Executive Director

The Executive Director position exists to provide guidance and operational leadership for the Graduate Students’ Association of the University of Calgary (GSA) including the Last Defence Lounge (LDL). The Executive Director sits on the Board of Directors as an ex-officio member and acts in an advisory capacity to the Board of Directors. 

The Executive Director is accountable to the Board of Directors for all operational responsibilities including, but not limited to:

Board and Governance Responsibilities

• Provides recommendations and advice based on experience and data analysis to the Board of Directors for decision making purposes;
• Recommends policy to the Board of Directors by identifying short-term and long-term issues and presents options and recommends courses of action, especially where strategic financial concerns are involved;
• Ensures that outgoing executives turn in their transition documents in a timely fashion so they can be turned over to the incoming Board of Directors. Also, the Executive Director must keep detailed files on yearly transition requirements; and
• Helps organize and structure the yearly executive transition to support the incoming executive to understand their governance responsibilities.

Policies and Procedures

• Develops procedures to achieve policy outcomes as defined by the Board of Directors.
• Responsible for inventory control of capital assets by verifying the receipt of stock; establishes capital asset and capital replacement order schedules; follows capital asset inventory policies and procedures; protects the GSA’s assets to ensure long-term organizational sustainability;
• Improves systems and procedures and initiates corrective actions to mitigate organizational deficiencies;
• Assigns projects and directs staff to ensure regulatory compliance and accuracy in all functional areas;
• Maintains organizational integrity by working in accordance with the best interest of the GSA, its established policies and procedures, code of conduct, by-laws, and contractual agreements.

Financial and Budgetary Management

• Achieves financial objectives as determined by the Board of Directors by preparing the annual GSA budget; overseeing the annual LDL budget; scheduling expenditures; analyzing variances; and initiating corrective actions;
• Responsible for accurate financial reports for functional areas and summarizing account information and trends, which are reported to the Board of Directors on a monthly basis;
• Enforces proper accounting methodologies as defined by the Canadian Revenue Agency; develops and implements procedures as required;
• Ensures the GSA’s annual audit is completed in time to be reported to the membership during the Annual General Meeting;
• Analyzes and signs-off on month and year-end financial statements, accounts payable/receivable, general ledger activity, payroll administration for the GSA and the Last Defence Lounge, cash flow forecasting, revenue and expenditure variance analysis, capital assets reconciliations, investment account statement reconciliations, cheque requisition processing, fixed asset activity, debt activity, etc.;
• Monitors and analyzes accounting data and ensures monthly financial statements are produced and presented to the Board of Directors in a timely fashion.

Operational Management

• Manages and oversees the daily operations of all operational issues of the GSA including human resources;
• Guides staff in professional development opportunities to ensure the team remains current in their functional areas;
• Establishes and maintains files and records to document all of the GSA’s operational and governance requirements;
• Contributes to team and organizational success by accomplishing related results as needed; maintains positive flow of information; works independently or as part of a team (depending on project requirements); carries out special projects and performing other related duties as required; exercises judgement and initiative;
• Protects staff, volunteers, and students by maintaining a safe environment; developing and enforcing rules of conduct.

Advocacy and Community Engagement

• Establishes and maintains a professional working relationship with the Students’ Union, University of Calgary Administration, and other partner organizations;
• Stays up-to-date on issues facing graduate students in the Albertan and Canadian context;
• Participates in ongoing professional development that adds value to the GSA’s mission and vision;
• Contributes to a positive organizational image by having a general knowledge of the University of Calgary to answer inquiries and responds to requests from organizational stakeholders;
• Promotes GSA branding by ensuring application of the GSA style guide to all publicity and communications vehicles.

Legal Responsibilities

• Maintains the GSA’s stability and reputation by complying with legal requirements, studying existing and new legislation; anticipating legislation; enforcing adherence to requirements; advising the Board of Directors on needed actions; and
• Other duties as directed by the President of the GSA.

The ideal candidate must possess a broad range of expertise and skills, including:

Education and Experience

• A degree from a college, university, technical institute or a verifiable post-secondary institution or equivalent combination of education and/or relevant work experience; a master’s degree is considered an asset.
• A demonstrated commitment to lifelong learning;
• Experience in the advocacy and organizing space to affect change on both public and institutional levels.
• A strong background in finance, governance modeling, strategic planning, policy research, systems design, communications and marketing, human resource management, hospitality management, organizational culture, and change management;
• Well-maintained professional and technical knowledge as demonstrated by attending educational workshops and classes; reviewing professional publications; establishing personal networks; participating in professional organizations that directly benefit the GSA;
• Established business acumen and strategic planning capabilities;
• In-depth knowledge of post-secondary education issues and policy in the context of Alberta and Canada;
• Not-for-profit management experience.

Leadership

• Able to lead a diverse organization in supporting Board of Directors’ goals;
• Capacity to quickly understand complex information in the context of the graduate student experience;
• Proven skills in organizational leadership, decision making abilities, communication and project management;
• Manages a significant volume of work in a timely manner and effectively troubleshoots to identify deficiencies, and make recommendations to the Board of Directors for correction;
• Capable of cultivating a team-oriented environment and demonstrating the ability to lead by example and rolling up sleeves.

Management

• Management accounting including budget creation, maintenance, analysis, and long-range forecasting;
• Acute organizational and time management skills;
• Current knowledge of compliance regulations – policies, bylaws, and legislation – in all areas of functional responsibility;
• Ability to complete multiple, competing tasks and deadlines with a high degree of accuracy.

Competencies

• Strong communication skills with the capacity to advocate, influence, motivate, and listen effectively;
• Approachable individual demonstrating a high level of emotional intelligence;
• Ambitious; adaptable; solutions oriented; inclusive; and transparent;
• Thoroughly knowledgeable in applicable compliance requirements related to conflicts of interest;
• Ability to develop collaborative working relationships with diverse populations in an academic setting;
• Service-oriented to meet the ongoing needs of the membership.

The GSA staff is expected to work 35 hours per week, currently on a hybrid model of in-person and remote working hours. The GSA supports flexible working hours through a tracking system to record working, flex, and overtime hours. The GSA adopts an understanding culture and supportive work environment for staff, motivating cross training among different roles, inspiring growth within roles, and favouring work-life balance.   

The GSA offers a comprehensive and competitive benefits plan, including an extended Health and Dental plan, short and long-term disability coverage, life insurance, a health spending account, a matching RRSP contribution group plan, and training and professional development opportunities.

The GSA is committed to providing an equitable, diverse, inclusive, and accessible workplace, and fostering belonging and empowerment within the graduate student community at UCalgary. We strive to acknowledge and remove barriers that have been historically encountered by people in our society and encourage qualified applicants from all equity-seeking groups to apply.

To explore this opportunity further, please send your cover letter and resume in confidence to hr.gsa@ucalgary.ca by Sunday, May 5th 2024 at 11:59 PM.

For more information please visit: www.gsa.ucalgary.ca