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.
Come work with us!
Job Summary
Reporting to the CIDP Director, the Manager is accountable for the effective management, planning and coordination of the overall administration of the Centre. in the Manger supports the Director and Deputy Director(s) in short and long-term strategic and operational planning, financial management of operational, research and endowment funds, financial and budget planning, procurement, facilities management, and human resources management. The incumbent acts as the main point of contact for communication and liaison for the Centre with other units, departments, faculty, student/research assistants, and external Canadian and international agencies. The incumbent will assign work and supervise staff and graduate research assistants, and make decisions regarding recruitment, scheduling, delegation and training.
Job Description
Financial Management:
- Manage the day-to-day financial operations of the Centre.
- Prepare budget proposals in collaboration with the Director.
- Administer all the Centre’s research, trust and operating funds; reconcile statements and prepare and monitor the Centre’s budgets. Monitor project spending, process all transactions, maintain spreadsheets and accurate records, analyze data and resolve problems as they arise. Manage credit card accounts, determining expenditures and reconciling monthly statement. Prepare financial statements for annual and project reports.
- Administer budget and department accounts, monitor account activity to ensure the accuracy and validity of all transactions, oversee the allocation of all resources to the department. Reconcile monthly financial statements.
- Process departmental financial transactions, including payment requests, invoices, accounts receivable, audit financial data and maintain accurate financial records.
- Gather and analyze statistical and financial data, generating reports and financial forecasts to meet operational and strategic planning requirements
Research and General Operations:
- Provide administrative support to the Centre, its members and the Director/Deputy Director(s), and participate in the planning and development of procedures and policies for the Centre. Coordinate and review grant and contract applications for submission, maintain follow-up with PIs and researchers, and provide interim and final reporting to stakeholders throughout the projects/contracts lifecycle.
- Plan and oversee conferences, workshops, special events, Speaker series, and meetings both on campus and off-site. Serve on the organizing committees for major events such as the Kingston Conference on International Security, coordinating KCIS partners. Submit event proposals and quotes; negotiate contracts with partner organizations, venues and advertisers. Coordinate travel arrangements, promote events, oversee registration, manage electronic registration databases, delegate tasks and manage logistics.
- Prepare drafts and submit Annual Reports for internal and external agencies. Oversee the production, sales and distribution of the Centre’s promotional/information materials and publications.
- Coordinate and plan for physical services such as space allocation, assigning and maintaining equipment, security, purchasing supplies, software, hardware, furniture and office equipment, maintaining inventory, scheduling maintenance/repair issues.
- Manage space allocation, building maintenance, and renovations. Serve as the primary liaison with external service providers, as well as the University’s own service staff from Physical Plant Services (PPS) and Information Technology Services (ITS).
- 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 annual audits, procedures and safety manuals.
- Undertake other duties in support of the Centre
Human Resources Management:
- Coordinate arrangements for the yearly exchange of the visiting defence fellows and visiting researchers/scholars.
- Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identify the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
- Provide work direction, and technical/functional guidance to casual staff. Schedule and assign work, oversee its completion. Coordinate and monitor work flow.
- Schedule and approve, or recommend the approval of, casual employees’ hours of work, overtime and absences. Monitor and oversee casual employees’ attendance.
- Review assignments and provide feedback on work to casual employees. Provide input on work performance to management staff.
- Provide orientation and on-the-job training to employees in the unit. Provide coaching and feedback on work quality issues, providing related day-to-day supervision. Escalate unresolved performance and/or disciplinary matters to management.
- Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
- Assess staff training and development needs and ensure that employees receive training required to improve and sustain successful performance.
- Liaise with the Human Resources Department to provide guidance and advice to the Director on employment standards, human resources procedures and requirements, union agreements, professional development opportunities and University policies. Work with the Director and project PIs to ensure compliance with all labour agreements and policies across Departmental functions.
Communications:
- Provide communication, consultation and advisory support. Act as main contact for the Centre, and resource person to the Director and Deputy Director. Liaise with others in the School of Policy Studies, within the University, and with outside partners, agencies and organizations. Resolve problems, redirecting when necessary to the Director or Deputy Director.
- Define and manage the IT requirements of the Centre; providing support for equipment and software. In consultation with the Communications Coordinator, determine the Centre’s requirements for equipment and software, sourcing and purchasing as required. Maintain electronic and web-based resources, implement new ones as required, managing user roles and permissions. Install software upgrades, assist with staffs’ adaptations to new programs and provide staff with ongoing software support and training.
- Serve as the Centre’s representative for departmental and faculty manager meetings.
- Serve as the Departmental IT Representative and support person for the Centre and surrounding units, and Departmental Communications Representative for the Centre.
- Undertake other duties as delegated in support of the Centre.
REQUIRED QUALIFICATIONS:
- University degree in a relevant field.
- Several years (Minimum 5) of progressively responsible management experience, including supervision of administrative staff, financial management, planning, and project responsibilities
- Experience managing accounts and demonstrated competency with bookkeeping and accounting practices.
- Proven leadership and team building ability.
- Promotes diversity and inclusion in the workplace.
- Previous work in a university or other academic environment is preferred.
- Knowledge of issues related to national defence, international security, international relations, foreign policy, and related issues within the scope of the Centre is an asset.
- Knowledge of collective agreements and working in a unionized environment is an asset.
- Consideration will be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
- Excellent analytical, organizational, planning and problem-solving skills in order to coordinate and direct the work of the Centre.
- Excellent interpersonal and communication skills to interact with individuals at every level, resolve conflicts and impasses, and direct the work of the Centre.
- Capacity to undertake autonomous initiatives, be resourceful and independent, and to teach oneself new processes and procedures.
- Ability to perform complex accounting procedures, carry out financial duties and budget analysis. Competent auditing and analytical skills to prepare detailed financial reports and accurate statements.
- Ability to delegate tasks, to maximize the efficient operation of the Centre.
- Ability to work in a collaborative environment and to motivate and create a strong, positive, and equitable work environment. Sensitivity to issues affecting performance of staff.
- Flexibility, initiative and resourcefulness to work independently at a high level.
- Excellent organizational, administrative and time-management skills in order to coordinate the work of individuals and the overall operation of the Department.
- High level of discretion and diplomacy for dealing with sensitive and often confidential matters.
DECISION MAKING:
- Participate in and adjudicate budget decisions. Make decisions regarding operations, financial and communication activities, ensuring that the Department is in keeping with the policies and procedures of the Faculty of Arts and Science and of Financial Services. Prepare budget proposal in collaboration with the Director, determining optimal allocation of resources and advising and correcting complex accounting problems and errors.
- Evaluate job candidates and make effective recommendations on suitable hires
- Assist in making decisions on the budget and allocation of resources, resolve fund/account problems and financial issues.
- Make logistical and budgetary decisions on planning events, negotiate contracts, train and supervise staff teams.
- Interpret policy, analyze procedures and recommend changes or amendments as required to aid in the functioning of the Centre.
- Determine content and format of communications, reports, presentations, website and social media presence.
- Determine priorities and make decision about casual staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
- Assess casual staff’s training needs and make recommendations for internal or external training to attain proficiency.
- Monitor and assess output and the quality of casual employees’ work, and recommends need for formal training or development plans to management and identify possible staff performance and/or disciplinary issues.
- Determine appropriate action to handle emergencies in accordance with Department and University procedures.
- Recommend resolutions to issues within the Department that have been identified through analysis, cause and effect.
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].
