The Finance & Administration department is the internal support for all departments and business operations of the Wilfrid Laurier University Students’ Union. It is focused on ensuring all levels of the Students’ Union are operating on a consistent and transparent basis, ensuring best practices are being followed for financial and human

• Oversee the development of goals and objectives for both short- and long-term, as it pertains to the financial resources, human resources, business operations, facilities/office management, and information technology functions, for all levels of the Students’ Union;
• Create an annual departmental operating budget, and adhere to budgetary restrictions;
• Facilitate the coordination and monitoring of the financial resources, human resources, facilities management, and information technology functions of the Students’ Union;
• Evaluate, maintain, and continuously enhance the financial resources, human resources, facilities management, and information technology functions and policies of the Students’ Union;
• Remain well versed in financial, administrative, and human resource policies, procedures, risk management requirements, and legal requirements to ensure best practices;
• Aid in advising all other levels of the organization to maximize the long-and short-term financial and functional effectiveness of their department and/or operation;
• Build and maintain relationships with internal and external parties to support the financial resource, human resource, business operation, facilities management, and information technology goals of the Students’ Union;
• Have the ability to work independently with little direction, as well as within team environments;
• Multi-task and prioritize projects, working within specific time constraints and tight deadlines;
• Follow all Health & Safety policies and procedures as outlined by the Students’ Union and the
• Occupational Health and Safety Act (OHSA) of Ontario; and
• Operate in accordance to the Vision, Mission, and Values, by-laws and policies of the Wilfrid Laurier
• University Students’ Union (WLUSU);

• Act as a financial resource, administration/facilities, and human resource consultant and support for all levels of the Students’ Union – increasing staff skills and knowledge, and building service potential;
• Facilitate the development of financial resource, administration/facilities, and human resources related planning and strategies for all levels of the Students’ Union to ensure the following is achieved:
• Consistency and best practices are adhered to and achieved; and
• Departmental specific needs and responsibilities are met, while aligned with the overall
• organizational goals and priorities;
• Manage all facilities and business establishments, by ensuring safety, security, functionality, and fiscally sound operations are achieved and maintained;
• Assist in contract negotiations for the Students’ Union, as required and pertaining to the activities and functions of financial resources, administration/facilities management, human resources, and business operations;
• Maintain, and modify where appropriate, a Finance & Administration department procedural manual, and any related program-specific standard operating procedures (SOPs) manuals – included, but not limited to, facilities management, financial resource SOPs, and human resource policies;

• Develop, promote, assess, and adhere to financial activity best practices and agreed systems and procedures across all levels of the Students’ Union;
• Oversee and facilitate the development of the annual operating budget for the Students’ Union, ensuring all department budgets are prepared within specific period timelines and guidelines;
• Monitor that all levels of the organization and relevant stakeholders adhere to the operating budget (as approved by the Board of Directors), unless specific changes are amended and approved by appropriate parties while overseeing long-term budgeting and planning for the Students’ Union
• Maintain adequate financial controls within all levels of the Students’ Union, through the coordination, preparation, and review of financial statements and reports, analyzing cash flow, cost controls, revenues, expenses, and budget versus actual comparisons;
• Identify and analyze all financial activity of the Students’ Union, forecasting and mitigating risk, establishing appropriate internal control safeguards, and recognizing the potential competing interests of priorities;
• Facilitate the annual auditing process, assisting all third-party / external accounting firm as required, to ensure an effective and timely resolution;
• Develop and maintain partnerships with the university Finance & Administration department, establishing and allowing for collaboration regarding financial matters, as required
• Develop and maintain partnerships with the university Information Technology Services (ITS), establishing and providing support regarding all information technology needs of the Students’ Union;
• Ensure best practices are utilized and financial transactions are conducted and accounted for in a fiscally responsible manner, utilizing the ideology of Generally Accepted Accounting Principles (GAAP);
• Possess a thorough understanding and application of Microsoft Office with advanced Excel skills;
• Knowledge or prior experience with Groupwise, and Accpac ERP 300 is considered a strong asset

• Develop, promote, assess, and adhere to human resource best practices and agreed systems and procedures across all levels of the Students’ Union;
• In collaboration with the appropriate student executive or department manager, ensure the following volunteer and workforce management functions are adequately and consistently completed for all levels of staff and volunteer:
• Manage the recruitment and selection process, ensuring a fair and equitable process;
• Coordinate the initial orientation and ensure continuous professional training and development
• Supervise the formal disciplinary process, performance evaluations, and general treatment
• procedures;
• Ensure that all levels of staff and volunteer are fulfilling the requirements of their job descriptions and duties as assigned;
• Oversee the direction and maintenance of the total compensation and benefits administration, including but not limited to the remuneration process (payroll, T4s, and ROEs), extended health & dental benefits administration, attendance and vacation tracking, and additional benefits offerings;
• Develop and maintain partnerships with the university Human Resources and Student Affairs department, establishing a collaborative approach regarding staff or student volunteer matters, as required;
• Ensure best practices are utilized and legislative compliance is maintained, adhering to the guidelines outlined by the Employment Standards Act (ESA), the Ontario Human Rights Code, the Accessibility for Ontarians with Disabilities Act (AODA), and any other associated employment legislation;

• Develop, promote, assess, and adhere to facilities management and health & safety best practices and agreed systems, and procedures across all levels of the organization;
• Ensure all individuals within the Students’ Union are adhering to Occupational Health & Safety standards and legislation;
• Ensure all workplace and building inspections are conducted monthly, and adequately address or report any issues to the Executive Director;
• With the appropriate department manager, monitor and ensure timely completion of all Risk Management reporting, including but not limited to Incident and/or Injury Reports, submitting WSIB Form 7 when required;
• Develop and maintain partnerships with the university Safety, Health, Environment, and Risk Management (SHERM) department, ensuring a collaborative nature in the promotion and adherence to safety matters within our jurisdiction;
• Develop and maintain partnerships with the university Physical Resources department, establishing procedures and processes to ensure adequate maintenance of our facilities;
• Ensure best practices are utilized and legislative compliance is maintained, adhering to the legislative guidelines of the Occupational Health & Safety Act (OHSA) and the Workplace Safety & Insurance Act (WSIA);
• Ensure legislative compliance is adhered to within our business operations, including but not limited to guidelines outlined by the Alcohol & Gaming Commission of Ontario (AGCO) and Private Security & Investigative Services Act ;

• Develop, promote, assess and adhere to best practice, agreed systems, and procedures regarding the financial resource, administration/facilities, and human resource functions for all levels of the organization;
• Prepare and manage a long-term financial resources, administration/facilities, and human resource strategy for the Students’ Union, and revise and/or execute to ensure the positive position of the organization, in cooperation with the Executive Director;
• Recommend long and short-term goals for the Finance & Administration department, and associated operations/functions of the Students’ Union, by assessing student needs, examining program resources and capabilities, and preparing recommendations for long-term initiatives and undertakings;
• Recommend potential new initiatives, investments, and functions of the Finance & Administration department – and any associated operations/functions – by analyzing student needs, with an evidence- based approach;
• Provide evaluative information and measurable data regarding the financial resource, administration/facilities, and human resource activities of the Students’ Union by analyzing statistical information – by reviewing and reporting services’ initiatives, successes and challenges;
• Ensure all Students’ Union assets (property and resources) are properly handled and maintained;
• Possess a working knowledge of the various activities and functions of the Students’ Union;
  

• Directly oversee, collaborate, manage and recruit for the following positions, ensuring the fulfillment of their job descriptions, overall operational excellence and performance evaluations:
• Assistant Controller and/or Accounting Services Administrator;
• Administration & Facilities Manager;
• Administration Assistant;
• Human Resources Manager;
• Supervise the Finance & Administration department by developing goals and objectives annually, chair meetings and delegate responsibilities, ensuring completion and follow-through, and provide a monthly report to the Executive Director on activities and achievements;
• Develop organizational strategy, utilizing new and innovative management techniques, ensuring that employees goals and objectives are met, in order to enhance performance and collaboration;
• Ensure all personnel maintain awareness of the Students’ Union activities, and have a clear understanding of decisions made, offering explanation and inclusion wherever possible;

• Collaborate, cooperate and consult with the entire Operations Group (Directors) and Management Team
• (Student Executive);
• Meet with all other Students’ Union personnel, as required or prescribed;
• Meet regularly with Executive Director on a bi-weekly basis;
• Attend Board of Director Meetings, as requested;
• Maintain a constructive relationship and demonstrates a high degree of interpersonal savvy within the
• Students’ Union and WLU community;
• Collaborate with appropriate parties of the university administration in relation to the activities of the Finance & Administration department, including but not limited to the WLU Finance & Administration, Human Resources, ITS, Physical Resources, SHERM, and Student Affairs departments;
• Develop, promote, and adhere to best practice and to agreed systems and procedures across all levels of the Students’ Union;
• Ensure open and honest communication between all Students’ Union departments, business operations and staff, as required; and
• Any other duties as assigned by the Executive Director.