Pour consulter la description du poste en français, cliquez sur ce lien : https://docs.google.com/document/d/17QhJoDfT2QhN5-xrzWuTbaah_ZE1Gm9V/edit?usp=sharing&ouid=101117955238723544941&rtpof=true&sd=true
Position Summary:
The Clubs & Services Finance Coordinator works closely with the Vice-President (Clubs & Services), Controller, Vice-President (Finance), and the Student Life Operations Department to support the financial and operational needs of clubs, services, and other student groups as needed.
The Coordinator provides administrative support to ensure SSMU clubs & services remain aligned with organizational policies and maintain clear, organized processes. Key responsibilities include financial administration for club, service, and athletic groups, support for the operations of the SSMU Funding Committee, and general support for training, budgeting, compliance, documentation, and operations for clubs and services. The role also supports the full life cycle of student groups, aiding the committees in the Vice-President (Clubs & Services) portfolio to manage sanctions, appeals, and status change processes to ensure consistency and accountability.
Responsibilities:
A. Student Group Banking, Budgeting & Financial Administration
- Support clubs & services with budgeting, expenses, reimbursements, banking setup, and account management, including ensuring the timely submission of audit documentation.
- Develop and deliver financial training, workshops, and onboarding resources, with ongoing office hours and support for group representatives.
- Act as the main liaison between internal student groups and the Accounting Department to ensure clear communication and timely processing of financial requests.
- Enforce financial accountability measures, including sanctions, account freezes, and status changes, under the guidance of the Vice-President (Clubs & Services) and the Vice-President (Finance).
- Support student groups in developing and reviewing their annual budgets, making recommendations as directed by the Vice-President (Finance), Vice-President (Clubs & Services) and General Manager.
- Coordinate, review and submit cheque requests, purchase orders, Student Group sponsorship payments for in collaboration with the Sponsorship Specialist, and other financial documents, ensuring accuracy, completeness, and policy compliance, flagging any discrepancies as needed.
- Collaborate with the Student Life Assistant to develop and issue the quarterly Operations report, incorporating relevant financial and non-financial metrics.
B. SSMU Funding Support
- Assist the Vice-President (Finance) and the Finance Commissioner in administering the application process for SSMU Funding, and administration of the SSMU Funding Committee, including advising SSMU members and student groups on the process of applying for funding, advertising funding opportunities and developing resources to assist student groups with funding applications.
- Coordinate application intake, ensuring completeness and compliance and summarizing each application for presentation to the Funding Committee.
- Review the decisions of the Funding Committee, ensuring that all Funds managed and approved by the Funding Committee are disbursed in accordance with the SSMU Internal Regulations and that the total amounts approved and disbursed for each fund do not exceed the balance of that fund, in collaboration with the Vice-President (Finance) and the Controller.
- Support the review of all documentation used in the administration of funding, including SSMU by-laws for the Funding Committee, the Internal Regulations and resources for applicants as requested by the Vice-President (Finance);
- Review and receive post-funding reports as provided by the applicants, and ensure compliance in accordance with the Internal Regulations of Finance
C. Club & Service Administration
- Maintain and update student group records, including the Student Group Information Form database, masterlist, constitutions, and related documentation, ensuring accuracy and compliance with organizational policies.
- Support student group lifecycle updates, with the Vice-President (Clubs & Services) and Student Life Assistant, including club/service/athletics group status requests, status changes, sanctions, and appeals, while coordinating timely communication across departments regarding related decisions and impacts.
- Serve as a primary point of contact for club/service/athletics group inquiries, providing guidance and directing groups to appropriate resources.
- Support semesterly training for club and service executives, including logistics, attendance tracking, and maintaining up-to-date materials, templates, and guides.
- Support the Vice President (Clubs & Services) with Independent Student Group MOAs administration, coordinating interdepartmental communication regarding changes and continuity across years, and assisting ISGs with inquiries.
- Support administrative projects, including the Services Review Process and space agreement coordination, and collaborate with Departmental teams to ensure student group information is accurate across all platforms.
- Assist the Communications Department in updating the SSMU Website and other external resources with student group information (other websites, social media, etc.)
- Assist with additional administrative projects and priorities for clubs and services as directed by the Vice-President (Clubs & Services).
Benefits:
- Extended health insurance & dental insurance (employer covered)
- 6% RRSP matching after 6 months
- 35 hour working week, with flexibility in working hours
- Summer Fridays (reduced working week by 7 hours) from the first Friday of June to the 3rd Friday of August
- Paid time off over the McGill Holiday Period (minimum 2 weeks)
- 10 sick/personal days per year
- Education reimbursement ($1000 per year)
- Fitness Benefit ($600 per year)
Qualifications Required:
- Bachelor’s degree in Business Administration, Finance, Management, or Human Resources Management or a related field, or an equivalent combination of education and relevant experience.
- One year of experience with exposure to financial/banking/operational processes such as accounts payable, expenses tracking, budgeting or collaboration across accounting/operational teams.
- Strong project management and organizational skills; ability to prioritize and manage multiple tasks independently with attention to detail.
- Self-motivated, independent, and able to work within and relay established policies and approval frameworks.
- Knowledge of the educational landscape or experience supporting student-focused programs is an asset.
- Strong interpersonal skills with the ability to build and maintain professional relationships with stakeholders.
- Proficiency with Google Workspace, Microsoft Office Suite (Word, Excel, PowerPoint)
- Demonstrates professional judgment and empathy when handling issues with Student Groups.
- Customer service-oriented, balancing operational needs with organizational priorities.
- High proficiency in written and verbal communication skills in both English and French.
Pay: $45,000.00-$50,000.00 per year
Benefits:
- Casual dress
- Dental care
- Extended health care
- Paid time off
- RRSP match
Education:
- Bachelor's Degree (required)
Language:
- English (required)
- French (required)
Location:
- Montréal, QC H3A 1W7 (required)
Work Location: Hybrid remote in Montréal, QC H3A 1W7
