Departmental Administrator
Queen's University
Kingston, ON
About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.
We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.
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Job Summary
Reporting to the Manager, Administration and Planning, the Departmental Administrator is responsible for providing overall administrative and operational direction to the Department. This includes coordinating all aspects of the Department’s budget and financial processes such as preparation, administration and monitoring of the CDS annual budgets and accounts. The Departmental Administrator is responsible for the coordination and implementation of the annual CDS program, including advising on financial and administrative matters, curriculum planning, timetabling, and staff/office supervision. The Departmental Administrator assists the Manager and the Assistant Dean Manager with longer term budget and program planning by preparing financial reports and forecasts in response to funding opportunities or proposals for new initiatives. The Departmental Administrator coordinates, in collaboration with the management team, activities related to development projects for new online courses according to the established program plan and standards set for online courses.
Job Description

KEY RESPONSIBILITIES:
  • Provides administrative support and oversees the daily functioning of the departmental office. This includes word processing, report preparation, filing, correspondence/email, scheduling meetings, conferences, and making travel arrangements. Often these duties are performed in a leadership role.
  • Acts as the primary contact and liaison for Continuing and Distance Studies and initial resource person for staff in other administrative support positions within the Office. Ensures clarity of processes, practices and procedures.
  • Oversees the administration of the annual budget with direction from the Manager, Administration and Planning. Coordinates the preparation and administration of the budget, monitors accounts and transactions, processing financial transactions, reconciling monthly financial reports, analysis of data to prepare reports and statements; verifying payments and resolving problems as they arise. Keeps the CDS Manager aware of financial issues that require attention. Responsible for all departmental purchases.
  • Coordinates the implementation of the annual program, communicating with department heads and instructors for pre-term requirements and arrangements, including maximum enrolment, marking assistance, instructor stipends, syllabus updates, and other information.
  • Initiates and prepares documentation for hiring of instructors, course authors and TAs, identifying appropriate status, Right of Reappointing (ROR) and Years of Teaching Experience (YOE) when applicable, ensuring that all guidelines are met with regard to the Collective Agreement for faculty, staff, Teaching Assistants and Teaching Fellows.
  • Posts online courses into the timetable for every academic term ensuring that all the elements of the timetable have been entered accurately.
  • Assists the Manager and Assistant Dean in the development of any key revenue generating projects.
  • Assists the CDS Manager and the Assistant Dean with longer term program and budget planning by creating and preparing reports on enrolment, course costings, expenses and forecasts, identifying strategies for absorbing budget cuts and opportunities for cutting expenses through changes in office systems, processes, etc.
  • Administers employment contracts for casual appointees, SWEP and Work Study students; honoraria, etc., in compliance with specific Collective Agreements or governing policies as appropriate.
  • Acts as departmental timekeeper, recording and monitoring time away from work, bringing any concerns to the attention of management.
  • Responsible for ensuring that staff are informed of University policies, training and development programs offered by the University, and other Human Resources and personnel issues, including immigration.
  • Provides work direction, and technical/functional guidance to staff. Schedules and assigns work, and oversees its completion. Coordinates and monitors work flow.
  • Schedules and approves, or recommends the approval of, employees’ hours of work, overtime and absences. Monitors and oversees employee attendance.
  • Participates in screening and interviewing job candidates, and providing input into staff selection.
  • Reviews assignments and provides feedback on work to employees. Provides input on work performance to management staff.
  • Provides orientation and on-the-job training to employees in the unit. Provides coaching and feedback on work quality issues, providing related day-to-day supervision. Escalates unresolved performance and/or disciplinary matters to management.
  • Undertakes duties or special projects as required in support of department.
REQUIRED QUALIFICATIONS:
  • Three-year post-secondary program or University degree in relevant field.
  • Several years (5+ minimum) of relevant administrative experience within an academic environment.
  • Comprehensive knowledge of applicable employment legislations an
Closing Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, racialized/visible minorities, Indigenous/Aboriginal Peoples, persons with disabilities and LGBTQ+ persons.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca .