Date: |
July, 2011 |
Reports to (Job Title): |
Executive Manager, UWSA |
Jobs Reporting (Job Titles): |
|
Location: |
Main Campus |
Primary Purpose
Ensure the efficient and effective functioning of the UWSA administrative office.
Key Accountabilities:
1.0 Provides clear and consistent communication from the UWSA office to UWSA members:
- Provides first point of contact to UWSA members (or potential members) seeking information on UWSA services, assistance or confidential advice.
- Regards highly confidential information from staff and UWSA Board appropriately
- Exercise sound judgement in highly sensitive situations
- Maintains up-to-date knowledge of the UWSA and executive committee members to ensure that requests are referred to appropriate persons for resolution
- Maintains UWSA website and updates UWSA events and announcements as required
- Ensures that necessary arrangements for all meetings and events are made and provides notice for members and executive committee
- Processes membership applications, produces cards, and ensures membership has up-to-date UWSA materials
2.0 Maintains financial records of the UWSA
- Prepares monthly financial statement for review and use in monitoring the UWSA budget by the Treasurer
- Prepares a draft quarterly financial report for reconciliation against the Treasurer’s quarterly report
- Executes all financial transactions on behalf of the Executive
- Reconciles all UWSA receipts and expenditures
- Performs banking duties and monthly account reconciliations
- Collects, controls, and deposits payments received for UWSA social events and discount ticket
- Monitors cash flow, manages chequing and savings account and investments and liaises with banking institutions
- Has signing authority on all UWSA accounts.
- Verifies invoices/payments for approval by Executive Manager
- Facilitates payment/accounts of annual Staff Initiative Fund projects
3.0 Responsible for daily office administration and official UWSA records
- Maintains record of official membership list, email lists, Sharepoint list, and committee membership
- Maintains and controls the circulation of documents and files
- Purchases office supplies, furniture, and equipment
- Arranges travel and registrations for executive committee conference attendance
- Assists in coordination of Annual General Meeting and yearly election of UWSA Directors
- Arranges and organizes the UWSA Discount Club and Discount ticket sales for members
Responds to changing demands and working styles of new, annually elected UWSA executive committee members
4.0 Responsible for coordination of UWSA events in conjunction with Social Committee Chair and members
- Works with the Fundraising and Social Committee members with all UWSA sponsored events (such as: golf tournament, wine tour, craft sale, Winterfest family skating party and the U.S. shopping trip)
- Creates financial report for each event for UWSA records
- Ensures outside vendor invoices are paid
Ensures executive committee is informed of all pertinent (or possible) event issues
Position Requirements
Education:
Completion of a post-secondary accounting program
Experience:
5 years of experience in an administrative role with a proven track record of success in office organization and financial responsibilities. Strong knowledge of university structure, policies and procedures.
Technical:
MS Word |
Excel |
PowerPoint |
Other |
Basic |
Basic |
Basic |
Yes, Simply Accounting
& Website software (membership card machine/software) |
Nature and Scope
Interpersonal Skills:
Internal:
- UWSA members: obtain, clarify and discuss information
- UWSA executive members: exchange or provide information
External:
- uWaterloo Finance Office: obtain, clarify and discuss financial information
- UWSA Accountant: obtain, clarify and discuss financial information
- Local businesses: obtain, clarify and discuss information related to and promoting UWSA partnerships and discounts
Level of Responsibility:
The job has defined tasks and receives specific guidance from the Executive Manager.
Decision-Making Authority:
Makes independent decisions around event management details
Physical and Sensory Demands:
Extensive sitting with some lifting, carrying and/or handling objects. Extensive use of computer and telephone.
Working Environment:
Minimal exposure to disagreeable conditions.