Financial Systems Administrator

3 weeks ago

Vancouver, Canada Alma Mater Society of UBC Vancouver Full time

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

**Position title**: Financial Systems Administrator
**Reports to**: Vice President, Finance
**Supervises**: Financial Coordinator
**Employee status**: Hourly Exempt, Appointed
**Length of term**: May 1, 2024 - April 30, 2025
**Hours per week**: 15
**Compensation**: $18.00 per hour

Position Purpose

The office of the AMS Vice President, Finance is responsible for all financial matters of the organization, the AMS Sustainability Office, the AMS/GSS Health and Dental Plan, as well as all financial matters of our clubs and constituencies. The position of the Financial Systems Administrator demands a multitalented individual with diverse experiences who will act as project enabler and advisor to the Vice President (VP), Finance. This position will be involved with several important projects and initiatives in the portfolio

The Financial Systems Administrator will assist the VP, Finance in overseeing projects within the portfolio, tracking spending, and/or preparing communication materials from the portfolio. The Financial Systems Administrator may also attend meetings on behalf of the VP, Finance, and liaise with AMS committees. This position will also be overseeing the financial matters of AMS clubs, constituencies, and other groups.

**Responsibilities**:

- Assist and advise the VP, Finance in carrying out their political and administrative duties, and other directives of AMS Council
- Assist the VP, Finance with the budgeting process and other projects as necessary
- Minutes taker at the Finance Committee meetings
- Work with the Finance Committee, as well as the AVP Sustainability to achieve the goals and objectives of the portfolio
- Sit on AMS committees and working groups as directed by the VP, Finance
- Attend meetings as a proxy for the VP, Finance as determined necessary
- Help organize and direct special events and/or long-term projects within the portfolio or at the discretion of the VP, Finance
- Review the budgets of all clubs, constituencies, and other groups
- Assist clubs and constituencies in the preparation of their budgets
- Coordinate the Clubs, Constituencies, and Resource Groups budget submission process; review the budgets on behalf of Vice President, Finance
- Monitor the accounts of clubs and constituencies to ensure they do not incur unauthorized debts and ensure that clubs are fiscally responsible for their members
- Approve allocation of AMS Student directed funds
- Coordinate AMS Insurance Waivers
- Conduct treasurer orientations
- Collaborate with members of the AMS VP Administration through Clubs and Societies Committee
- Works with the AMS mission statement and values to operate a successful department
- Supervise the Financial Coordinator
- Helps with credit card transactions support for clubs and constituencies in collaboration with AMS Financial Systems Administrator
- Other duties as required

Qualifications and Experience
- Must be a currently registered student at UBC Vancouver or one of its affiliated colleges
- Strong writing skills
- Strong organizational skills
- Professional conduct
- Strong interpersonal and communication skills
- Interest in the Financial goals of the AMS and its business units
- Event organization and preparation
- Knowledge of issues at UBC is useful but not required
- Above average in both writing and computer skills

**To Apply**:
Please submit a resume and cover letter.
**Application deadline**: 11:59pm Sunday, April 14.

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