*Deadline extended*
Job Posting – Elections Organizer for OPIRG-Guelph (Chief Returning Officer)
Timeline: Election related works takes place from mid-January to mid- March
Contract: $650 for up to 45 hours of work
Description of Responsibilities
- Meet with an OPIRG staff person or Board member to review Elections Planning Binder and related documents. (Approx. 2 1/2 hours)
- Organize promotion/notification of the elections to the OPIRG membership (University of Guelph community) and community membership list. This is to include at minimum: an advertisement in the Ontarion(organized with the Organizational Coordinator), email notice to the OPIRG volunteer list, posting on the Cannon.ca, and posters in the OPIRG office and in the University Centre) (4)
- Work with the Organizational Coordinator to update the nomination form and Candidate Profile Questions as needed (these need to be approved by the Board of Directors). Post the form in an accessible place in the OPIRG office. (1)
- Acquire from the OPIRG Office Coordinator a list of people Not Eligible to vote (students who have opted out of the levy – See by-laws for details.
- Acquire from the Office Coordinator a list of members (this is a list of people who have purchased/been granted a membership who are not the levy paying students). This should be done 1 week before the elections, when sale of memberships is suspended.
- Receive nomination forms (a box can be provided for forms to be dropped off in). (1)
- Provide receipts to candidates by email. (2 hours)
- Phone and email the candidates/nominees to confirm their attendance/availability at the Candidate Orientation meeting. (2 hours)
- Organize and facilitate the Candidate Orientation meeting or meetings to explain the election guidelines and the election process. It is mandatory for all candidates/nominees to attend an Orientation meeting. (8 hours)
- Collect the mandatory Candidate Profiles from each candidate. Work with OPIRG staff to disseminate the profiles on the OPIRG volunteer list and post on to the OPIRG web site.
- Ensure that the election guidelines and Candidate Information Package is updated and prepared for each candidate in advance of the Orientation meeting.
- Recruit poll clerks from OPIRG volunteer list as necessary. Send an email to the OPIRG membership list. Arrange to train poll clerks. Provide training for poll clerks.(3 hours)
- Meet again with OPIRG staff and/or Board members to check in on process and to address any issues of concern. (1 ½ hours)
- Update and approve the ballot form. (2 hours)
- Set up and open the polls on election day and ensure it is staffed. (1 hour)
- Where possible stay at the polling station all day or visit the polls regularly during voting period day and answer questions.(2 or 6 hours)
- Close the polls on election day, including tidying, filing and thanking poll clerks. (1 hour)
- Count ballots. (1 hour)
- Provide written and signed results that can be presented to the media, to the board of directors for ratification and kept on file. (1/2 hour)
- Create a final report on the nomination and election process, including recommendations for future elections. (½ hour)
- Where applicable attend the Annual General Meeting or Board of Directors meeting to present final report on elections.(1 hour)
- If necessary address any appeals filed in relation to the election process.(1-6 hours)
Total hours = 34.5 (plus 4 hours if at polling station, plus 5 hours if appeal takes place)
Applicant should demonstrate the following qualities and skills:
-Excellent written and verbal communication skills
-General knowledge of OPIRG-Guelph’s mandate and programs
– Time management and work organization skills
-Ability to take initiative in completing tasks
-Great attention to detail
-Aptitude for understanding and interpreting complex documents
-Experience promoting events on campus
-Willingness to ask for assistance when needed
-Participation in an OPIRG-Guelph or similar anti-oppression training, an asset
-Some availability during OPIRG office hours Monday to Thursday 1030am to 430pm
-Availability on March 8th, 2016 for the elections
OPIRG welcomes the contributions that individuals from marginalized communities bring to our organization, and invites aboriginal people, people of colour, poor and working class people and those on social assistance, women, gays, lesbians, bisexuals, queer-oriented people; transgender, transsexual, intersex and two-spirit people; single parents, members of ethnic minorities, immigrants, people from non-academic backgrounds and people with disabilities to apply. We encourage applicants to describe the contributions and experiences they would bring to the OPIRG organization in their cover letter. All
applicants are asked for a brief statement on their views of power and oppression.
We regret that the OPIRG office is not currently wheelchair accessible.
How to apply
Applicants should submit a resume/c.v. and one page cover letter by February 2nd, 2016 OPIRG-Guelph Elections Committee
24 Trent Lane, University of Guelph
Guelph ON N1G 2W1
Email: organizational@opirgguelph.org (only PDF or Word documents will be accepted)
Only those selected for an interview will be contacted.