Club/Program Coordinator
1. Assist in coordinating club events, activities, budget hearings, and status updates
2. Serve as acting Chair of the Student Life Committee
3. Facilitate Winter Term student fees hearing process for ASCOCC funded Clubs and Programs
4. Help develop student-fees budget for clubs for the next academic year
5. Act as a liaison between clubs and other ASCOCC Coordinators
6. Present term reports and updates to ASCOCC funded Clubs and Programs
7. Act as liaison between all clubs and programs and COCC
Budget Coordinator
1. Coordinate and monitor revenue
2. Keep accurate records of expenditures for current academic year
3. Run your own excel spreadsheet to help track appropriate accounts more closely. For example: Office 4. 4. Supplies, Hospitality table and Events
5. Run separate spreadsheets on clubs and help clubs keep close track of how much they spend and total amount clubs spend together
6. Itemize expenditures to the appropriate accounts
7. Place requests for purchase orders
8. Help to fill out and sign reimbursement forms for the clubs, programs and members
9. Working close with Student Life Advisor and making sure all the financial document are signed before it they are sent to Fiscal Services
10. Keep accurate records of check requests and reimbursements
11. Keep track of petty cash and keep records of all the receipts and maintain appropriate balance
12. Make sure the credit cards are paid on time and keep accurate records of credit card expenditures
13. Meet with Fiscal Services if you have any questions related to the budget
14. Communicate budget status reports with ASCOCC Council monthly
15. Advise clubs and programs on how to access their funds
16. Help develop student fees budget for the next academic year
Event Coordinator
1. Coordinate all ASCOCC social and academic events for the calendar year.
2. Utilize the event calendar to select dates and plan a minimum of 3 months out.
3. Make all reservations as necessary
4. Propose costs and event ideas to ASCOCC members for budget approval.
5. Solicit Sponsorship requests and group rates for discounts.
6. Assess event satisfaction at the end of each event by completing an After Action Review. Copy all AAR’s for distribution to other ASCOCC members. The review should include:
7. Overview –What happened, how many attended, etc.
8. Planning –How was the event planned, where, décor used, etc.
9. Advertising –What means of advertising were used.
10. Food –What was purchased
11. Vendors –DJ, etc.
12. Club participation –who participated, what they did.
13. Concerns/Suggestions –A detailed list of what did and did not work.
14. Budget/Expenses –Breakdown of all expenditures.
15. Track and keep records of everything event related in the “Event Book” to include:
16. Proposals (Budget, Check requests and Sponsorship requests)
17. Flyers, advertising print
18. Layout templates and confirmation of space reservations.
19. Supply lists and expenditures with copies of receipts.
20. Time lines
21. All publicity (media coverage, print articles, etc.)
22. Photography
23. Each event should have photos taken for records on the set up, layout and student pictures to post on the website.
24. After each event submit photos to the web designer for posting along with descriptions.
25. Publicity
26. Complete requests to marketing coordinator for advertising, print (flyers), press releases, etc.
27. Notify college contacts to post events in Broadside, COCC website, E-Newsletter, ASCOCC web page, etc.
28. Work closely with Clubs Coordinator to facilitate the Information Fairs, and other club related events.
29. Develop ASCOCC events calendar before beginning of the next academic year
30. Determine events budget for the next academic year