Position Summary
The Student Association Clerk is responsible for supporting the coordination and administering the financial processes and operational workflows related to Student Associations within the Students’ Union Okanagan (SUO). The position serves as the primary contact for club reimbursement processing, purchasing coordination, and student course union financial procedures. This role focuses on supporting student leaders and Student Associations with matters relating to club financial process and general operational matters. The role does not perform accounting or financial management functions assigned to the Finance Department but instead support and administers the operational processes of the SUO student associations. The positions work in close collaboration with the Membership Outreach Coordinator to support the operational and administrative needs of student organizations. From time to time, the position may also assist with broader student engagement and membership support initiatives.
Reporting Structure
Works closely with:
- Membership Outreach Coordinator
- VP Finance/VP Internal
- Student Associations
- Other SUO departments as required
Key Responsibilities
1. Club Financial Operations
- Assist with Administering reimbursement and expense claim processes for Student Associations.
- Review financial submissions to ensure receipts, approvals, and required documentation are complete.
- Provide periodical updates on financial records related to Student Associations operations as requested
- Monitor and maintain organized financial files and documentation for Student Associations.
- Support coordinated financial workflow processes between Student Associations and internal SUO procedures.
2. Reimbursement & Expense Administration
- Process and track reimbursement requests submitted by Student Associations for approval by Membership Outreach Coordinator.
- Provide guidance to student leaders regarding reimbursement procedures and documentation requirements.
- Process reimbursement requests as submitted in accordance with SUO policies and timelines.
- Maintain organized records of reimbursements and supporting documentation.
3. Purchasing & Payment Coordination
- Support coordinated approved purchasing requests related to Student Associations.
activities and events.
- Maintain transaction logs and ensure receipts and supporting documentation are collected.
4. Financial Compliance & Documentation
- Support the Student Associations financial documentation is maintained in accordance with SUO policies and procedures.
- Support compliance with internal controls and documentation standards related to student organization spending.
- Assist in preparing student association financial reports and updates as required
5. Club Administrative Operations
- Assists with the maintain and update the SUO club directory and organization records.
- Assist with clubs contact information and administrative records
- Support MOC related to student organization activities and administrative processes.
- Assist on an on-need basis with room bookings during high volume periods
- Respond to student organization inquiries related to financial procedures, reimbursements.
6. Operational Collaboration & Event Support
- Work collaboratively with the Membership Outreach Coordinator to support student organization operations and initiatives.
- From time to time, assist with broader membership outreach, club support, and student engagement activities.
- Support operational needs related to club events and student organization initiatives as required.
Qualifications
- Minimum two (2) year of administrative, financial administration, student organization, or operational support experience.
- Experience working within a post-secondary, student organization, non-profit, or service-oriented environment is considered an asset.
- Strong organizational, administrative, and record-management skills.
- High level of accuracy and attention to detail.
- Strong communication, customer service skills and willingness to take directives
- Ability to manage multiple priorities and deadlines in a fast-paced environment.
- Proficiency with Google Workspace, spreadsheets, and administrative systems.
- Basic understanding of financial procedures, reimbursement processing, and documentation standards.
Skills
- Operational coordination and workflow management
- Administrative organization and record management
- Customer service and student support
- Documentation tracking and compliance management
- Attention to detail and accuracy
- Communication and interpersonal skills
- Ability to work collaboratively with student leaders and volunteers
Employment Terms
- Classification: Tier 5 – BCGEU Local 707 Collective Agreement
- Employment Status: Regular Part-Time Staff Position (maximum of up to 32 hours per week during Terms 1 and 2, and a minimum of 20 hours per week during the summer months)
Application Deadline
Applications will be accepted until 11:59 p.m. on Thursday, August 8, 2026.
Pay: $24.35-$29.64 per hour
Work Location: In person
