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 Department Head, the Departmental Administrator is responsible for providing administrative support to the Department Head and is responsible for the oversight of day-to-day operations of the Department of Pediatrics. The Departmental Administrator carries out these duties while collaborating with key stakeholders at Queen’s University, SEAMO and the Kingston Health Sciences Centre.
The incumbent is responsible for administrative support to the Department Head. They liaise with hospital, SESAMO, and university staff on all administrative issues including but not limited to human resource, space, and security related issues. They oversee the departmental office and provide support to faculty, administrative, research, and education staff. They also support various Departmental committees.
Job Description
KEY RESPONSIBILITIES:
Administrative Support to the Department Head
- Manage the Department Head’s schedule, book appointments and meetings, file expenses, and maintain files.
- Manage, process and prepare correspondence.
- Assist in administrative activities relating to personnel decisions for faculty.
- Provide administrative support for all steps related to recruitment, appointment, workforce planning, tenure and promotion, reappointment, and other evaluation and support activities for faculty and staff. They are responsible for posting and tracking advertisements, liaising with the Faculty of Health Sciences Staffing Office, completion of documentation needed for the Labour Market Impact Assessment (LMIA) process, and CPSO supervision and annual review processes.
- Prepare Physician Recruitment Impact Analysis.
- Coordinate and schedule committee activities. These activities include organization of meetings and agenda preparation.
- Take meeting minutes including but not limited to reports of the monthly Department Meetings, Appointment, Reappointment, Promotion, Quality, Committees and any other meetings as requested by the Head of Department.
- Make recommendations regarding office administration policies and procedures; suggest and implement changes.
- Brief the Department leadership on significant aspects of events and meetings.
- If needed, may act as a project lead in the coordination of solicitation strategies for designated special projects in conjunction with internal and external stakeholders.
- Organize faculty and staff orientation and support administrative processes needed to help department members.
- Support the development of policies and procedures in compliance with organizational standards.
- Meet with the Head and minute these meetings to track task accountability and completion.
- Act as Departmental Safety Officer. - As a competent Supervisor as defined under the Occupational Health and Safety Act, communicate with the Department’s Health and Safety Officer to ensure compliance with Health and safety regulatory requirements including monthly and annual audits, procedures, and safety manuals.
- Submit expenses and other financial transactions as needed and in collaboration with the finance staff of the department, university, hospital, and SEAMO.
- Support strategic planning activities as needed.
- Update and maintain file system. Maintain office supplies and place orders as needed.
- Undertake financial duties such as submitting expense claims, purchasing supplies, processing invoices and monitoring accounts and budgets.
- Prepare regular (e.g., annual) and as needed reports, including budget statements for the Finance Committee or other stakeholders.
- Assist with events management for various conferences, workshops, special projects and regular meetings.
- Other administrative activities assigned by the Head of Department.
SEAMO Related supports
- Analyze various SEAMO reports at the request of the Head as it relates to accountability through the verification of data forwarded from the SEAMO office.
Oversight of the Department Office
- Act as an initial contact within the department for administrative queries by faculty and staff.
- Has broad knowledge of the operations, policies and procedures of the University and is aware of whom to contact to gain insights around Hospital policies and processes. This role involves Interactions with hospital staff, administrators, managers, directors and service and administration leaders and staff of other departments.
- Support space allocation, reassignments, renovations, and relocations within that space.
- Initiate discussions with Human Resources (KHSC and Queen’s) and SEAMO; prepares materials regarding vacancies, permission to appoint and recruit, job or role descriptions, advertising and recruitment.
- Oversee the development of departmental reports and promotional material, including the departmental website and social media.
- Support the development of standardized processes, guides, manuals, and resources for the Department with direction from the Head.
- Serve as departmental equity representative on hiring committees.
- Maintain all files, both confidential and non-confidential and advises the Head on matters related to privacy and disclosure requirements.
- Provide work guidance to the project coordinator, secretarial and education assistant staff. Schedule and assigns work, and oversees its completion. Coordinate and monitor work flow.
- Schedule and approve, or recommend the approval of, employees’ hours of work, overtime and absences.
- Monitor employee attendance.
- Participate in screening and interviewing job candidates and providing input into staff selection.
- Provide input on work performance to management staff and raise awareness of any emerging performance needs and supports.
- Provide orientation and on-the-job training to employees in the unit.
- Provide coaching and feedback on work quality issues to university administrative employees.
- Identify the need for staff resources, participate on staffing committees.
- Escalate unresolved performance and/or disciplinary matters to management.
- Perform additional duties in support of the Department as assigned by the Head.
- Support the purchase of software, equipment, furnishings, and supplies.
- Negotiate and administer the purchasing/rental and maintenance agreements for equipment and ensuring installation.
REQUIRED QUALIFICATIONS:
- University degree in relevant field or Three year post-secondary degree in business administration or relevant field.
- Several years (5+) of relevant experience in an organizationally relevant environment, preferably in a health sciences setting.
- Several years of progressively responsible supervisory experience, including supervision of administrative staff, and planning and project responsibilities.
- Working knowledge of PeopleSoft and Hospital information systems is considered an asset.
- Knowledge and experience of university/hospital administration/structure, including financial and administrative systems is considered an asset.
- Knowledge and experience of university, and relevant hospital policies, procedure and processes will be considered an asset.
- Knowledge of collective agreements and working in a unionized environment is considered an asset.
- Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Respects diversity and promotes inclusion in the workplace.
- Respects contributions of all department members and demonstrate curiosity and humility in approaching and learning from activities.
- Excellent interpersonal and communication skills, both verbal and written to interact with a diverse group of individuals in a professional manner. Ability to maintain strict confidentiality on all matters.
- Ability to accommodate and manage shifting priorities, diverse demands and human resource issues. Ability to work well under pressure and to respond to tight deadlines, while managing multiple tasks.
- Supervisory skills and the ability to promote a team environment.
- Advanced administrative, accounting and financial management skills, including the use of computers for data analysis and creating reports/queries.
- Exceptional organizational and administrative skills.
- High degree of initiative and ability to work independently.
Employment Equity and Accessibility Statement
The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.
The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].
