COVID 19 On-Campus Requirements

The Queen’s University Policy Regarding Mandatory Vaccination Requirements for In-person University Activities requires ALL Community Members, including employees, to be Fully Vaccinated against COVID-19 prior to participating in any In-person University Activities. This is a condition of employment for all employees who are required to attend University Property to perform their employment responsibilities. Individuals who cannot be vaccinated due to substantiated grounds (medical and other protected grounds under the Ontario Human Rights Code) may ask the University to validate the exemption and request an accommodation for these rare circumstances. If approved, they will be subject to additional health and safety measures.

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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 Managing Director of the Arthur B. McDonald Canadian Astroparticle Physics Research Institute (the McDonald Institute), the incumbent is responsible for providing confidential human resources, administrative and secretarial support contributing to the efficient operation of Scientific and Administrative Divisions of the McDonald Institute. This includes coordinating a broad range of human resources activities, writing and preparing correspondence and reports, providing administrative support to numerous committees, oversight of student and employee onboarding, responding to requests for information, and performing administrative duties such as scheduling, and ordering office supplies and equipment.

Job Description

KEY RESPONSIBILITIES:

  • Act as the liaison with Human Resources to ensure compliance with, and coordinate training to facilitate, the department’s understanding of; employment standards, human resource policies, procedures and requirements, collective agreements, and University policies.
  • Lead and administer the approval process for the recruitment of staff positions and the re-evaluation of existing positions; review requests and ensures all required information is submitted and all approvals are received. Respond to manager inquires and troubleshooting system issues (CareerQ).
  • Support and advise senior management on the employment equity process as required tracks equity training for McDonald Institute staff and support equity related projects and/or initiatives.
  • Plan, coordinate and manage the time and attendance system for the McDonald Institute by updating all staff records including adding and removing users, loading vacation entitlements and running reports, identifying trends, and providing summary reports.
  • Work with the Senior Leadership team on various HR initiatives including: leading projects, researching best practices and collecting information, drafting policies and procedures etc.
  • Create new casual contracts in PeopleSoft, collecting timesheets, verifying, coding and inputting prior to established deadlines.
  • Co-lead the development, implementation and coordination of the Highly Qualified recruitment strategy.
  • Participate in the development of an effective HR plan identifying opportunities for improvement through the development of briefs to the Managing Director, and ensuring compliance with Central Human Resources policies.
  • Collect, analyze and draft new standard operating procedures and best practices; participate in implementing new procedures.
  • Coordinate the performance review process and assess all requests for training and professional development support to ensure alignment with departmental objectives; provide tracking and reporting as requested.
  • Develop and facilitate orientation processes for new faculty, staff, and student employees.
  • Manage, organize and maintain confidential records, including faculty and staff files, ensuring information is provided to University central files.
  • Act as the first point of contact for the senior management team, responding on behalf of the directors when appropriate. Respond to inquiries, researching and synthesizing answers to questions and solving administrative problems within guidelines.
  • Evaluate and direct incoming communications and determine to whom it should be directed to or handled personally. Refer complex problems to senior staff only when necessary.
  • Recommend and participate in the implementation of revisions to administrative procedures.
  • Oversee the smooth operation of the McDonald Institute Administrative Centre through ordering supplies, record keeping, and coordinating travel for senior management, itineraries and processing travel reimbursements.
  • Manage the Scientific Director’s scientific endeavours including: coordinating all related research groups, active grants, and university collaborations; support to the administration of the McDonald Institute.
  • Contribute to the collection of information and submission of the Canada First Research Excellence Fund (CFREF) annual report, including collecting and synthesizing material from staff, faculty and personnel.
  • Coordinate governance meetings, recommending, and developing meeting materials and documentation, recording and distributing information and meeting minutes and advising committees on policy and processes.
  • Undertake other duties as delegated in support of the McDonald Institute.

REQUIRED QUALIFICATIONS:

  • Post secondary diploma in Human Resources Management, combined with 3-5 years of related experience.
  • Previous experience in program and/or office administration.
  • Comprehensive knowledge of University policies and procedures.
  • Advanced computer knowledge, specifically regarding the Internet, Microsoft Office, including Outlook, Word, PowerPoint and Excel as well as database programs.
  • Knowledge of both university and departmental structures including procedures and administrative systems considered an asset.
  • Ability to work non-traditional hours to attend to events periodically.
  • Knowledge of HR related legislation, policies and best practices.
  • Promote and support equity and diversity in the workplace.
  • Consideration will be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

  • Excellent customer service skills with the ability to handle difficult situations with tact and diplomacy.
  • Excellent organizational and time management skills and the ability to work under pressure with multiple deadlines.
  • Excellent interpersonal and communication skills, both oral and written to interact with a diverse range of people in many different contexts.
  • The ability to take initiative and to assess and establish priorities while working in an environment with multiple interruptions and strict deadlines.
  • Strong attention to detail and a high level of accuracy to ensure accurate data entry and to identify errors with data and initiate correction.
  • Ability to work independently and in a team environment with a high degree of initiative.
  • Discretion in dealing with confidential and sensitive administrative (including financial and personnel) information.
  • Good judgment and problem solving skills to resolve administrative problems, maximize efficiency and effectively respond to inquiries.

DECISION MAKING:

  • Assess the nature of inquiries and issues and determine when to handle directly and when to engage with the Managing Director or the Human Resources department.
  • Determine how to keep the Scientific Director and/or Managing Director apprised of deadlines, matters of urgency, significant events and follow-up required on specific concerns.
  • Set priorities and determine which project requires the most attention, within inflexible time constraints.
  • Determine appropriate response to administrative inquiries and decide when new information calls for further action such as distribution or verification. If appropriate choose report format and decide who should receive it.
  • Make decisions towards the scheduling and coordination of committee meetings.
  • Determine how, when and to whom information should be distributed.
  • Make recommendations regarding office policies and procedures; suggest and help implement changes.
  • Make daily operations decisions and resolve administrative problems within guidelines as they arise, referring only highly unusual problems to more senior staff.

Employment Equity and Accessibility 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, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

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.

For the full description of the job, and to apply, please visit:
Human Resources and Administrative Coordinator.