Note: all volunteers are subject to the Volunteer Agreement, which appears as part of your Volunteer Checklist in Uber. Department Heads are volunteers who have chosen to take on additional duties in planning and supporting our events and the MAGFest community, and who are therefore also subject to the following expectations and benefits. Thank you for all you do!

Purpose: Every department at a MAGFest event has between 1-4 department heads. Department Heads (DHs) act as upper management and supervisors, assisting in the planning and logistics of the programming or duties in their department. At-event, DHs are on-duty (rotating with other DHs or manager-level staff), answering questions, solving problems, and both training and supporting other volunteers in running activities and fulfilling duties.

Description of Duties:

• Adhere to the Staff Guidelines + Policies, including the Communications Code of Conduct. Foster MAGFest'sMission & Core Values in your department's culture.
• Create the content for your department.
• Maintain consistent communication with any co-Department Heads, your Division Head, staffers in your department, and any MAGFest employees you work with.
• Maintain a centralized folder of any department-related documents in MAGFest’s Google Drive. Share information freely with staff and employees, seek out opportunities to train your staff, and share institutional knowledge.
• Complete your DH Checklist in Uber. This includes tasks like creating volunteer shifts, communicating your department’s tech, signage, and space needs, and contributing to the public schedule, among other things.
• Create job descriptions for open volunteer positions and share with STOPS for dissemination.
• Onboard volunteers to your department using a combination of Standard Operating Procedures (SOPs), a handbook, and/or at-event training.
• Understand the duties of the positions you manage and be able to step in if short-staffed.
• Directly address behavioral problems with other staffers in your department. If this is not possible, elevate any issues to Security, STOPS, or MAGFest leadership.
• Join MAGFest Slack and monitor any channels that are relevant to your department.
• Use your administrative access to MAGFest accounts, data and systems ethically and ONLY as necessary to carry out your assigned duties. Accessing, using, or sharing privileged or personally identifiable information outside of the needs of your position, at any time, is prohibited and may result in revocation of your administrative, staffing, or attending privileges and/or legal action.
• Understand and adhere to MAGFest's accounting policies, including budget spending restrictions and reimbursement policies. If your department uses a Divvy card to purchase approved budget items, remain in compliance with Divvy reporting.
• Know your department’s budget, coordinate spending plans with any other DHs, and plan activities to fit within your assigned budget. If additional funds are needed, communicate those needs promptly to the Events Director and Director of Business Operations. Track spending and participate in annual budget reviews.
• Conduct a post-mortem meeting with staffers in your department after the event in order to gain feedback and suggestions for improvement.

Qualifications: Prior experience staffing in your department or an adjacent department (2+ years preferred).

Time Requirements: Time spent on Slack throughout the year in your department’s channels. You will be assigned a MAGFest email, so you will also be responsible for checking that regularly. The 3-4 months before your event will be the busiest time for you, so make sure that you are able to commit to being more available in the months leading up to the event.