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Operations Lead

4 months ago

Burnaby, Canada Simon Fraser Student Society Full time

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 Soci