Operations and Finance Assistant Manager, CLB
Alma Mater Society
Job Type
Description
The Alma Mater Society (AMS) is the oldest student association in Canada and has been a central student organization at Queen's since its founding in 1858. Today, the AMS acts as a service, advocacy, and governing body on behalf of all students enrolled in AMS-affiliated programs at Queen's University.
The AMS is a not-for-profit entity created by the Society to ensure its continuing financial viability by overseeing the management of its services and associated financial affairs. It is bound by the By-laws and corporate philosophy of our Mission and Operating statements as set out in the AMS Constitution.
In addition to providing wage-based service staff positions for students wanting employment, the AMS seeks to support the Society's broader objectives through the provisioning of a high quality, relevant range of student funded services, that provide a wide range of employment opportunities and meaningful out-of-classroom learning and skill acquisition experiences for students.
Clubs Operations and Finance Assistant Manager
Reports To
Clubs Commissioner
Job Summary
The Clubs Operations and Finance Assistant Manager plays a critical role in supporting the operational and financial success of AMS-affiliated clubs. Working closely with the Clubs Commissioner, this role oversees day-to-day administrative tasks, financial processes, and club operations support. The Assistant Manager ensures that clubs receive accurate and timely financial guidance, processes reimbursements, monitors budgets, and supports compliance with AMS financial policies.
In addition, the Assistant Manager actively participates in the annual space allocation process for clubs, ensuring fair and equitable distribution of available space. They also support the financial audit process and coordinate club space audits to ensure that club offices meet AMS standards and policies. By combining administrative, financial, and operational support, this position helps sustain a vibrant and inclusive club community at Queen’s University.
Competencies
- Accountability
- Attention to Detail
- Communication
- Cultural Sensitivity
- Problem Solving
- Conflict Management
- Time Management
- Customer/Client Focused
Job Duties
- Oversee club space allocation in collaboration with the Student Life Centre team.
- Conduct space audits and manage club mailboxes.
- Administer and expand the Clubs Equipment Borrowing Program.
- Lead Fall and Winter Ratification periods and manage re-ratification in March and April.
- Issue official ratification letters and maintain records of club statuses.
- Issue bank transfer letters following re-ratification.
- Manage the Clubs Grants and Bursaries Program
- *I will include 5 required ones we have on all AM descriptions
Job Requirements
- Ability to remain calm and poised in urgent situations
- Ability to identify measures of performance and actions needed to improve or correct performance
- Demonstrated time management skills
- Ability to supervise and motivate a team to achieve and exceed their goals
- Ability to delegate, set expectations, and monitor progress of all direct reports
- Sound analytical thinking, planning, prioritization, and execution skills
- Ability to build and sustain relationships with key business partners and other external stakeholders
- Highly effective project management, prioritization, multi-tasking, and time management skills to meet deadlines
- Open availability and flexibility to work nights, weekends, and store openings and closing to meet the needs of the business
Work Conditions
- Interaction with employees, management, and the public at large
- Operation of desktop computer and peripheral
- Thrive in high stress environment
- Working in an office environment
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Skills
About Alma Mater Society
The central undergraduate student association at Queen's University, advocating for students, funding clubs, and running student-staffed services.