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The Simon Fraser Student Society (SFSS) is a not-for-profit organization that represents all Undergraduate Students at Simon Fraser University (SFU). The SFSS provides our members with a broad range of advocacy work, services, and events. The vision of the SFSS is students thriving everywhere and is realized through our support of students to reach their full potential by providing resources and services that represent, connect and benefit our membership.

PRIMARY PURPOSE: The Operations Lead provides crucial support to the Board by ensuring the efficient functioning of the society’s facilities, resources, and administrative processes to support the organisation’s mission and objectives. They aid in the administrative and day-to-day staff operations of the Society. The position reports to the Executive Committee and Board of Directors through the President.

ESSENTIAL FUNCTIONS:

General

• Support members of the Board and its committees, particularly the Executive Committee, in the execution of operational responsibilities.
• Update the Finance and Administrative Services Committee and ensure the effective utilisation of SFSS resources to maintain operational strength.
• Identify, assess, and inform the Board of Directors of internal and operational issues affecting the society, particularly on operations that impact the mandate of Board and committee decisions.
• Support the Board in the development and recommendation of the annual budget, internal auditing processes and financial management, and provide assistance to the Finance and Administrative Services Committee.
• Provide transitional support between Board meetings and maintain contacts for Board development sessions and contact persons for each orientation and legal advice are up to date between Boards.
• Act as a resource to the Board in support of organising efforts such as campaigns aligned with student engagement and coalition building.
• Ensures that strategic plans are developed, implemented and updated as required. Assists the Board of Directors in establishing annual priorities and ensures that human, financial, and other resources are made available to assist in pursuing priorities.
• Provides the Board and appropriate subcommittees with relevant briefing notes and timely reports on the progress in achieving objectives.
• Ensures student leadership is provided appropriate advice relative to the range of legal relationships the Society is involved with or considering.
• Ensures the SFSS is in compliance with applicable legislation and its bylaws.
• Provides professional business and governance advice, as required, to the Board of Directors.
• Facilitate monthly reports on the operations of all services of the Student Society.
• Facilitate reports from the departmental Coordinators and communicate them to the Executive Committee on a bi-monthly or monthly basis.
• Oversee and collaborate on special lease agreements between the SFSS and other stakeholders in collaboration with the VP Internal and Organisational Development and Legal Liaison Officer when needed.
• Attend and provide relevant updates at all Executive committee and council meetings.

Finance

• Work with the VP Finance and Finance Coordinators to provide the Board with regular, comprehensive reports on the revenues and expenditures of the organisation.
• Ensure that the organisation complies with all legislation covering taxation and tax withholdings.
• Develop strong, positive and productive working relations with the SFSS Finance Coordinators, account managers and investment bankers.
• Ensure the timely processing of cheque requisitions, including verification and sign off.
• Ensure all services are delivered efficiently and on budget.
• Work with the VP Finance and the Finance Coordinators to prepare a comprehensive annual budget.
• Supporting the development and implementation of the budget consultation Framework.
• Supporting the VP Finance and Finance Coordinators in creating the budget presentation for Board and Council.
• Work with Finance Coordinators to prepare for the yearly audit.
• Work with Finance Coordinators in changing over signing authorities.
• In collaboration with VP Finance and Services and the Finance Coordinator, reviews all charges from the university relating to space operations and ensures that costs are charged appropriately and correctly.
• Collaborate with the Finance Department and the Space Oversight Committee (SPOC) to oversee the health of the Space Expansion and Build SFU Funds.

Facilities Management

• Responsible for capital planning, design & development, construction, operation and maintenance of all buildings and site infrastructure within the University’s multi-campus environment while providing the best possible service to the University community.
• Oversees the operation and efficient use of Society spaces, including: the SUB, spaces on Surrey and Vancouver Campuses, the Undergrounds, Forum Chambers, and other spaces the Society may acquire.
• Ensures smooth functioning and cleanliness by coordinating custodial and facility services. This includes ensuring that all necessary services are fully operational and that the furniture, fixtures, and equipment are accounted for and in good operating conditions.
• Oversees the security and access of facilities by maintaining an up-to-date key inventory, an up-to-date list of permissions for electronic access for all SUB spaces in accordance with SFSS policies and procedures and SFU Access Control requirements, as well as the functioning of security and access control systems.
• Create supporting documents (checklists, forms, etc.) to support new policies and procedures as it relates to SFSS spaces.
• Ensures that records and filing systems relating to the SUB are established, kept up-to-date, stored securely, and archived. Begin and maintain a filing system for other Society Spaces.
• Collaborates with the Joint Health and Safety Committee to ensure safety within the building, including acting as the primary Building Evacuation Coordinator, ensuring the sufficient complement of fire wardens is in place at all times, and is responsible for the updating of the SUB Emergency Response plan.
• Assists and participates alongside SFU staff in responding to building-related emergencies (e.g. water, plumbing, heat, electrical, and security failures).
• Regularly liaise with tenants to ensure that their needs are being addressed and their obligations are met.

The above statements are intended to describe the general nature and level of work performed and is not intended to be an exhaustive list of all responsibilities and duties required of an incumbent.

ESSENTIAL QUALIFICATIONS:

• Bachelor’s degree in Business Administration or similar, with demonstrated academic preparation in finance and administration.
• Certificate in Project Management is an asset.
• 5 years of recent and related supervisory/management experience in a complex and dynamic unionised work environment.
• 3 years’ experience in facilities management including resource allocation and budget preparation and management is an asset.
• Demonstrated project management skills.
• Ability to influence others and gain understanding and acceptance of contrary opinions and viewpoints.
• Ability to work within broad parameters, competing deadlines and priorities and with frequent interruptions.
• Ability to engage and communicate in a professional and confident manner.
• Exceptional verbal and written communication skills.
• Demonstrated commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion.

Equivalent combinations of education and experience will also be considered.

We offer competitive compensation with a range of: $80,000 - $90,000 annually along with an extensive benefits package including but not limited to a full range dental, extended health, and life insurance plans, leave provisions and an initial annual vacation entitlement of 3-4 weeks. Subsequent salary increases are at the discretion of the Board of Directors.

Please Note: The SFSS is an independently incorporated organization working within the SFU community. This position is not an SFU staff position. For more information about the SFSS, please visit our website at: www.sfss.ca.

Please send PDFs of your cover letter and resume in Collage

The application deadline is October 6th, 2024 at midnight. We thank all who apply, but only shortlisted candidates will be contacted