Financial Coordinator

Job Description

Posted Tuesday, April 8, 2025 at 10:00 AM

The Alma Mater Society (AMS) is the University of British Columbia’s (UBC) student society, and works to improve the academic, social and personal lives of the 56,000 UBC students at its Vancouver campus. The AMS also runs nine food and beverage outlets, a catering and conference operation, and the AMS Student Nest, providing on-campus employment opportunities and generating revenue that goes directly back into supporting the students at UBC.

Position title: Financial Coordinator

Reports to: Vice President, Finance

Employee status: Hourly Exempt, Appointed

Length of term: May 5, 2025 – April 30, 2026

Compensation: $19.00 per hour

Position Purpose

The Office of the AMS Vice President Finance is responsible for all financial matters of the organization, including all AMS clubs and constituencies. The Financial Coordinator works to implement administrative system changes that improve service for student subsidiary organizations (clubs, constituencies, and resource groups) and internal staff. Additionally, the Financial Coordinator serves as the first point of contact for all financial issues and questions raised by student subsidiary groups and helps troubleshoot them. This position will also oversee the finances of AMS clubs, constituencies, and other groups.

Duties and Responsibilities

• Manage the AMS’s event ticketing and e-commerce platforms
• Troubleshoot financial questions brought upon by club and constituency treasurers
• Work with a software solutions provider to implement expense management solutions
• Review and authorize credit card applications for AMS and its subsidiaries
• Work with the Administration Office to follow up on credit card transactions with cardholders
• Coordinate with e-commerce provider to develop and execute solutions for use by subsidiaries
• Coordinate with the Administration Office to introduce and train subsidiary treasurers on the new financial reporting system
• Coordinate the Clubs, Constituencies, and Resource Groups budget submission process; review the budgets on behalf of the Vice President, Finance
• Assist clubs and constituencies in the preparation of their budgets and monitor the publishing of their finances
• Monitor the accounts of clubs and constituencies to ensure they do not incur unauthorized debts, and ensure that clubs are fiscally responsible for their members
• Conduct orientation and authorization of all treasurers through the AMS Treasurers Canvas Course
• Update the Treasurer’s Handbook and the AMS Treasurers Canvas Course
• Assist the office of the Vice President, Finance with implementation of new systems
• Collaborate with members of the AMS VP Administration Office through the Clubs and Societies Working Group
• Communicate with the clubs and constituencies with regards to financial matters
• Other duties as required

Qualifications and Experience

• Must be a currently registered student at UBC Vancouver or one of its affiliated colleges
• Previous experience in a financial role (ideally as a Treasurer) within an AMS club, constituencies, or any other subsidiary is an asset
• Strong interpersonal and communication skills
• Proven ability working in fast-paced financial offices
• Strong organizational skills and detail oriented
• Comfort in working in a technical environment
• Ability to work independently, under pressure and meet deadlines
• Working knowledge of Microsoft Continia Expense Management, Dynamics GP, and 365 Business Central is an asset
• Advanced knowledge of AMS fiscal procedures and policies is an asset
• Advanced knowledge of Microsoft Office is an asset

To Apply:

Please submit a resume and cover letter. Applications without a cover letter may not be considered.

At the AMS, we believe that a diverse workforce enriches our organization and we value individual life experiences, knowledge and self-expression that different people bring. We actively seek to create an environment where all employees, regardless of their background, race, ethnicity, gender, age, sexual orientation, disability, or any other characteristics, feel valued, respected, and empowered to contribute their best.

We warmly welcome and encourage individuals from any underrepresented group to apply for this position. We are dedicated to maintaining fair and inclusive practices in our hiring, promotion, and professional development processes to create the necessary conditions for a rewarding career.

Due to the large volume of resumes we receive at the AMS, we are only able to contact those we are interested in interviewing and cannot reply to email/phone/walk-in inquiries regarding application status.