Copyright © 2019 Federation of Students, University of Waterloo operating as Waterloo Undergraduate Student Association
Vice President, Operations & Finance
Job Title: Vice President, Operations & Finance
Department: Waterloo Undergraduate Student Association (WUSA)
Reports to: WUSA President, Board of Directors, Students’ Council
Jobs Reporting: General Manager (co-report with President)
Salary (2019-2020): $49,336.83 + $4,735.96 in benefits, annually
Employment Type: Full-time, 1-year contract (May 1, 2020 – April 30, 2021)
To Serve, Empower, and Represent the Undergraduate Students of the University of Waterloo
The Vice President, Operations & Finance is an elected student position responsible for the administration of the Corporation in conjunction with the President and in accordance with relevant law, including bylaws, policies, and procedures. The VPOF has oversight, in consultation with the General Manager, over all matters personnel, finance, commercial, contractual, and operational for the Corporation. The VPOF is accountable to the President and to the bodies Corporate and Representative for WUSA.
The Federation of Students, University of Waterloo, operating as the Waterloo Undergraduate Student Association is the official collective voice and legal representative of undergraduate students at the University of Waterloo. Since 1967, WUSA has provided undergraduates with the services and support they need to reach their academic goals and make the most of their university experience.
Key Responsibilities (in order of time spent)
- Budgeting and Financial Management (25%)
- Oversees all finances for WUSA, including those of the commercial operations
- Supervises the preparation of WUSA’s budgets and presents them to the Students’ Council and Board of Directors for bicameral approval
- Presents updates and reports on relevant financial matters to the Students’ Council and Board of Directors
- Oversees the appropriate use and management of the Student Life Endowment Fund and the Enterprise, Innovation, and Opportunity Fund
- Oversees the appropriate administration and management for the Universal Transit Pass, Health Plan, Student Refugee Program, and Student Legal Protection Service funds, and reports on the funds to the Board of Directors and Students’ Council
- Legal Compliance and Risk Management (20%)
- The default Secretary of the Corporation, who has general responsibility for organizing and managing legal documents of the Corporation, including the taking and keeping of minutes for all relevant bodies
- Negotiates or oversees negotiation for all contracts, agreements, memoranda, and other legal instruments, subject to the approval of the Board of Directors
- Financial Controls and Oversight (20%)
- Oversees all purchasing for WUSA and is responsible for all receipts and disbursements
- Oversees WUSA’s accounting systems and implements appropriate financial controls for efficient management of monies
- Ensures that WUSA’s expenditures are appropriately authorized and recorded
- Ensures that society and affiliate monetary resources are being managed appropriately
- Business Operations and Building Facilities Management (15%)
- Supervises all of WUSA’s commercial, business, and information technology operations
- Promotes WUSA’s business activities to members and the community at-large
- Supervises WUSA’s properties, student spaces, works and buildings on behalf of the Board of Directors
- Human Resources Management (10%)
- Supervises and evaluates the General Manager, in consultation with the President
- Oversees all full- and part-time personnel, in consultation with the General Manager
- As chair of the personnel committee, oversees and supervises all human resources management for WUSA
- Support Departments (10%)
- Supports the General Manager in administering WUSA’s short-to-midterm strategic goals
- Responsible for securing sponsorship to fund WUSA, if the sponsorship is considered appropriate in accordance with policy
- Oversees the management and guides the direction for all departments that support and further the long range goals of WUSA
- Candidates for Executive Positions must be full members of the Waterloo Undergraduate Student Association as defined in the bylaws, which includes:
- Each undergraduate student currently registered at the University f Waterloo
- Each undergraduate student currently engaged in a c-operative work term
- Each undergraduate student wh is not registered in the current term but who was registered in the previous term and has shown intention to register in the next term
- The President and Vice Presidents f the Corporation
- The Vice President, Operations & Finance is an ex-officio Director on the Board of Directors, which has the following legal requirements:
- Must be at least 18 years f age
- Must nt have been declared incapable under the laws of a Canadian province or territory, or by a court in a jurisdiction outside Canada
- Must nt be an undischarged bankrupt or expect to become bankrupt during the duration of the term of office
Upon receiving a nomination package for Vice President, Operations & Finance, the Chief Returning Officer confirms the eligibility of the candidate according to the above criteria.
Beneficial Experiences and Skills*
- Strong leadership experience in volunteer positions
- Experience working with or for WUSA
- Engagement with student government
- Experience managing students and/or staff
- Strong analytical, technical, communication, and organizational skills are essential
- A high level of knowledge in finances and financial controls is preferred
- High level business acumen and operations management experience are an asset
- Strong ability to connect and engage with students and other stakeholders with a high degree of professionalism
- Effective time management required
*This job is an elected position and these are only suggested experiences and skills that may prove to be beneficial in the completion of duties and ease of transition into the role.
Nature and Scope of Role
A range of University staff, faculty, and students, as well as leadership in student advocacy organizations, administration at the University of Waterloo, and staff within WUSA. WUSA is uniquely positioned at the interface of students, university administrators, faculty, and various government and media parties. The President is the official representative of students and must be prepared to speak with authority on various student issues and concerns.
- Decision-Making Authority
The Vice President, Operations & Finance has signing authority for all funds and accounts managed by the Corporation. The Vice President, Operations & Finance additionally supports the President in the enactment of decisions made by the Corporation’s Board of Directors and Students’ Council. Makes decisions on the implementation of strategic objectives for the Corporation.
- Physical and Sensory Demands
Minimal demands typical of an administrative role within an office environment. May occasionally be subject to heavy lifting, long hours, and other conditions characteristic of volunteer experience.
- Working Environment
High stress work environment with some exposure to disagreeable conditions both typical of and unique to a supervisory position. WUSA is a student organization, and the staff, especially the executive, are often expected to pivot and respond quickly to emergent student needs and shifting organizational priorities.
- Mental Stress
This position requires attending meetings outside of work hours from time-to-time and regularly requires working on weekends. It also includes traveling to and from conferences and retreats. A successful candidate should be able to practice effective self-care and delegation of duties to avoid burnout. There may be a perceived requirement to act as a mediator or a confidant for others outside of management duties, but such a role should only be taken on if the successful candidate has a strong support system and the confidence to shoulder such burden.
All WUSA employees are expected to follow WUSA’s bylaws, policies, and procedures and work practices at all times. Employees are also responsible for the completion of all health and safety training, as assigned. Employees with staff supervision and/or management responsibilities will ensure that assigned staff abide by the above, and actively identify, assess and correct health and safety hazards, as required.
The above is intended to describe the general nature and level of work being performed by people assigned to this classification. It is not to be construed as an exhaustive list of all responsibilities, duties, and skills required of personnel so classified. All personnel may be required to perform duties outside of their normal responsibilities from time to time, as needed.
How to apply
This is a student-elected role, check out wusa.ca/elections to learn more about elections and the nominations process. This position is only open to current Waterloo undergraduates (including those who are in their last year of study). Nominees require 100 signatures from Waterloo undergraduates. Nominations close on Jan 23, 2020 at vote.wusa.ca