Competition Number: J0826-0365
Position Title: Human Resources and Staffing Officer
Position Number (Final): 00507198
Vacancy Type: Existing Position
Employee Group: Support Staff
Job Category: Human Resources and Equity
Department or Area: Library System
Location: Kingston, Ontario, Canada (Hybrid)
Salary: $70,471.00 - $85,934.00/Year
Grade: 08
Hours per Week: 35
Job Type: Term
Length of term: 18 months
Shift: 7 Monday - Friday
Number Of Positions: 1
Date Posted: August 18, 2026
Closing Date: August 27, 2026
Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.
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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At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.
Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.
Reporting to the Director, Human Resources within the Queens University Library (QUL) System, the Human Resources and Staffing Officer is a skilled human resources generalist responsible for the planning and coordination of human resources operations, as well as contributing to the strategic direction of Galleries, Libraries, Archives, Museums and Performing Arts (GLAMP) initiatives. The Human Resources and Staffing Officer is accountable for carrying out human resources related duties and academic staffing functions, in accordance with university policy and legislative requirements. The Human Resources and Staffing Officer works closely with the Director, Human Resources, leadership team members, and colleagues within the central Human Resources Department, Office of the Vice-Provost, and the Faculty Relations Office.
KEY RESPONSIBILITIES:
Human Resources and Staffing
- On behalf of the Director, Human Resources, acts as the primary HR contact within GLAMP providing support for human resources and academic staffing processes for all library staff including CUPE 1302, USW 2010, QUFA, and non-union employees.
- Works closely with the Director, Human Resources and leadership team members, advising on and participating in the development and implementation of strategic human resources planning, in pursuit of GLAMP strategic priorities and operational goals.
- Ensures timely and accurate administration of academic-specific processes, such as appointments, renewals, continuing eligibility, promotion, merit, workload, academic and negotiated leaves, leaves of absence, retirements, reduced periods of responsibility, immigration and compensation. Consults with the Faculty Relations Office and the Provost’s Office as appropriate.
- Contributes to and progresses the GLAMP and the University’s programs and initiatives designed to foster a diverse and inclusive work environment. Identifies trends and opportunities to enhance HR processes to support the library, promote a welcoming, respectful, and collaborative work environment, and strengthen sense of community.
- Facilitates resolution and follow-up on visa and immigration issues in support of recruitment and employment. In consultation with the Director, Human Resources and the Coordinator of the University Faculty Recruitment and Support Program, prepares applications for labour market assessments for submission to Service Canada and employer pre-screen approvals for submission to the Ontario Provincial Nominee Program.
- Plans and coordinates GLAMP specific orientation and onboarding for all GLAMP employees and ensures all university training requirements are met.
- Attends regular Staffing Officer meetings to obtain information and implement procedural updates as required.
- Coordinates the job evaluation process based on employee group, ensuring documentation is complete and accurate. Serves as point of contact for colleagues in the central Human Resources Department throughout review process and/or prepares job evaluations in-house for review by the Director, Human Resources for CUPE 1302 employees.
- Facilitates the performance review process with management, provides support on objectives setting and coordinates submission of reviews to the central Human Resources Department.
- Administers the library absence software and completes payroll related duties including timekeeping.
- Maintains the QUL HR Staff SharePoint and library careers webpage.
Strategic Recruitment
- Leads management through the full cycle of the recruitment process from the point that a vacancy is identified to the facilitation of the onboarding process for all employee groups within the library.
- Provides guidance on strategic practices aimed at promoting equity, diversity, and inclusion through all elements of the recruitment process.
- Acts as the primary HR contact for all union and non-union staff, casuals, and librarian/archivist (QUFA) recruitment activities. Provides guidance on the current expectations for all recruitment activities and ensures compliance with multiple collective agreement requirements and University policies.
- Provides administrative support for QUFA appointment activities, including compiling applications, coordinating agendas, and minute-taking, as required by the process.
- Prepares all librarian/archivist (QUFA) appointments, ensuring compliance with the collective agreement, and determines whether they require additional material or are complete and can proceed to the next level. Maintains a record of all appointments and recruitment activity.
- Works with Client Services to prepare offer letters related to staff job postings.
- For all non-academic employee groups leads full cycle recruitment on position summary and job posting development, advising management on recruitment strategies, providing support and advice during the selection process, developing selection criteria/tools, screening resumes, interviewing job candidates, and completing reference checks.
- Participates on search committees and serves as the Equity Representative as required.
- Works with colleagues in the central Human Resources Department to ensure timely preparation of employment offers.
Employee and Labour Relations
- Advises management on the appropriate strategies to use in managing labour and employee relations matters such as discipline, performance issues, workplace conflict, accommodation requests, etc. and escalates to the Director, Human Resources as appropriate.
- Completes preliminary inquiries for employee and labour relations issues, gathers and documents information and data from managers and employees, and escalates to the Director, Human Resources as appropriate.
- In consultation with the Director, Human Resources, consults and collaborates with colleagues in the central Human Resources Department and Faculty Relations Office on employee and labour relations issues, as appropriate.
- Takes minutes for library union management.
Overall Support
- Supports GLAMP projects and initiatives and participates on a variety of committees.
- Assists with the development of standardized operating procedures for reoccurring human resources and QUFA staffing processes, guides, manuals, and resources for the library system. Analyzes and evaluates current practices; identifies and recommends areas of opportunity to streamline internal procedures for process efficiencies, enhanced reporting, and strengthened internal controls and recordkeeping in departmental operations. Supports the implementation of new systems/tools and processes.
- Ensures that HR documentation and files are current and up-to-date, and that the central Human Resources Department has all information required.
- Works closely with the Director, Human Resources and colleagues within the central Human Resources Department, the Faculty Relations Office, and the Provost’s Office to provide effective and comprehensive human resources and academic staffing support to the library system.
- Ensure accuracy of appointment data in HR PeopleSoft through audits and queries and liaise with the Human Resources Client Service Team to maintain accuracy of employment data.
- Undertakes other duties in support of the library system as required.
REQUIRED QUALIFICATIONS:
- Post-secondary degree in Human Resources, Business Administration, or other related area.
- Progressively responsible experience performing human resources functions in a complex unionized environment, particularly in recruitment and selection and collective agreement/policy interpretation.
- Certified Human Resources Professional (CHRP) designation is considered an asset.
- Comprehensive knowledge of the Employment Standards Act, Human Rights Code, Occupational Health and Safety Act, and other applicable employment legislation. Familiarity with University policies and procedures, collective agreements, and organizational structure is considered an asset.
- Previous experience working with human resources information systems and recruitment management systems is an asset.
- Previous work in a library, university or academic environment is preferred.
- Satisfactory Criminal Records check is required.
- Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Demonstrated commitment to promoting and fostering a diverse and inclusive work environment.
- Ability to think and act strategically, creatively, and dynamically in a fast-paced, high pressure, and collaborative work environment.
- Ability to quickly build and foster effective, productive, and professional work relationships with the capability to gain credibility across all levels of an organization.
- Exceptional communication skills (both verbal and written), combined with an ability to adjust communication style for the audience.
- Understanding of, and familiarity with, unionized environments with an ability to interpret and administer collective agreements effectively.
- Strong presentation and facilitation skills with the ability to interact with diverse audiences.
- Ability to influence without direct authority using analytical and effective solution focus problem solving skills.
- Efficient organizational, time management and planning skills to manage a demanding schedule of priorities and deadlines. Ability to work in a collaborative team environment while being able to problem solve independently.
- Ability to professionally manage sensitive situations and treat matters confidentially, demonstrating tact and diplomacy consistently using sound judgement to determine when to appropriately escalate matters to the Director, Human Resources as appropriate.
- Adaptability to respond to changing client needs and evolving HR trends and academic staffing processes and requirements.
- Effective analytical and research skills with strong attention to detail.
- Computer skills including advanced knowledge of word processing, database, data retrieval, spreadsheet software, etc.
DECISION MAKING:
- Evaluates and recommends an effective course of action to the Director, Human Resources on the application and administration of policies, collective agreements, and related procedures based on established interpretations, past practices and/or legal precedent in the context of the Queen’s University environment.
- Understands how interpretation can create precedent and have long-term consequences for GLAMP and Queen’s University. Determines when to involve the Director, Human Resources and other colleagues for support.
- Recommends solutions pertaining to strategic HR planning and appropriate course of action to achieve operational/process efficiency considering operational and systemic impacts of process changes. Determines when to involve subject-matter experts.
- Analyzes and assesses recruitment initiatives, supporting management in defining goals and objectives. Formulates and recommends recruitment strategies.
- Assesses and determines content of correspondence relating to all academic appointments.
- Makes recommendations to continually improve the quality and effectiveness of HR processes within GLAMP.
- Prioritizes own work within confined timeframes and with minimal supervision.
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].
