SUS Finance Administrator and Archivist
Univeristy of the Fraser Valley Student Union Society - Abbotsford, BC

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SUS Finance Administrator and Archivist

The University of the Fraser Valley Student Union (UFV SUS) is a British Columbia Not For Profit Corporation representing and serving our UFV student members. The SUS facilitates a number of services such as the UFV Shuttle Bus and Aftermath restaurant in addition to clubs and associations support. As the official representative body of UFV students the mission of the Student Union is to create a strong, unified student voice and to provide innovative and valuable services to its members by advocating on behalf of and collaborating with the Student Body, UFV and the community.

Work Schedule: 8:30am-4:30pm Mon-Fri

Responsible to: Executive Director

The Finance Administrator and Archivist is a position in the UFV SUS. The incumbent will adhere to the rules, regulations and employment standards established by the UFV SUS.
Under general direction and supervision of the Executive Director, this position oversees day to day financial operations and ensures the organization’s finance function is organized and efficient as well as producing accurate financial and management accounts. It will also be responsible for maintaining a system of documentation to aid in preserving the continuity and transition practices of the student union.

The incumbent will perform a variety of functions, including but not limited to the following:
Description of Duties
Financial Monitoring

  • management of the finance function and supporting the finance committee;
  • assisting in the preparation of budgets, forecasts and cash flows;
  • maintenance of financial ledgers and accounting processes;
  • preparation of monthly consolidated P&L and Balance Sheet
  • timely production of statutory and internal financial reports
  • enforce, develop or revise financial policy as needed or instructed;
  • cash management and treasury duties;
  • ensuring that appropriate systems and internal controls are implemented and maintained;
  • overseeing the payroll process;
  • manage and comply with all federal and provincial government reporting requirements and tax preparation;
  • annual audit report coordination
  • ensure a proper system of organization and record keeping ;
  • produce statistical and tracking reports as required,
  • develop relationships with relevant University departments to maintain current information for dissemination to students and general public;
  • in conjunction with the Services Director train student staff in financial processes involving their work portfolio;
  • manage all accounting operations including invoicing and purchasing requirements


  • evaluating records for preservation and retention;
  • arranging the acquisition and retrieval of records;
  • liaising with multiple stakeholders of archives, both internal and external to the organisation;
  • preparing record-keeping systems and procedures for archival research and for the retention or destruction of records;
  • cataloguing collections and managing information and records;
  • advising users on how best to access, use and interpret archives;
  • facilitating remote access by maintaining user-friendly, computer-aided search systems;
  • producing presentation materials for transition periods or special projects;
  • facilitating training sessions on archival procedures;
  • identifying ways of protecting and preserving documentation;
  • advising on the ongoing organisation and storage of material

Other Duties as Assigned – This is an evolving position and responsibilities may shift over time as the scope and nature of the SUS and its services are meant to reflect the ever changing needs of the student community. This position is to provide support to all areas of the SUS operations as needed; conduct occasional special projects and other duties as assigned.


  • graduation from a university program or equivalent education and experience;
  • 3 years finance administrator experience;
  • thorough knowledge of accounting principles and procedures
  • experience creating financial statements
  • strong communication skills, interpersonal skills and the ability to work cooperatively in a diverse environment;
  • thorough knowledge of office methods, procedures and practices;
  • strong computer knowledge, including the use of word processing and spreadsheet software (e.g., Microsoft Word, Outlook, Excel, Publisher;), and Simply Accounting;


  • to interpret and apply policies and procedures to a variety of situations;
  • to explain a variety of complex procedures and policies to others;
  • to use resourcefulness and initiative;
  • to coordinate many different projects and tasks, determine relative importance of each, set deadlines and complete projects accordingly;
  • to establish and maintain cooperative working relationships with students, faculty and others;
  • to clearly communicate orally and in writing; ability to collect, compile and analyze a variety of data;
  • to analyze situations accurately and to develop corrective action;
  • to maintain cooperative relationships and work well independently.


  • experience in Higher Education environment with emphasis in student unions, student activities, or student development;
  • experience working with non‐traditional employees in a culturally diverse environment;
  • demonstrated organizational and administrative skills;
  • training experience

Gross salary $40,000 plus benefits.

The position will remain open until October 18, 2013. Anticipated start date: November 18, 2013.
Please send cover letter and resume to Executive Director Meghan McDonald

About this company
The University of the Fraser Valley Student Union (UFV SUS) is a British Columbia Not For Profit Corporation representing and serving our...