Secretary of Internal Affairs

The Alma Mater Society (AMS) is the oldest student association in Canada and has been a central student organization at Queen's since its founding in Today, the AMS acts as a service, advocacy, and governing body on behalf of all students enrolled in AMS-affiliated programs at Queen's University.

The AMS is a not-for-profit entity created by the Society to ensure its continuing financial viability by overseeing the management of its services and associated financial affairs.  It is bound by the By-laws and corporate philosophy of our Mission and Operating statements as set out in the AMS Constitution.  

In addition to providing wage-based service staff positions for students wanting employment, the AMS seeks to support the Society's broader objectives through the provisioning of a high quality, relevant range of student funded services, that provide a wide range of employment opportunities and meaningful out-of-classroom learning and skill acquisition experiences for students.

Job Description

The AMS Secretary of Internal Affairs facilitates the operation of the rules, policies and procedures of the AMS as to help better guide the direction of the society as a whole. The Secretary of Internal Affairs oversees all matters concerning AMS Assembly, elections, and referenda. The Secretary of Internal Affairs also oversees the Judicial Affairs Office, and assists with the duties of the AMS Board of Directors. 

The Secretary of Internal Affairs, under the direction of the President, will primarily be responsible to coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly. This position will oversee cases of non-academic misconduct and ensure they are dealt with appropriately. This role will also facilitate ams board of directors, which includes: keep board and committee minutes, preparation of the agenda, booking of rooms, or other responsibilities as delegated by the chair of the board. The Secretary of Internal Affairs must possess ability to plan, organize, develop, implement, and interpret goals, objectives, and procedures and ability to initiate and model positive change.

Time Commitment, Eligibility, and Remuneration

• Full-time, 12-month term from May 1-April 30  
• Upon being hired, all incoming managerial staff are required to complete Transition Training with the corresponding outgoing employee, as well as conduct interviews for their respective staff. These activities both take place in March and April. The Transition Training will require approximately 15 hours. Time required to interview staff is estimated to be 5 hours. Please note that these are estimates to be used as a guide only for scheduling purposes.  
• Incoming employees will be paid at Ontario Minimum Wage (plus 4 vacation pay) for hours scheduled and worked for Transition Training and interviewing.
• All full-time AMS staff must be enrolled in at least 3.0 credit units in both the Fall and Winter semesters both at the time that they apply and for the duration of their term and have paid the full slate of AMS mandatory fees including the AMS Membership Fee.  

Competencies

• Accountability
• Communication
• Problem Solving
• Project Management
• Time Management
• Attention to detail

Responsibilities

• Coordinate activities by scheduling work assignments, setting priorities, and delegating work accordingly
• Oversee cases of Non-Academic Misconduct and ensure they are dealt with appropriately
• Facilitate AMS Board of Directors, which includes: Keep Board and Committee minutes, preparation of the agenda, booking of rooms, or other responsibilities as delegated by the Chair of the Board
• Administer disciplinary action in accordance with established procedures
• Assist with the organization and minutes of Presidents Caucus
• Oversee the elections team which operates all referenda, Student Trustee, Rector, and Executive elections
• Conduct reviews and be familiar with AMS Constitution and other AMS Policies and when necessary, update these documents
• Setting and preparation of the agenda, booking of rooms and guest speakers, supervision of Speaker, Scribe and minutes, and act as a resource for Assembly members on rules and regulations.
• Develop a departmental goal plan which will serve as the framework for the annual budget prepared in collaboration with the accounting department and approved by the Vice President (Operations)
• Monitor actual results against the approved budget in the organization accounting system (Business Central) each month, to track performance
• Attend and fully participate in all in person and virtual meetings
• Maintain consistent communication with all relevant stakeholders, responding to e-mails in a timely manner
• Complete a thorough transition process with the incoming manager that includes one on one meetings and a transition manual
• Exhibit a working knowledge of Assistant Manager portfolios (Judicial Affairs Manager and Chief Electoral Officer)
• Establish and maintain shift schedules and review time sheets periodically to ensure sufficient employee coverage and that there are no staffing issues
• Determine staffing requirements for the administration department and oversee the hiring of staff
• Provide informal feedback and coaching to staff on an ongoing basis
• Analyse departmental operations and identify areas requiring improvement
• Ensure employees have clear goals and are aware of expectations
• Ensure that employees adhere to all health and safety regulations
• Ensure that all employees comply with company policies, procedures, and ethical standards
• Complete additional responsibilities as delegated by the Assembly and the President

Job Requirements

• Ability to plan, organize, develop, implement, and interpret goals, objectives, and procedures
• Ability to initiate and model positive change
• Ability to delegate, set expectations, and monitor progress of all direct reports
• Ability to identify issues and implement creative and strategic solutions to overcome problems
• Ability to remain calm and poised in urgent situations

Work Conditions

• Attendance and conducting of presentations
• Working in an office environment
• Extended periods of sitting
• Interaction with employees, management, and public at large

The AMS is an equal opportunity employer and does not discriminate against any employee or applicant for employment because of age, race, religion, colour, disability, sex, sexual orientation, or national origin.

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