Competition Number:J0323-0327

Position Title: Department Manager

Employee Group: Managerial & Professional

Job Category: Administrative Management

Department or Area: Political Studies

Location: Kingston, Ontario, Canada (On-site)

Salary: $71,056.00 - $88,168.00/Year

Grade: 09 Review Salary Information Here

Hours per Week: 35

Job Type: Permanent (Continuing)

Shift: 7 Monday - Friday

Number Of Positions: 1

COVID 19 On-Campus Requirements

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.

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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

In keeping with the Faculty of Arts and Science Strategy for Excellence, Equity and Enrichment (SEEES Project), the Department of Political Studies and School of Policy Studies are pleased to have collaborated on the development of a Department Manager position in which the incumbent will oversee the administrative support of two academic units. The two units have different missions, one is practical and programmatic that trains graduate students for public service (MPA), the other is academic in nature supporting undergraduates in BA, BAH, PPE and graduate MA and PhD programs.

Reporting to the Head, Department of Political Studies (POLS), and the Director, School of Policy Studies (SPS), the Department Manager is accountable for the effective management, administration, planning and coordination of the overall operation of POLS and SPS, and for assisting the Head of POLS and Director of SPS in the development and implementation of long-term strategic and operational planning.

The Department Manager leads and supervises the administrative and technical support team in POLS and SPS, who support teaching, research, knowledge sharing and other outreach activities, including conferences, speakers series and special lectures, professional development programs and other services targeted to professional communities.
Primary activities include financial planning, budgeting, forecasting, human resources management, procurement, facilities management, health and safety management, communications, promotion and coordination of a broad scope of POLS and SPS activities and events. The Department Manager serves as a liaison with other administrative units of the university to ensure operational requirements are met.

In addition, the Department Manager serves as a resource person, liaison and communicator on behalf of POLS and SPS. The incumbent liaisons with the Dean’s Office on the effective and compliant implementation of faculty relations functions for POLS and SPS, complying with University policies and collective agreements. This includes overseeing and administering processes related to academic and administrative staffing, budgeting, and policy and procedure planning and implementation. The incumbent will carry out defined projects and special initiatives.

Job Description

KEY RESPONSIBILITIES:
Finance and Administration
• Coordinates and advises on the planning, development and management of POLS and SPS annual operating and ancillary budgets, staffing and resource strategies
• Provides financial analysis in support of short- and long-term planning, taking into account implications of commitments related to special projects, research, leaves, retirements, terminations and secondments
• Develops, revises and implements policies, procedures, and processes to ensure operational efficiency, effectiveness and consistency; proposes and implements changes in staffing needs and assignments
• Advises and consults with faculty members on financial and operational requirements, with respect to contractual obligations or other concerns.
• Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection
• Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis
• Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance
• Investigates, addresses and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Oversees production and financial administration of publications program, chairs monthly meetings of publications committee and work with General Editor, Queen’s Policy Series, on medium-term planning for enterprise
• Develops and implements records management protocols in compliance with University policies and procedures
• Recommends and implements proposals for assignment, use, renovation and release of School space and oversees implementation of facility modifications within budget
• Approves the purchase of supplies, furniture, equipment and software, furniture, and renovations and formally approve contracts to meet objectives
• Oversees moveable assets tracking and updating and approves the long-term storage or disposal of School, consistent with university policies.
• Ensures compliance with Health & Safety processes and regulatory requirements, may act as the Safety Officer, or liaise with that role, to ensure compliance

Academic Planning and Institutional Development
• Proposes and oversees implementation of degree program promotion strategies and budget
• Advises Head (POLS) and Director (SPS) on curriculum reform, course offerings, scheduling and instructors
• Devises and costs alternate delivery models and scenarios for degree programs
• Advises on and effectively approves academic dates and course timetables
• Serves as POLS/SPS contact with Queen’s senior administration
• Leads in the development, scheduling and delivery of co-curricular career support services to students, confirming guest speakers for workshops and related seminars, engaging adjunct faculty for resume review and mock interview programs; approves terms of annual contract with Queen’s Career Services to deliver specific services; provides one-on-one advice to students or refers students to others for remedial assistance in career planning
• Maintains liaison with public sector employers on special recruitment programs and oversees maintenance of job board and collection of student employment statistics
• Researches, analyses and writes special reports, and coordinates and manages special projects, on behalf of the Head (POLS) and Director (SPS) to meet defined goals and timelines
• Is ex-officio member of internal and external advisory boards and other planning committees

Faculty Relations
• Coordinates the process of recruitment, appointment, reporting and assessment of faculty with the Head (POLS) and Director (SPS).
• Prepares sole source supply documents and proposes terms for professional service contracts for approval by Director, Strategic Procurement Services and Dean FAS

Communications
• Provides leadership in the area of information management and communication flow.
• Oversees the planning, development and production of publications/graphic materials to meet POLS and SPS internal and external communication needs; oversees the upkeep of the website content.
• May assist the Director (SPS) in advancement planning and programs.
• Conducts research, analyses and synthesizes data in order to meet developmental and internal and external reporting needs, including QUCAP (Queen’s University Quality Assurance Processes)
• Acts as a resource person to the Head and Director
• Promotes diversity and inclusion in the workplace.

REQUIRED QUALIFICATIONS:
• University degree in a related academic or professional field
• Minimum five years of progressively responsible management experience, including financial management, supervision of administrative staff, planning and project management
• Broad knowledge of University administrative processes, systems and regulations as well as an understanding of the organization and mission of Queen’s University
• Proficiency in Microsoft Office, particularly Excel, for data analysis and information/distribution and reporting; Experience with PeopleSoft is an asset.
• Knowledge of general human resource policies and management, preferably with experience
working in a unionized environment
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Strong organization skills to coordinate and direct the work of POLS and SPS; ability to meet deadlines, while coordinating a number of activities and multiple demands
• Sound judgement, tact, and discretion in dealing with confidential material and sensitive issues and maintain credibility with faculty, students and employers
• Superior interpersonal and communications skills (both verbal and written), including public speaking and report-writing skills, to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information
• Demonstrated strong analytical and interpretative skills for problem-solving and report writing skills
• Budget-planning and financial acumen
• Sound project management skills with the ability to plan and coordinate multiple project/work initiatives effectively
• Ability to lead and support administrative staff team, identifying opportunities and implementing changes for improved effectiveness and efficiency within POLS and SPS, while sustaining a positive and productive work environment

DECISION-MAKING:
• Determines financial planning, including cost recoveries on ancillary operations, and budget development and recommends changes to the Head (POLS) and Director (SPS) on optimal resource allocations and policies.
• Makes decisions on POLS and SPS operational, financial, communications and outreach activities.
• Determines processes and templates for collecting and reporting data and information for internal and external stakeholders; Makes appropriate decisions while representing POLS and SPS at budget planning and review meetings
• Provides recommendations to Head (POLS) and Director (SPS) regarding academic and administrative staffing strategies
• Determines when to advise the Head (POLS) and Director (SPS) of any situation that might impact negatively on the School and formulates strategies for remedial action. In other situations, decides on best alternatives to given problems, brought forward by faculty, students and staff, identifying potential risks and benefits to each
• Determines appropriate action to handle emergencies in accordance with university procedures.
• Develops, in collaboration with others, and oversees implementation of communication and marketing strategies for credit and non-credit programs as well as special lectures and other events
• Determines appropriate content for written correspondence, briefing notes, reports and short-term and longer-term business plans, collecting, analyzing and presenting data and other information
• Determines and oversees implementation of standards, policies and procedures, advising on financial and risk management issues; assesses options and implements changes, as required
• Evaluates job candidates and makes effective recommendations on suitable hires
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations
• Assesses investigation outcome of grievances and makes effective recommendation on appropriate course of action or next step on grievances
• Makes effective recommendations on level of discipline up to discharge and probationary termination

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.

To apply for this position, please visit this job posting on the Career Q website.