A lot of the day-to-day work of the Students’ Society of McGill University (SSMU) executives goes largely unnoticed. After many rounds of recent elections, a lot of students are left wondering what that work actually entails. The Tribune reached out to the execs, and they explained, in their own words, the more ‘under the radar’ aspects of their portfolios.
VP External
Emily Boytinck
A lot of my work is pretty public [but] I think that a lot of what I do, it’s not clear that SSMU has a hand in it maybe because I do a lot of coordination work, so I do a lot of liasoning with for example the Divest McGill campaign or the Anti-austerity campaign [….] I do a lot of those sort of work for other people’s events, and it’s very much more of a support role [….] I do a lot of work with student associations across the province [….]
I would like students to know that the VP External position, contrary to popular belief, is not a position that aims to shove my own personal political views on the student body. Every political campaign that’s been taken on has been voted on by the society often by overwhelming majorities [….] As the VP External, these are mandates that I’ve been given, many of them have been voted through referendum or General Assembly [GA] ratification.
Some of the work I do, especially on community relations, is a lot of […] listening and being there for the community–and that’s not something that’s reflected in an actual initiative, but it’s important that the community feels like their issues are being heard and are being addressed, and that’s something that’s definitely less public [that I do].
I spend four hours a week in executive committee, and like a couple of extra hours doing [things] like, reading […] bylaws or doing General Manager (GM) recruitments or doing ssmu restructuring or all those sort of administrative tasks that we do as a team [and] are not really reflected in what we do individually.
When I came into the position, one aspect of the portfolio which I significantly underestimated was the external affairs [section]. I was looking at how many times I’ve gone away for the weekend, and it’s over a dozen weekends since my term started [that there] have been times where I’ve gone away […] or been in Montreal and had a congress all weekend [….] Those external affairs weekends were quite a bit more [work] than I was anticipating, and largely because even when I was running for this position that was not something that I knew a whole lot about. I come from a background of doing political campaigns and community outreach through [the Science Undergraduate Society] so I don’t have a strong background in external affairs, and I don’t think anyone who comes into this role has that background, because this is the only position in the school that does that kind of work [….] That sort of surprised me–how much time that takes and also how much I’ve started to care about it– because I’ve realized how important it is, but it is largely invisible because [that’s] only one person doing it .
People don’t realize that, for example, I supervise 11 staff [….] I sit on a bunch of committees, I spend hours of my week in executives meetings, I spend hours of my week at legislative council [….] There’s just so many different things.
VP Finance and Operations
Zacheriah Houston
The [SSMU] constitution is quite vague regarding the responsibilities of the VP Finance and Operations. Included in my constitutional responsibilities are […] overseeing the Society’s business operations, ensuring the financial stability of the Society, and reporting regularly on the financial status of the Society.
In addition to the [aforementioned] responsibilities, this year I have several […] that typically would not fall under the VP Finance and Operations, due to the absence of the [GM] and several other positions [….] The amount of hours required just to keep the portfolio running leaves very little time for the [VP Finance] to do any long-term visioning or to take on any additional projects.
There are certainly tasks that take up significantly more time than I had expected. One example of a task that I had never anticipated would take up so much is the approval of expenses. Because […] SSMU issues more than 100 cheques per week, I spend around an hour each day–at times, more–reviewing various types of payment requests.
I am now responsible for supervising the accounting department [….] Another responsibility that was delegated to me as a result of the numerous vacancies is the negotiations for the renewal of the Society’s Memorandum of Agreement with McGill [the MoA]. The MoA has traditionally been negotiated by the President and the [VP] University Affairs. However, due to the large number of tasks that the President has taken on this year, the VP University Affairs and I are now representing the Society in the MoA negotiations.
I would be in favour of changing the job description of the Vice-President (Finance and Operations) to explicitly include dealing with legal matters and contract negotiations. Both of these responsibilities are already included in the portfolio to a certain degree, as the VP Finance and Operations must sign off on all expenses and contracts; however, these responsibilities are currently not well articulated in our governance documents, and I think that the VP Finance and Operations must be involved in the negotiation of contracts and in dealing with legal issues, due to the significant financial implications of both and due to the overlap of the skillset of a typical VP Finance [as well as] the skillset required for legal matters and the maintenance and negotiation of contracts.
The removal of certain responsibilities, such as the management of the Society’s business operations, would allow for more responsibilities to be added to the portfolio. This is something we have discussed at length during various consultative efforts regarding proposal for the addition of a seventh executive position.
Probably one of the most unexpected aspects of my portfolio is simply the amount of my time that is spent solving crises as they occur. Around half of my work day [is] spent solving problems as they are brought to my desk (or inbox) by student groups, staff, and other executives.
In terms of hours, the Finance and Operations portfolio involves around 80 hours of behind the scenes work each week. However, this measurement does not even include the student staff within my portfolio, some of whom work up to 20 hours per week to ensure that their respective areas of the Finance and Operations portfolio are functioning smoothly, nor does it include the many overtime hours put in by the SSMU full-time staff who work to manage the Society’s finances and business operations.
One thing that I feel students do not really know is the number of issues that the SSMU executives have to deal with. While we always try to complete tasks as quickly as possible, the sheer volume of work, much of which pops up at the last minute, that SSMU executives have to complete in a given week often renders it impossible to do everything within our ideal timeframes. As such, I try my best to prioritize tasks accordingly, but things often take more time than I would like, and more time than one might expect, simply due to the sheer volume of responsibilities [….]
VP Clubs and Services
Kimber Bialik
The job description and constitutional duties of the Vice-President [VP] Clubs and Services are very vague [….] While the duties that fall under this portfolio are managing relations between the Society and its clubs and managing the building, [the job description] fails to specify what that actually means. Because both those aspects of the portfolio are so large and all-encompassing, nearly nothing that I actually do day-to-day is named in my job description but all falls within the broad goals that are outlined in the constitution for the portfolio.
I think the most important thing I would like students to keep in mind about the Clubs and Services portfolio in particular is the sheer volume of things that fall under the portfolio’s jurisdiction. The work that goes on in the portfolio on a daily basis involves supporting roughly 270 groups–240 Clubs, 20 Services, and 10 Independent Student Groups–to say nothing of the building.
While that would be true of a typical year, there definitely are tasks I am now responsible for that [which] falls outside of what is traditionally within the portfolio. These are all a function of the delegation plans established due to the vacancies of SSMU staff, namely the [GM], building director, VP (Internal), and events manager. All of the tasks that I outlined above are primarily maintenance of the portfolio. The investment of hours for simply keeping the portfolio running to its full capacity–which is a task split between myself and nine student staff who work directly within my portfolio–excludes the completion of any projects that I want to take on in this role. The administration and maintenance is so time consuming that it isn’t realistic for the VP Clubs and Services to develop and follow through on new projects or to participate in general visioning on how to improve the portfolio or the SSMU as a whole without other areas of the portfolio suffering as a result.
That being said, there definitely are tasks I am now responsible for that I didn’t anticipate having to take on as a result of the vacancies of a number of staff positions [….] This includes things like liaising with SSMU’s insurance provider and managing our insurance renewal process, the supervision of [nine] new staff members, the (arms-length) supervision of Elections SSMU and Judicial Board, coordination of the Student Engagement Committee, compiling the SSMU’s weekly listserv, and most recently, the approval of room bookings in the building. While I was well aware of the day-to-day responsibilities of my role as per the constitution and my job description, these tasks are all taken on in addition to that.
The current issue with the Clubs and Services portfolio is that it’s far too big for one person to operate. Maintenance for student groups is an incredibly significant time commitment, as is the management of the building, and one of the reasons why the VP Clubs and Services has such a high count of in-office hours year after year is a function of the fact that the portfolio itself has grown significantly over the years and has never been adjusted to accommodate for this fact. At this point, I would not be in favour of adding any additional responsibilities to the position, as any additions would need to be made with the knowledge that other areas of the portfolio which are already significantly under resourced would suffer.
Nearly the entirety of the Clubs and Services portfolio, as is the case with the other more administrative executive portfolios, goes on behind-the-scenes. Aside from the roughly four hours a week I spend in open office hours, the vast majority of what I do is work from behind a desk to assist in the facilitation of operations for student groups and the building. I can comfortably say that within the Clubs and Services portfolio in particular, at least 90 hours a week go into this behind the scenes work that students [as] a whole rarely see. Students certainly feel the effect of this work each time they attend an event run by one of our student groups or every time they spend time in the SSMU Building, but much of this work is relatively invisible to the student body. In these cases, the spotlight is on the individual student groups who are supported by the work we do–as it should be!
Because each of these groups is so different and requires individualized support, there are not nearly enough hours in the day to provide each group with the support that [it] deserves, and as a result , we often hear from student groups that they don’t feel like SSMU is able to provide them with enough support. This is a recurring problem that the portfolio will encounter until the responsibilities of the position are reassessed.
President
Kareem Ibrahim
With the many […] resignations [this year], many of the tasks I am now responsible for are not in the presidential portfolio. With regards to the absence of the GM, I supervise two additional student staff and four additional permanent staff, and am responsible for the supervision of all processes related to human resources.
Traditionally, my involvement in human resources is limited to staying in the loop regarding the work of the GM, but this year it includes much of their work, [which entails] conflict resolution, staff supervision, the Social Committee, […] and demonstrating leadership in ensuring that all of the staff, part-time and full-time, are well-supported in their work
In addition, one of the permanent staff members supervised by the GM is the daycare director, who has also been absent as of May 2015 [….] As a result, I have taken on many of their responsibilities, namely getting the finances in order, liaising with the Daycare Parent Committee, conflict resolution for daycare staff, upcoming lease negotiations with McGill and correspondence with the government regarding our subsidy.
Lastly, the absence of the VP Internal resulted in me taking on the entirety of organizing events for the Centraide Campaign and the General Assembly, traditionally the president oversees the political aspects of said events, while the VP Internal takes on the logistics for the events.
On average, these tasks take up 60 per cent of my time, which is roughly 51 hours [out of] 85 hour work weeks. This means that […] I have less attention to dedicate to my regular duties, but I [also] do not have as much room to dedicate to improving the processes we currently have in place. The ideal situation would entail prompt email replies, no missed deadlines and full attention given to important things like the work of my staff, our governance document review, legal and financial issues and more, but with the workload this year, much of this cannot be done to the fullest extent.
I would not be in favour of changing my portfolio to include [more] things due to how unmanageable this workload has proven to be. The ideal situation involves all of our staff positions being filled [….] We want to provide great service to students, not ‘good’ service, or even service of questionable value.
The most unexpected thing I’ve done in office would have to be buying earplugs for the babies in the Nursery when there was construction being done outside – definitely didn’t see that one coming for all sorts of reasons.
I would say the vast majority of our work goes on behind the scenes, [particularly] my own [….] A lot of the work of the executives is very administrative and repetitive […] and therefore is easy and quick to report, but requires a lot of work behind the scenes. The sheer volume of emails we receive takes up a substantial amount of our time, although this, too, doesn’t add up to much in terms of reporting content.

