ASUW Transition Website

OOI Program Manager

2021-2022 Program Manager

What do I do? 

Purpose of this Office 

The main goal of OOI is to act as the gateway of ASUW, working to connect students with volunteer opportunities and potential employment with the future. We do this through presentations, tabling, and running the ASUW Ambassador Program!  

What do I do? 

Though your technical job title may be “Program Manager”, you really do just as much as the Director, just in a different capacity. Where the Director works to extend volunteer opportunities and advertisement into a greater campus community, you work more internally, running the Ambassador Program. Besides the Ambassadors, you will do a lot of tabling and connecting with internal and external entities in order to ensure that ASUW and its programs are well known across campus! 

My Main Takeaways (Nicole)

Meeting Engagement

  • Lecturing a presentation is NOT it. Spend more time in small group discussions/ activities/ ice breakers.
  • Community groups were a good way to foster community. Have Ambassadors meet outside of meeting time.
  • Bring in different employee guest speakers. Try and give them a week’s notice.
  • Implementing passion pitches gave students a chance to practice public speaking and share their personality.
  • Consider ending meetings before finals week. Ambassadors tend to be overwhelmed during this time. 

Job Shadowing 

  • Communication is difficult with employees! Make your communication simple and set realistic expectations for employees.
  • Create meeting outlines for job shadowing (see mine in drive). Ambassadors and Employees said that they wanted more structure to meetings.

Marketing

  • Advertise on first-year/ campus-wide UW channels (FB, Yammer). Your Ambassador cohort adds so much to this experience, so you want a passionate group!

Accounts and Logins 

Email Accounts:

1) asuwovoa@uw.edu 

Password: husky-volunteer

**note that you cannot access this email if logged into your personal UW NetID. You have to access this through an incognito/private window or force quit your web browser to log out of your person NetID

Resource Center: (First floor of the HUB where you will do all of your printing. They also have button makers, and general arts and crafts supplies)

Log in to the computer with your OVO AD NetID. When printing, you will be prompted to enter a password/print code (I forget exactly what it is called)

Print code/Password: volunteer-prince

HUB Reservations:

**Even though you as the PM will do basically all of the room reservations, the HUB Res login is the Director’s email. Strange, I know. You will have to add yourself as a new contact for the registration (you can see all the past OOI staff in there too, kinda neat).

HUB reservation URL: http://hubres.uw.edu

Username: asuwovop@uw.edu

Password: ovop14

Doodle (used for scheduling interviews/meeting times)

Username: asuwovoa@gmail.com

Password: dawg-volunteer

**note that this is NOT connected to the official ASUW NetID. You may want to make a new Doodle account with that email.

HUB Boardroom (HUB 303)

Passcode: 08846

[Note]

Your UW NetID (asuwovoa) will also give you access to Catalyst, which is where we monitor all volunteer applications in the association. To log into this, you will be directed to the UW NetID login page. Just use the same login information to access the email and you will get in.

Also note that the OOI Director uses dawg-volunteer as a password. Sometimes people will ask questions about an application that they added the Director as a collaborator, and not the PM (since it is not required). BUT you can access those applications by logging into the Director’s account.

Resources Available to You

The best resource you have is your team! This includes the Director, and two interns. This team will work together really closely to ensure that everything runs smoothly! Many of our Volunteer Appreciation events especially have a lot of moving parts! Besides your Director and Interns, it is important to work with the Office of Communications to make sure that you have a clear outline for advertisements and other tabling material. The Personnel Director is also a great resource, especially if you have any questions about the logistics of your positions in terms of employment! You also have Jennifer, your SAO advisor, who is super awesome and ready to help you in any way she can! Jennifer is especially helpful if you have any logistics/funding questions!

You also have access to the RSO center, where you can print, blow up balloons, and check out canopies and tables! This is a really important place to be familiar with, especially because a lot of the time, you will have to leave mid-event/tabling to go print something, so it’s good to have a good understanding of how this center works! 

Calendars

ASUW Hours

Posting ASUW Hours is super easy! Simply go to the ASUW Hours site, and find your name. Once on your page, click “edit” in the upper right hand corner. You will have to login again with you ASUW NetID, and then you are good to go ahead and schedule your hours! 

Make sure to specify if you are in the office, at a meeting, or working remotely. You can work 25% of your hours remotely! If you are feeling like you have to work over your normal hours for one week, make sure to let your Personnel Director know, so that they can flex your hours for the next week (meaning that you will work less!) 

It is really important to make sure you are posting your hours every week, by Sunday at 10pm, so that students are able to contact you. We are paid by their tuition dollars, so we need to be responsible and accountable  with how we represent our availability! 

Ambassador  Timeline

My Main Goals For This Year: 

  • Create a distinction between UWL and the Ambassador Program- meet with UW Leaders to get a good idea of what they do!
  • Work to provide Ambassadors and Employees with clear guidelines and expectations for Job Shadows
  • Set up Ambassadors to succeed in the Spring through training them on how to table and present, as well as facilitate thoughtful reflection about their experiences and development within the ASUW community
  • Emphasize more professional development and make it specific to ASUW employment
  • Create a mentor-mentee relationship with Ambassadors

Summer 

  • Meet with your Director and Intern, get familiar with each other and the vision you have for the office this year! 
  • Begin Programming for Orientation/Dawg Daze- during Dawg Daze, you will table at the OMAAD and at ASUW 101 sessions. 
  • Help facilitate the ASUW Open House (a chance for students to explore the offices at ASUW and get connected with the employees working in each one): these are really important events, especially for targeting First-Year Students! 
  • Create employee orientation content (Start recruiting employees to guest speak/ job shadow!)
  • Hire an intern before you leave for the summer
  • Reflect on how you want to brand the Ambassador program this year and come up with ideas to implement them
  • Create a timeline of potential meeting/workshop ideas for Ambassadors
  • ** Always reserve the HUB conference room 1 quarter in advance

Fall (get ready to ramp up!)

Ambassador Program

  • Create, open, market application (print posters, send out email to listserv + posts on social media + heavily market during ASUW 101)
    • Get poster created by OComm at least 2 weeks in advance
  • Review apps + select for interviews (sign ups through Doodle)
  • Conduct interviews and notify yes or no
  • Send out employee interest to be shadowed and their professional strengths (guest speakers)
  • Sign-ups for ambassadors
  • Gauge Ambassadors interests
  • What method of communication between you and the Ambassadors works best
  • Book rooms for Winter quarter
  • Friendsgiving
  • Budget request from Justin (decide and order food (we went with QFC delivery and called in on the pumpkin pies))
  • Event/volunteer/employee of the month (work with Personnel Director) to market 
  • The event as a celebration/appreciation (even though we didn’t get funding from the board)

Winter 

In the past, we’ve hired on 5 new Ambassadors. From Sophie’s perspective: this whole process was tedious, time consuming, and it’s been challenging to try and integrate a new group of students among a community that already formed. I also felt as though these new Ambassadors aren’t getting the same experience in regards to the professional development workshops and guest speakers that came in the Fall. With this, I recommend that you just hire a big team in the Fall and if you lose a few students, it’s okay. 

This year, to build retention, I made sure to stress that this program is a serious, competitive, year long commitment during the interview process. I selected 10 Ambassadors (12 Ambassadors with Nicole) willing to commit 2-3 hours of their week to this program. This definitely helped with retention as well as community building, however, the number of participants as well as when you recruit is completely up to you!

During winter quarter, I really focused on pushing that professional development piece, specifically the things Ambassadors wrote in feedback that they wanted to see. I then contacted an employee (who wrote that PD skill as a strength) two weeks in advance, to come in as a guest speaker. Just from end of the year feedback as well as my vision for the program, I really wanted employees to come in and speak with the Ambassadors to put a face to a name and start relationships beyond the employee that they were job shadowing. The Ambassadors absolutely loved the guest speakers and relating to their experiences as UW students. 

In the past, another big piece of feedback that the Ambassadors provided was the need for more structure in the Job Shadowing. I tried to assuage this by providing a set of expectations for both the Ambassadors and for Employees, and sending them out when I asked Employees to be shadowed! This seems to have been helpful, but I’m sure the Expectations I made could be improved upon! I would also recommend reaching out to interns to see if they want to be shadowed, as these are the positions that many of the Ambassadors are looking to apply to! *write more

The end of Winter Quarter is also a really good time to start reaching out to the Office of Admissions so that we can be included in the Admitted Student Preview Days! They happen right at the start of Spring Quarter so it’s important to be on top of this one! To sign up for this event, you should email the Office of Admissions! Also, I suggest that you start writing your transition notes while everything is still really fresh! 

Ambassadors

  • Book the conference rooms for Spring now! 
  • Think of outreach projects for the Ambassadors to complete for jobs campaign and elections
  • Start making a schedule for them for Spring (more information on that below) 

Outreach

  • Start booking different fairs to attend in the Spring-Admitted Students Preview Fair and the Jobs Fairs 

Spring 

My Main Goal For This Quarter:

  • Use Tabling and Presentations as a way to legitimize and introduce the Ambassadors to the campus community
  • Encourage projects to be made between employees and Ambassadors during shadowing 
  • Engage in outreach to encourage students to apply for ASUW Jobs 
  • Continue to build the Job Shadowing program within ASUW 
  • Have Ambassadors reflect on the year

AD’s notes from the 2018-2019 year:

While it may feel like things slow down during the end of Winter quarter, they pick back up a ton in early Spring! It is really important to make sure you stay on top of reaching out and attending various resource fairs held across campus! These are a really good opportunity for ASUW to put themselves out there, and for students to learn more about the organization! 

In terms of the Ambassadors, this is a good moment to let them begin to utilize the training they have received over the past year. Between tabling and presenting to different groups, I tried to act as a support system, and avoided doing everything for them. In terms of meetings, I really recommend that you check in before Spring quarter and see what meeting time works well for them, as you want to 

Tabling and Presenting

  • I put the Ambassadors into two teams,  and then I had a meeting every other week, and switched off the teams presenting and tabling. I encouraged the Ambassadors to reach out to the organizations themselves, and set up presentation times within their group, rather than do it for them.  You can find the Spring Schedule I made in the Google Drive 
  • Book Tables and Canopies from the RSO center early on! 

Ambassador Meetings 

  • Book the conference room (303) early!! Like during Winter!!!

Admitted Students Preview 

  • Work with the Admissions Office to book your involvement in this early on! 

Spring Jobs Fair (ASUW) 

  • Help the Personnel Director with this!!! 

Help with Hiring! 

Event Planning 

Reserving RSO Equipment 

Reserving RSO Equipment is super easy! Simply go to the RSO web page and navigate to where you are able to rent equipment. From here, you are able to add tables and canopies to your cart, select the time and date you need them and check out. It is important to do this in advance so that there are no issues on the day of the event. You can also go directly into the RSO Center and rent these items in advance! 

Make sure you bring your student ID when you go to pick up equipment, and to let them know that they may have our office still named the “Office of Volunteer Opportunities”. 

Reserving a Room

 

Renting rooms will be most important for you while you set up Ambassador Meetings. I HIGHLY recommend that you do this WAY in advance because the Board Room (303) fills up really quickly. Also, make sure to confirm a date that works for all the Ambassadors early on, before you book the rooms, and remind them that these meeting times need to be blocked out in their schedule all year/ remind them not to schedule a class at the same time.  This will be important in easing the retention issue! 

Marketing 

Office of Communications

Working with the Office of Communications will be vital to your job! They are in charge of creating content to be used externally. The main opportunities you will have to work with OComm include: 

*Get requests in to OComm 2 weeks in advance

–Ambassador Call for Applicants Signage: begin working with them early 

on this one, so that you have something to use at Dawg Daze and can get 

the word out quickly! 

–Tabling Material: This year, I had OComm make us a new 

Organizational Chart to be used during Tabling. Other items like this will 

come up throughout the year and are really important! 

–Videos: I’m not too sure you will need to use this service, but it is 

available if you need it! This year we did work with OComm to make a 

video for Orientation Sessions

-Ambassador Web Page: This was something that I created this year; essentially it is a page on our OOI site that makes sure everyone knows who the Ambassadors are and what they look like- I did this in an effort to help legitimize this program and give them greater visibility across campus. This page can be edited or taken down through OComm; it is totally your call! 

Printing

I touched on printing in the section about the RSO center. It is really easy, just make sure when you go, that you know the print code, and don’t be afraid to ask the staff there for help; they are very kind and eager to assist you in any way they can! 

Tabling

Tabling is a huge part of this role, especially because you are coordinating the Ambassador’s Tabling efforts! The main thing about tabling is to make sure you have rented a table and canopy from the RSO center in advance! I also made kits for the Ambassadors to use this year, that had stickers, pens, business cards, organization charts, Ambassador flyers, and the tablecloth in them! This was important for them, so that they knew exactly where to go and what to do as they started to learn how to table effectively! 

Emails

You won’t actually send out too many emails in this role; mainly to the Ambassadors and sometimes to the whole ASUW employee list serve if you are advertising an event. If you are sending an email to all of the ASUW employees, just use the “asuwnews” email. It will have to be approved by Jennifer, but once it is, it will be sent across the ASUW as a whole! 

Slack 

Slack is the best way to send messages to other employees or to all of ASUW staff. Make sure you download the app and have your notifications on!

Your Team 

Your Director 

Your Director is a great resource in terms of asking questions about the logistics of creating, planning, and putting on events. Most of the time, you will each be working independently (them on general outreach, and you with the Ambassadors), but there are a lot of opportunities to collaborate and work together to plan events and to plan outreach strategies! 

Your Intern

Your intern will be an invaluable resource, especially when it comes to planning Ambassador Meetings, and when tabling (as it’s really hard to table at every event, and your intern can often take your place at these events). It is really important to check in with your intern, to see what kinds of tasks and special projects they want to work on during the year, and work to find a way to support them through this in any way you can!

Your intern can also take care of a lot of small tasks for you, such as printing and creating ASUW event schedules! Make sure to delegate enough to them so they feel as though this is a worthwhile opportunity for them. Don’t be afraid to check in with them throughout the year, to understand how they are doing! 

The Ambassadors

Your Ambassadors are the main support system of this office. When you need people to help volunteer or table, they are your go to! It is really important to build a good relationship with them, and among them. They will be a really talented, eager group of students, and it’s important to make sure they feel supported. Because many of them are first year students, it will also be important to find ways to keep them on-task and organized! 

Personal Projects

Goal Setting 

Because you are working mainly on your own, I found that it was really important for me to sit down and create a list of goals for myself each quarter. I tried to spread these out across the various aspects of the job; this meant that I had a few ideas about what I hoped for the Ambassadors, and what I hoped for the outreach efforts as a whole. I wrote down these goals as a way to keep me focused and on task!