QHO Executive Position Descriptions
General Co-Director (2)
The General Co-Directors coordinate and manage the internal workings of QHO as well as oversee all
initiatives, partnerships and special projects. The responsibilities of the General Co-Directors include:
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Plan and attend weekly executive meetings and bi-weekly pod meetings
Develop and evaluate QHO policy
Fulfill legal and administrative requirements to maintain charitable status and AMS ratification
Guide and monitor the QHO executive and QHO initiatives
Continuously monitor budgets and fiscal activities
Organize and attend hiring of QHO executive (March 2014 and March 2015)
Organize Peer Educator and Intern hiring (Fall 2015) and attend all interviews
Communicate regularly with the QUIC, the AMS and other partner organizations
Organize annual Advisory Board meeting
Coordinate the Annual General Meetings (2) during the fall PR period
Make final decisions on all QHO Initiatives and activities
Guide and monitor how QHO is represented to sponsors, partner organizations and to the
Queen’s student body, including via social media and the QHO website
Attend fundraising events and QHO-wide activities including the Peer Educator Retreat
Create and maintain a positive and productive work environment among all QHO members
Guide transitioning between outgoing and incoming QHO executive
Belize Program Director (2)
Belize Program Directors are expected to hire peer educators, plan and implement weekly Belize
Initiative meetings, organize Initiative fundraisers, oversee practice teaching, and educate peer
educators on Belize. They must monitor and organize logistics of the project such as travel plans and
budgeting, as well as contacting our partners in Belize during the year (Ministry of Education, BFLA and
Ministry of Health) Belize Program Directors must also fill their role as QHO Executive members
attending weekly Exec meetings, bi-weekly POD meetings, QHO wide fundraisers and events and acting
as facilitators between executive members and peer educators. Program Directors are also responsible
for peer educators progression throughout the year therefore they must monitor team dynamics,
facilitate practice teaching and editing of teaching books, work to inspire Peer Educators to fundraise
and apply for grants. They critically assess all aspects of the Initiative and implement changes to improve
the sustainability and effectiveness of the Initiative. Successful applicants will be expected to travel to
Belize for the first 2 weeks of the Initiative in May 2015.
Guyana Program Director (2)
Guyana Program Directors are expected to interview and hire team of peer educators. They must plan
weekly committee meetings with peer educators and volunteers, attend weekly executive meetings and
bi-weekly POD meetings, as well as participate in all QHO wide fundraisers and events. Throughout the
year Program Directors must maintain contact with Guyanese partner organizations and arrange in
country accommodation and flights (from budget made early in the year.) Program Directors are
responsible for peer educators progression throughout the year therefore they must monitor team
dynamics, facilitate practice teaching and editing of teaching books, work to inspire Peer Educators to
fundraise and apply for grants. They critically assess all aspects of the Initiative and implement changes
to improve the sustainability and effectiveness of the Initiative. Program Directors travel to Guyana for
approximately 1-3 weeks in May to oversee set-up of the Initiative and transition peer educators into
Guyanese lifestyle. Program Directors are also responsible for transitioning the incoming Program
Directors into their role.
Kenya Program Director (2)
The Kenya Program Directors are responsible for the planning and execution of the Kenya health
education Initiative. After interviewing and hiring peer educators, the program directors oversee
practice teaching and preparation for the Initiative. They are responsible for planning and attending
Initiative meetings and practice teaching sessions, and attending executive meetings, bi-weekly POD
meetings and all QHO wide fundraisers and events. Program Directors are responsible for peer
educators progression throughout the year therefore they must monitor team dynamics, facilitate
practice teaching and editing of teaching books, work to inspire Peer Educators to fundraise and apply
for grants. They critically assess all aspects of the Initiative and implement changes to improve the
sustainability and effectiveness of the Initiative. Program directors oversee curriculum development;
maintain contact with partner organizations in Kenya; and critically asses all aspects of the Initiative.
Successful applicants will be expected to travel to Kenya for the first 2 weeks of the Initiative in May
2015.
Kingston Program Director (2)
Kingston Program Directors are responsible for the organization and execution of the Kingston Initiative.
This program runs during the school year, providing Peer lead health education to local schools. It is a
large commitment but is extremely rewarding. Program Directors hire the Peer Educators that will be
teaching in schools and organize weekly meetings. They attend all weekly Exec meetings, bi-weekly
committee meetings, education sessions and QHO wide events. Program Directors communicate with
partner schools about expectations and goals and develop professional ties in the Kingston community.
They guide Peer Educators by organizing teaching times, suggesting lesson topics as well as develop
their lesson plans, attend some teaching sessions and help the Peer Educators feel comfortable
teaching. They help organize Initiative specific fundraisers and manage the Initiative email account. They
are responsible for transitioning the incoming directors as effectively as possible. The Program Directors
are responsible for evaluations of the Kingston committee, continuously looking for feedback and ways
to improve the Initiative.
Northern Program Director (3)
There are three positions available for Northern Program Director. Northern Program Directors are
expected to plan and attend weekly program meetings as well as attend weekly QHO Executive
meetings. They attend all Northern specific and QHO wide fundraising events and activities and all
Education Sessions. Program Directors are also responsible for peer educators progression throughout
the year therefore they must monitor team dynamics, facilitate practice teaching and editing of teaching
manuals, work to inspire Peer Educators to fundraise and apply for grants. They critically assess all
aspects of the program and implement changes to improve the sustainability and effectiveness of the
Initiative. Northern Program Directors are responsible for participating in September's PR push as well
as interviewing and hiring of Peer Educators. Northern Program Directors do not go on Initiative with
Peer Educators but they are responsible for ensuring Peer Educators be adequately prepared for
Initiative implementation during the school year and must be available as a resource for Peer Educators
for the duration of the Northern Initiative.
NWT Program Director (1-2)
NWT Program Director(s) are expected to plan and attend weekly program meetings as well as attend
weekly QHO Executive meetings. They attend all NWT specific and QHO wide fundraising events and
activities and all Education Sessions. Program Director(s) are also responsible for peer educators
progression throughout the year therefore they must monitor team dynamics, facilitate practice
teaching and editing of teaching manuals, work to inspire Peer Educators to fundraise and apply for
grants. They critically assess all aspects of the program and implement changes to improve the
sustainability and effectiveness of the Initiative. NWT Program Director(s) are responsible for
participating in September's PR push as well as interviewing and hiring of Peer Educators. NWT Program
Director(s) do not go on-location with Peer Educators in the spring but they are responsible for ensuring
Peer Educators be adequately prepared for the Initiative during the school year. The NWT Program
Director(s) must be available as a resource for Peer Educators for the duration of the NWT Initiative.
Logistics Director (1)
The Logistics Director is responsible for maintaining administrative aspects of Queen's Health Outreach
as an organization. This person records the minutes of the weekly executive meeting, books rooms,
keeps track of the office supplies, collects forms and donations from Peer Educators, and keeps track of
the incoming donations in order to issue tax receipts, among other similar tasks. This job allows for
interaction with all Exec and Peer Educators, and involves working closely with the Financial Director to
keep track of the finances and personal fundraising efforts of the Peer Educators. Those applying for this
position should be very well organized, self motivated, and have good interpersonal skills. The Logistics
Director must attend all mandatory QHO events and fundraisers, weekly Exec meetings and bi-POD
meetings. Further, the Logistics Director must be available for a total of six office hours per week.
Campus Outreach Director (1-2)
Campus Outreach Director is a new position with the Organization, but has much potential for growth in
the coming years. As Director you will be organizing outreach initiatives within Queen's campus
including, but not limited to; Outreach Days, Health Promotion talks within residences, open forum
discussions on health issues on campus, and the QHO Blog detailing the successes of QHO on campus,
and offering discussion on health issues that QHO discusses within our Initiative meetings. Additionally,
the role of Outreach Director works closely with Public Relations, IT, and Education to work together on
our campus events!
Sponsorship Director (1-2)
The role of the sponsorship director(s) is to seek out and apply for grants and sponsorships from
organizations within the Queen's and Kingston community, and from larger corporate companies. At the
beginning of the year, the sponsorship director(s) create a professional sponsorship package with the
assistance of the marketing director, and identify the deadlines for previously successful grant
applications. Throughout the year, the director(s) apply for these grants, as well as new applications
they or other QHO members have identified. They work closely with the finance director and logistics
director to ensure an up to date budget is included in all applications, and to ensure the cheques
received from successfully grant applications are appropriately logged. The director(s) also attend
cheque presentation ceremonies when necessary, post the logos of donor companies on the website,
and ensure the necessary follow-up reports are sent to the organizations that require them by specified
deadlines (before or after the Initiatives’ completion). While we do not have any sponsors at this time
(only donors), if organizations do agree to sponsor QHO in the future, the sponsorship directors would
be responsible for working with the PR directors to market/advertise these sponsors on campus through
social networks, posters etc. Successful sponsorship directors possess excellent writing skills, are
organized, and are able to communicate professionally with potential donors and sponsors. Sponsorship
Directors must attend all mandatory QHO events and fundraisers, weekly Exec meetings and bi-weekly
fiscal committee meetings.
Education Director (2)
The education directors work together to ensure peer educators have the resources and skills to teach a
health curriculum to students and community members, both locally and internationally. The education
directors have three main responsibilities: (1) to organize relevant and effective education sessions
throughout the school year for the peer educators, (2) to organize an effective and well-run retreat in
January, and (3) to organize the first aid training for peer educators and ‘ directors. The Education
Directors organize weekly education sessions for the peer educators. The goals of these sessions, of
which the topics range from puberty and self esteem to HIV/AIDS and ethical development, are to
facilitate confidence in teaching abilities and techniques, to enable Peer Educators to develop personal
teaching styles and to facilitate preparedness for problems/issues that may arise during Initiative
implementation (i.e. conflict stress, moral/ethical dilemmas) To meet these objectives, Education
Directors must collaborate with Program Directors and past Peer Educators, as well as inviting
professionals to speak to the Peer Educators in such sessions. The Education Directors must attend all
mandatory QHO events and fundraisers, weekly Exec meetings and bi-weekly POD meetings.
Financial Director (1)
The Financial Director of Queen's Health Outreach is an integral and important role within the
organization. The responsibilities include accurate hard and soft copy records of all monetary
transactions of QHO, depositing all cash and cheque donations to the QHO account, give periodic
financial updates to the Exec and maintain QHO's charitable status with the Canada Revenue Agency. On
top of these duties they also attend all mandatory QHO events and fundraisers, weekly executive
meeting and bi-weekly fiscal committee meetings.
Fundraising Director (2)
The Fundraising Directors are responsible for planning and organizing all QHO wide fundraiser events.
This includes annual events such as GLO for QHO, Trivia Night, QHOchella, Trick or Funding and
Carolling. Besides setting up these events, Fundraising Directors also have the freedom to organize and
plan their own events as they see fit. They provide guidance and ideas to Initiatives and individuals with
their own fundraisers. Fundraising Directors initiate QHO wide fundraising events, typically two every
month, which includes the associated logistics such as contacting venues, signing contracts, and
providing deposits etc. Fundraising Directors are responsible for working closely with PR and Marketing
to ensure the timely and quality distribution of posters and other promotion such as social media.
Fundraising Directors organize ticket sales, the sign up, the set up and take down of sales tables. They
accurately account for of money raised fundraisers, and communicate regularly with the Financial
Director. Lastly, Fundraising Directors keep everyone updated on upcoming fundraisers and successes of
past events. The Fundraising Directors attend all mandatory QHO events, weekly Exec meetings and biweekly social and fiscal committee meetings.
IT and Web Design Director (1)
The IT and Web Design Director manages the web domain www.qho.ca, updates the website’s current
events page and makes changes to appearance to align with the current goals of QHO. They also design
and order all QHO clothing and design all promotional materials. The director manages all Google
accounts for exec members. Including email, calendar, docs and helps exec members with any technical
issues regarding QHO. On top of these duties they also participate in weekly executive meetings and
attended all fundraisers.
Monitoring and Evaluation Director (1-2)
The Monitoring and Evaluations Director(s) (M&E) collects all evaluation materials in the fall from all of
the Initiatives and conducts Initiative debriefs with the current year PDs as well as any PEs who were onlocation in the past year still living in Kingston. The information from evaluation materials and the
debrief(s) are compiled into an evaluation report that decide on program specific outcome objectives
and action plans for the year. They make sure transition manuals are completed properly with a midyear checkpoint and end of the school year deadline (before the new executive team hiring period). The
M&E Director(s) conducts Initiative specific quantitative and qualitative evaluations at the beginning as
well as at the end of the academic year to gauge the progress of PEs’ development and the
organization’s effectiveness in training the PE. Individual PE meetings are conducted mid way through
the year as an opportunity for PEs to voice any concerns, ask questions, and discuss their experience
with QHO thus far. M&E works alongside Program Directorss to develop evaluation methods for each
Initiative to assess our strengths, weaknesses, sustainability and institutional memory. These evaluations
are unique to each Initiative and may be asking for the input of partner organizations. Once PEs have
completed their Initiative they either have a sit down conversation, chat over the phone, e-mail
correspondence or Skype with M&E to discuss their experience during their Initiative and how they are
faring post Initiative.
Public Relations Director (2)
The main role of the Public Relations Director is to promote Queen’s Health Outreach by informing
students about QHO’s goals, Initiatives, activities, and fundraisers. As the Public Relations Director, an
important responsibility is recruiting applicants for Peer Educator and Intern positions and promoting
these positions before the hiring process by organizing information sessions and contacting different
faculties. Another important responsibility of the Public Relations Director is to participate in Frosh week
activities as well as AMS clubs events throughout the year to promote Queen’s Health Outreach. This
position also involves liaising with the Kingston community beyond Queen’s to create awareness of the
organization. The PR Directors attend all mandatory QHO fundraisers and events, weekly Exec meetings
and bi-weekly POD committee meetings.
Leadership Initiatives Director (1)
The Leadership Initiatives Director is a new position on QHO since the 2013-2014 year. In order to
increase our presence both on and off-campus, the Leadership Initiatives Director has the unique role of
seeking opportunities that are outside the scope of QHO’s current initiatives. For example, this year the
leadership initiative director has implemented a new Internship Program. Interns has the opportunity to
learn about and gain experience with various aspects of QHO by working alongside Executive members
and with specific initiatives, and the Leadership Initiatives Director is in charge of facilitating this
program. In addition, they help Campus Outreach to coordinate the Outreach Day for elementary
students from local schools, as well as organize the logistics of a new pen pal program between students
in different partner communities. This is a flexible position that requires creativity and proactive,
collaborative leadership in order to develop unique projects that in line with QHO’s mandate.