • Bank account – be a signatory on the Crossing Borders bank account, share joint liability for the account with the treasurer

Position Title: Secretary/Vice-President (x1)

Purpose of the Position:

The secretary of Crossing Borders will be the primary organiser of the executive team, organising monthly meetings and driving accountability. Their role is largely one of communication within the University of Melbourne’s Crossing Borders chapter. They will also be responsible for completing the annual requirements of being an incorporated association.

Responsibilities and Duties:

  • Organise and coordinate meetings – set dates for and administrate monthly meetings, compose and distribute minutes and agendas, notify executive team members of upcoming meeting dates and times, meeting attendance accountability.
  • Incorporation requirements – ensure the annual requirements of being an incorporated association are met and documentation is sent in on time to ASIC. There will be step by step guidelines about how to do this. The secretary is also responsible for communicating any updates regarding Crossing Border’s incorporated status to the rest of the executive team
  • Volunteer coordination – respond tovolunteer/new member queries,coordinate volunteer recruitment drives
  • Maintain a volunteer database – improve and maintain membership database for volunteers, including contact details.
  • Maintain mailing list – establish and maintain an automated membership mailing list
  • Meeting action items –record tasks on the “to do” list and follow up executive member’s completion of these talks at monthly meetings
  • Communication with the executive team – liaise with the coordinator when initiating new projects, and provide weekly updates to the Crossing Borders executive team via the executive Facebook page

Position Title: Treasurer and Sponsorship/Fundraising Manager (X1)

Purpose of the position:

The treasurer and sponsorship/fundraising manager at CrossingBorders will be responsible for financial and sponsorship matters

Responsibilities and duties:

  • Book keeping and incorporation requirements – keep records for the purpose of yearly financial review and audit in accordance with incorporation requirements. Work with secretary to submit the required documents to ASIC annually
  • Event reimbursement - initiate and maintain a reimbursement system for Crossing Borders related expenses
  • Budget – Liaise with activities managers to develop a yearly budget
  • Sponsorship – Seek out and secure sponsorship from university and/or community sources to ensure the continuing viability of Crossing Borders programs
  • Fundraising –organise fundraising events (in conjunction with the publicity and events managers) to ensure the continuing viability of Crossing Borders programs
  • Bank account management – manage the deposits and withdrawals of the Crossing Borders bank account, be a signatory to and share joint liability for the account with the coordinator
  • Communication with the executive team – liaise with the coordinator when initiating new projects, and provide weekly updates to the Crossing Borders executive team via the executive Facebook page

Position Title:Activities Manager – Education (x2)

Activities Manager – Detention Centre (x1)

Activities Manager – Community (x2)

Activities Manager – Advocacy (x1)

Purpose of the Position:

Crossing Borders’ Activities Managers are the drivers behind new and ongoing volunteer activities. Their role is largely one of volunteer coordination and event organisation.

Responsibilities and Duties:

  • Organise activities and events – initiate and coordinate volunteer activities and events related to their area of passion (e.g education, community, advocacy or detention)
  • Foster new activity initiatives and volunteer involvement - Encourage and guide Crossing Borders volunteers who are interested in initiating their own events within the activity manager’s area
  • Investigate activities and eventswith Crossing Borders– investigate the activities of other Australian Crossing Borders teams to find opportunities to work together
  • Investigate activities and events with other not-for-profit organisations – investigate the activities of other not for profit organisations to find opportunities to work together
  • Coordinate volunteers – work together with the Crossing Borders publicity/events manager to recruit and coordinate volunteers involved in Crossing Borders events.
  • Communication with the executive team – liaise with the coordinator when initiating new projects, and provide weekly updates to the Crossing Borders executive team via the executive Facebook page

Position Title: IT and Publicity Manager (X1)

Purpose of the position:

Crossing Borders’ IT and publicity/events manger represents the public face of Crossing Borders. Their role is to maintain Crossing Border’s image by boosting our presence on the internet and in public.

Responsibilities and duties:

  • Internet updates - Update Facebook page and Crossing Borders website page with relevant literature and information, assisted with regular suggestions for resources by the rest of the Crossing Borders executive team.
  • Presence in the public - Improve Crossing Borders’ connection with the community via internet and public promotion
  • Publicity – Work with relevant activities managers to publicise Crossing Borders events. This includes but is not limited to:
  • Creating advertising posters and posting them around the university and online
  • Advertising on Facebook, Crossing Borders website and online university forums (eg student portal and MD connect)
  • Recruiting for and coordinating lecture bashing schedules
  • Fundraising –organise fundraising events (in conjunction with the treasurer/fundraising manager) to ensure the continuing viability of Crossing Borders programs
  • Communication with the executive team – liaise with the coordinator when initiating new projects, and provide weekly updates to the Crossing Borders executive team via the executive Facebook page

Position Title: Events Manager (X1)

Purpose of the position:

Crossing Borders’ Events manger is integral to the execution of events. Their role is to assist in securing venues and providing event support, along with assisting in promotion of such events.

Responsibilities and duties:

  • Venue management – book venues for Crossing Borders events, ensure appropriate equipment is available
  • Event support – recruit and coordinate volunteers for event support during Crossing Borders events. This includes volunteers to assist with:
  • Set up/pack up of the venue
  • Serving tea/coffee/food
  • Set up of banner and other Crossing Borders promotional materials

Position Periods:The standard term for a position in Crossing Borders Melbourne is 12 months, although this can be negotiated prior to recruitment and adjusted to complement recruitment cycles.