Secretary, 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 Summary 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.CompetenciesAccountabilityCommunicationProblem SolvingProject ManagementTime ManagementAttention to detailJob DutiesCoordinate activities by scheduling work assignments, setting priorities, and delegating work accordinglyOversee cases of Non-Academic Misconduct and ensure they are dealt with appropriatelyFacilitate 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 BoardAdminister disciplinary action in accordance with established proceduresAssist with the organization and minutes of Presidents CaucusOversee the elections team which operates all referenda, Student Trustee, Rector, and Executive electionsConduct reviews and be familiar with AMS Constitution and other AMS Policies and when necessary, update these documentsSetting 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 performanceAttend and fully participate in all in person and virtual meetingsMaintain consistent communication with all relevant stakeholders, responding to e-mails in a timely mannerComplete a thorough transition process with the incoming manager that includes one on one meetings and a transition manualExhibit 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 issuesDetermine staffing requirements for the administration department and oversee the hiring of staffProvide informal feedback and coaching to staff on an ongoing basisAnalyse departmental operations and identify areas requiring improvementEnsure employees have clear goals and are aware of expectationsEnsure that employees adhere to all health and safety regulationsEnsure that all employees comply with company policies, procedures, and ethical standardsComplete additional responsibilities as delegated by the Assembly and the PresidentJob RequirementsAbility to plan, organize, develop, implement, and interpret goals, objectives, and proceduresAbility to initiate and model positive changeAbility to delegate, set expectations, and monitor progress of all direct reportsAbility to identify issues and implement creative and strategic solutions to overcome problemsAbility to remain calm and poised in urgent situationsWork ConditionsAttendance and conducting of presentationsWorking in an office environmentExtended periods of sittingInteraction 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.