Operations Coordinator

**Position Description: Operations Coordinator**

**Effective Date**: March 2025
**Department**: Administration
**Classification**: Administration
**Reports To**: General Manager
**Direct Reports**: 0

**Job Summary**

The Operations Coordinator plays a vital role in managing the daily operations of the Students' Union, including facilities management, event coordination, financial administration, and student club support. This position serves as a key liaison between the Students' Union and various university departments while ensuring smooth functioning of SU activities, spaces, and services.

**Major Work Activities and Responsibilities**

**Student Clubs Support (20%)**
- Guide student clubs through event planning processes, including digital proposal submissions and approval workflows
- Assist clubs with risk management documentation and compliance requirements
- Coordinate weekly risk assessment meetings with Campus Safety
- Manage the Tunnel Painting program and other club visibility initiatives
- Develop and deliver club leadership training sessions
- Maintain the club management portal and assist with digital resource access
- Oversee club bank accounts, including decommissioning dormant accounts and updating processes
- Meet with students to discuss and facilitate new initiatives and proposals

**Event Management (25%)**
- Coordinate internal and external bookings for SU venues (Ballrooms, Zoo, Galileo's) using the digital booking system
- Oversee event logistics including:

- Digital contract generation and electronic invoicing
- Room setup coordination through work order system
- Equipment rentals and inventory management
- Stakeholder communication (facilities, caretaking, campus safety)
- Provide special event support for major initiatives like LCB and Fresh Fest:

- Create and track digital work orders
- Coordinate with vendors and service providers
- Arrange cashless payment options and digital systems
- Implement sustainable event practices and recycling programs
- Order and manage promotional materials
- Prepare cash floats for cabarets and events
- Assist with event production (e.g., Halloween cabaret, Money Drop events)
- Manage and arrange cleaning of table linens and event supplies
- Prepare materials and supplies for events (e.g., coffee tickets for Connections Cafe)
- Serve as the primary administrator of the events calendar
- Coordinate logistics for academic speakers and external visitors (parking, school visits)
- Set up boardrooms for meetings and external bookings, including specialized setups like Lifetouch photography sessions

**Financial Administration (20%)**
- Process and track invoices for venue rentals and services
- Follow up on unpaid invoices and manage accounts receivable
- Occasionally prepare cheques and manage payment processing
- Handle tip outs and ensure compliance with labour standards
- Process liquor licenses and serve as point of contact for AGLC paperwork
- Track and process gift cards and gift certificates
- Coordinate with University finance office for Quality Initiative Program expenditures
- Collect and process receipts from departments and staff
- Research and resolve accounting discrepancies
- Oversee transition of payment systems (e.g., debit machine changes)

**Facilities and Operations Management (20%)**
- Assist with day-to-day functioning of the Students' Union building
- Manage tenant relationships and communications, including:

- Collecting insurance documents from food court vendors
- Ensuring timely rental payments
- Coordinating with telecom for service changes
- Communicating with tenants about issues and requirements
- Coordinate the campus-wide recycling and sustainability programs
- Liaise with University departments (Facilities, Caretaking, Utilities, Campus Safety)
- Order and maintain inventory of promotional items and awards
- Oversee production of digital and limited-print student resources
- Manage fleet operations, including vehicle maintenance schedules and truck registration renewals
- Coordinate insurance renewals for SU operations
- Conduct fire suppression inspections and hazard walkthroughs
- Complete and follow up on incident reports
- Coordinate with campus partners on facility improvements (e.g., gender-neutral bathroom mapping)
- Administer the annual student handbook contract
- Manage office first aid kits

**Campus Collaboration and Support (15%)**
- Provide backup coverage for various SU departments as needed
- Participate in annual budgeting and strategic planning processes
- Research and implement operational improvements
- Support Executive Council initiatives and special projects
- Attend stakeholder meetings and represent the SU when required
- Maintain accurate documentation and digital record-keeping
- Work with campus department partners on joint initiatives (e.g., 16 Days of Activism)
- Coordinate events and operations at the Rec Room, including private event management
- Assist with transportation and pick