Work and volunteer at Congress

Work at Congress
Volunteer at Congress

Work at Congress @ York University 

The Federation for the Humanities and Social Sciences is recruiting over 180 short-term contract workers to support the delivery of the 2023 Congress of the Humanities and Social Sciences at York University in Toronto from May 27 to June 2, 2023. Eighty of the positions will be remote, supporting the virtual aspect of Congress.  

Who is the ideal candidate? 

  • An individual with flexible availability (from May 25 to June 2, 2023) 
  • Personable, motivated, adaptable and able to follow directions 
  • Must be legally allowed to work in Canada 
  • Good written and oral communication skills in English are required for all positions 
  • Written and oral communication skills in French are an asset 

What can you expect? 

  • Hourly rate of $19.00, paid by the Federation for the Humanities and Social Sciences. 
  • An average of 20-30 work hours over a span of 10 days, with the most concentration from May 27 to June 2. 
  • Shifts range from 3 to 10 hours long and may include split shifts. 
  • Most contract workers will be required to work on-site at both of the York university campuses. Some remote positions are available. 
  • 75 event technicians will be asked to use their own computer equipment. 
  • Remote contractors will be asked to use their own computer equipment (Surface Pros, Tablets, iPads and mobile phones are not acceptable) Remote contractors must also have a strong, stable internet connection. 
  • Some Remote positions require equipment (laptop, camera). Contractors are asked to provide and use their own equipment. Please see the positions below for details. 
  • When not on duty, workers can attend open events, browse Expo, and network with influential professors and researchers. 

Application timeline

  • Applications will be accepted until February 24, 2023 
  • Formal contract offers will be issued as successful candidates are recruited  
  • Successful candidates are required to participate in a paid orientation session on May 25, 2023 

The Federation for the Humanities and Social Sciences is committed to providing an inclusive and barrier-free recruitment process and work environment. We are seeking applications from employment equity groups, including but not limited to: persons with disabilities, and Black, Indigenous and/or persons of colour. 

For any questions or to request accommodations, please email us at workatcongress@federationhss.ca

Please view the Code of Conduct for working at Congress 2023.  

Positions are available in the following areas

Customer Service Representatives (100 positions) - On-site 

Customer Service Representatives work with session organizers, participants, exhibitors, Federation staff, attendees, and the public to process registrations and transactions, respond to inquiries, and assist with virtual wayfinding.  

Communications Assistants (5 positions) - On-site 

Communications Assistants work out of the Congress Media Room to assist the Federation’s communications staff with writing about the research being presented at Congress. They are assigned to blogging and social media content production. 

Event Technicians (75 positions) - Remote 

Event Technicians are responsible for providing technical support to all participants and for hosting the Zoom meetings for each conference session that is taking place within the virtual event platform. 

 
To apply 

If you are interested in applying, please fill out and submit this form by February 24, 2023: https://fhss.swoogo.com/23-contractor-contracteur

Assigned to a specific association to offer support with various administrative tasks. Associations can recommend students from their department. 

Tasks

  •  Staff association greeting tables 
  •  Provide attendees information on the association’s meetings and events 
  •  Distribute association programs, publications, flyers, brochures 
  •  Assist with room set-up or changes as requested 

Skills

Good people skills, excellent communication skills; ability to speak some French is an asset 

Work in the Information Centre and operate the main dispatch lines for Congress attendees and association organizers. 

Tasks

  • Monitor and respond to radio and phone communications received from Info kiosks and Logistics Monitors 
  • Triage issues and questions (catering, audio visual, and furnishing queries, etc.) for reporting to the appropriate department 
  •  Work in online software and Microsoft documents to confirm association queries 
  •  Record problems and resolutions via Issue Reports. 
  •  Keep track of room changes and related updates for notification 

Skills

Excellent communication skills and problem-solving skills; ability to work under pressure and use computer/search functions; must be able to speak clearly to be understood on the 2-way radio.

Organize the Info Desk and provide assistance to attendees. 

Tasks

  •  Answer attendees’ questions at the Info Desk 
  •  Manage day-time luggage storage 
  •  Post signage and special notices as needed 
  •  Assist attendees with special needs 
  •  Monitor the registration line and provide registration assistance, if directed 
  •  Assist with all other jobs and act as runners as needed 

Skills

Good with the public, customer-service oriented, and ability to use computer/search functions. Ability to speak French is an asset. 

Are assigned to a specific building. They will assist association organizers with their logistics needs. 

Tasks

  •  Oversee conference support station for associations in an assigned zone 
  •  Act as liaison with the Congress organizing team 
  •  Help association meeting organizers with questions or problems regarding their meetings rooms (catering, AV, and furnishing queries, etc.) 
  •  Perform daily rounds to monitor assistance needs within assigned zone 
  •  Communicate via 2-way radio with the Info Centre dispatch to address issues/problems on site 

Skills

Good people skills, excellent problem-solving skills, must be able to speak clearly to be understood on the 2-way radio; ability to speak French is an asset. 

Provide logistical support for Federation-led events such as Big Thinking, Career Corner, Congress Expo and Expo events. 

Tasks

  •  Assist Federation coordinators with daily set-up, take-down and coordination of various events 
  •  Communicate via 2-way radio with the Info Centre dispatch to address issues/problems on site 
  •  Oversee signage changes 
  •  Assist speakers with loading PowerPoint presentations to computers in Expo event space 
  •  Track attendance numbers when required 
  •  Respond to exhibitor requests (Expo assistant) 

Skills

Ability to work under pressure, well organized, excellent problem-solving skills and good computer skills; ability to speak French is an asset. 

Responsible for assisting contracted exhibitors with their booth needs. This is done either on a full-time or part-time basis. 

Tasks

  •  Assist with set-up and tear-down of the booth 
  •  Give out information to attendees as directed by the exhibitor 
  •  Assist the exhibitor by selling products and/or taking orders 
  •  Restock products or promotional material for the booth 
  •  Fill in for the exhibitor when they are not present 

Skills

Good people skills; retail experience is an asset; ability to speak French is an asset. Some exhibitors may require candidates to perform heavy lifting. 

Assist with all duties as assigned by the Registrar as well as online registration/information desk. 

Tasks

  •  Process on-site registration 
  •  Assist with registration package pick-up quickly and efficiently 
  •  Work with an online database and process credit card transactions 
  •  Print out name tags and hand out Congress material 
  •  During downtime, workers may also be asked to assist the Information Centre or Info Desk. 
  •  Able to lift heavy boxes to replenish badge and Congress materials on individual stations 
  • Manage crowd control for attendee line ups, when necessary 

Skills

Good customer service skills and ability to speak French is an asset, comfortable working with computers and database software, must also be able to process credit card transactions efficiently. 

Are responsible for providing technical support to all remote participants and for hosting the Zoom meetings for each conference session that is taking place within the virtual event platform. Conference sessions can be  simu-live (pre-recorded, with live Q&A), or fully live. 

Tasks

  • Respond to requests for technical assistance via Zoom chat, online chat and video call 
  • Conduct audiovisual checks with speakers and moderators prior to session start time  
  • Launch and host conference sessions in Zoom  
  • Manage polls, breakout rooms, webinar settings, recordings, and live streaming, as needed   
  • Set up and monitor accessibility provisions as needed (includes live captioning and/or simultaneous interpretation in multiple languages) 
  • Coordinate with other team members, staff and volunteers, as needed  

Requirements

  • Must have access to own equipment (desktop computer or laptop, etc.)  
  • Access to high-speed internet (strongly recommend wired connection or immediately adjacent to router) 
  • Access to multiple computer screens (optional but extremely beneficial)  
  • Excellent oral communication in English is required.   
  • Good oral communication in French considered an asset 

Skills

Experience providing customer service or help desk support. Polite, professional, and composed. Good computer skills on a variety of devices, including Windows, Apple, and Android.  Strong software skills, including MS Office (especially PowerPoint), Google, Outlook, and Zoom.  

Location

Remote work, using own computer and Internet connection.  

Training

We will provide training for Zoom meeting and Zoom webinar   

Has a goal to capture the essence of Congress in photos. Over the course of the seven days of Congress, a certain number of sessions/events each day will be assigned for coverage.   

Tasks

  • Take photos based on a specific shot list (provided by the Federation)  
  • Ask subjects for permission to use photos, and signature on a photography consent form, when there are three or fewer people  
  • Clean out duplicates and reject photos, on a daily basis  
  • Upload photos into event specific folders in a drop box or on an external hard drive provided by the Federation at the end of each day of work.  

Skills

Some experience in action photography of people, crowds and busy places; ability to move around confidently during an event to get good photographs, angles and expressions; comfortable speaking to strangers, asking them for consent to be photographed, and encouraging them to stand in a specific spot or manner.  

Equipment

Access to own quality digital camera is essential, including cords to download photos off the camera.  

Requirement

Provide a digital portfolio of photos taken by the candidate to demonstrate experience as stated above.  

Note: All resulting photos will be the exclusive property of the Federation, and their use on any non-Federation platform (e.g. a portfolio, a website, etc.) requires explicit written permission from a member of the Federation senior team.  

Communications Assistants assist the Federation’s communications team by writing about the research being presented at Congress. They are assigned to blogging and social media content production.  

Responsibilities

  • Attend Open events on site, as determined by the Federation  
  • Twitter – Craft thoughtful and respectful tweets on the event’s content, including accurate and meaningful quotes and/or statements by speakers, using appropriate hashtags and handles  
  • Blog – Write compelling short blog posts about each event, including key takeaways and speaker quotes (max 300 words)  
  • Send content to Federation staff in a timely manner, during and after the event, so that they can review and publish it on the Federation’s social media channels and blog.   

Requirements

  • Portfolio demonstrating experience with writing and preparing content for social media and blogs 
  • Excellent oral and written communication skills in English  
  • Ability to work quickly, creatively, independently, and with good judgement   
  • Experience writing about academic topics is an asset   

Location 

On site at York University, with laptop and Internet connection provided.   

Note:  All resulting content (tweets, blog posts) will be the exclusive property of the Federation, and their use on any non-Federation platform (portfolio, website, etc.) requires written authorization from the Federation.   

Volunteer at Congress @ York University 

Thank you for your interest in volunteering with us at Congress 2023! As many as 500 volunteers are needed in a variety of capacities to support Congress. Volunteers will greet guests and give directions, support AV and catering staff, assist with guests’ accessibility needs, coordinate equipment and signage logistics, and more. Some of the volunteer roles that may be available include:  

  • Info Kiosk Attendant 
  • Wayfinding Assistant 
  • AV Assistant 
  • Accessibility Shuttle Stop Attendant 
  • Event Assistant 
  • Event Usher 
  • Catering Assistant 
  • Hospitality Ambassador 
  • Sustainability Crew 
  • Volunteer HQ Assistant 
  • Set-up Crew 

Who Should Volunteer? 

This volunteer opportunity is open to members of the York University community including students, staff, faculty, retirees, and alumni. All volunteers must be 18 years of age or older. Volunteers should be familiar with York’s campuses and must be available for the mandatory training session held on Thursday, May 25, 2023 from 12 to 3 p.m. Additional skills and experience may be required for some roles. 

Why Volunteer? 

We recognize that members of the York community have busy lives and that volunteering can be a big commitment. In addition to the satisfaction of supporting York in hosting Canada’s largest academic gathering and gaining valuable experience, volunteers can look forward to snacks and drinks in the Volunteer Lounge and daily door prize draws. Volunteers will also have the opportunity to earn incentive gifts by taking on more shifts and a volunteer appreciation event will be held after Congress for those who were able to contribute a minimum number of hours.  

 

To apply 

Applications must be submitted by Monday, March 13, 2023. Apply to become a volunteer! 

Congress, an experience of a lifetime

The Federation for the Humanities and Social Sciences is committed to an equitable and inclusive hiring practice and welcomes candidates with a diverse mix of expertise, backgrounds, and experiences.  

For more information or if you require accommodation at any point through the hiring process, contact workatcongress@federationhss.ca

Organized by:

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In partnership with:

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