Operations Onboarding - Archived F23

 Hello there

Welcome to Operations. We're glad you're here!

Here at WARG, our operations team manages a diverse workforce in our organization to ensure efficient day-to-day operations. As a designated design team, the operations division plays a crucial role in ensuring that the technical teams have sufficient resources to meet their project deliverables.

 Team breakdowns

Here is a general rundown of the Operation’s team structure and their respective responsibilities. Note that due to the size and relative age of this team, various subdivisions will be required to work closely together to fulfill project needs.

Administration

• Logistics: responsible for ensuring the movement of goods and services is performed effectively and reaches the designated party on time.

  • Coordinate and track the purchase and deliverance of items the team requires

  • Travel planning for our annual competition

• Communications: create, implement and oversee communications programs, be it internal or external, to facilitate the transfer of information between designated parties.

  • Internal: manage internal platforms such as Asana, Confluence and Discord

  • External: monitor all email addresses to maintain relationships with sponsors, mentors, etc.

• Documentation: organization of our archiving system and project tracking

  • Label, sort and categorize documents for ease of use

  • Outline a long-term storage strategy

Finance

• Monitor spending and budgets through our financial legers and sponsors.

• Ensure that our internal purchase protocol remains updated and follow up on reimbursement

• Advise on how to reduce costs and increase performance

Sponsorships

• Develop proposals and email campaigns to solicit sponsorships from various organizations

• Prepare applications within required deadlines for internal funding sources such as the Waterloo Engineering Endowment Foundation (WEEF) and Mathematics Endowment Fund (MEF)

• Identify potential opportunities for collaboration and ensure the efficacy of existing sponsorships.

• Sustain ties with sponsors, ensure sponsorship agreements are met such as creating a certain amount of content for the sponsor, and maintaining a positive relationship

Digital Media

• Maintenance of our digital presence on various online platforms such as Instagram, LinkedIn and YouTube

• Create written and visual content to grow our social media presence and engagement

• Develop creative and engaging visual elements in accordance with our brand style guide

• Manage and update our team website with new sponsors, projects and leadership changes

Recruitment

• Plan outreach and recruitment events such as open houses, club fairs and info sessions for new members

• Display posters in university buildings to generate student interest in the team

• Strategize on when and where recruitment should be promoted

Events

• Plan internal events such as team workshops, sponsorship, and other onsite events.

• Coordinate team-building social events such as paintball, campfires, baking night, etc.

Merch

• Design unique merchandise to represent the team onsite and at competitions

• Assess interest in various merchandise items such as shirts, hoodies, jackets, hats, patches, etc.

• Coordinate the purchase and tracking of new merchandise orders

 Your first week

Interested in joining us? Please follow this checklist to ensure your success as a valued member of our team: