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ID: 14318

Departmental Administrator

Queens University - Kingston, ON

Website: https://www.queensu.ca/

Education/Training/Certifications

  • 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
  • Knowledge in budget preparation, monitoring and financial reporting 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 is considered an asset
  • Consideration may be given to an equivalent combination of education and experience

Reporting to the Department Head, the Departmental Administrator is responsible for providing exemplary administrative support to the Department Head as well as overseeing the efficient office operations of the Department of Pathology and Molecular Medicine. 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; liaising with hospital and university staff on human resource, space and security related issues; overseeing the departmental office including supervision, work direction and guidance of secretarial, research and department support staff.

The Departmental Administrator participates in planning, budget preparation and prepares SEAMO reports in collaboration with hospital, university and SEAMO administrative staff.  Liaison with faculty, researchers and technical staff is also essential to provide guidance or support on administrative and physical service needs.  The incumbent is also responsible for the coordination of conferences, special lectures and all special projects.

In the absence of the Department Head, the incumbent will be responsible for the supervision of the department and is responsible for general daily decision-making, delegating as necessary to ensure the smooth operation of the department.  The Departmental Administrator will review situations as they arise and decide if it is necessary to involve the Department Head and/or Associate Heads.

Position Requirements

KEY RESPONSIBILITIES:

Administrative Support to the Department Head

  • Manage the Department Head’s schedule, book appointments and meetings, and maintain files.
  • Manage, process and prepare correspondence, much of which is sensitive and confidential in nature.
  • Assist in administrative activities relation to personnel decisions for all faculty within the Department.
  • Coordinate the financial functions of the Department related to compensation, participate in budget preparation, allocation and management of remuneration for 40 faculty, which includes the allocation of funding from several sources; including: SEAMO, LMFFA, University Operating, and salary support from external granting agencies.
  • Prepare necessary reports regarding the SEAMO accountability framework and monitors departmental deliverables; advise Department Head regarding accountability requirements. Analyze various SEAMO reports at the request of the Head or the Chair of the Departmental Finance Committee as it relates to accountability through the verification of data forwarded from the SEAMO office.
  • Provide administrative support to the Departmental Physician Practice Plan and act as secretary for the Finance Committee. Maintain and monitor Finance Committee policies.
  • Provide key administrative support for recruiting, person planning, promotion, reappointment, evaluation and merit processes for faculty and staff.
  • Prepare Physicians Recruitment Impact Analysis.
  • Schedule meetings and prepare agendas, minutes and reports of the monthly Department Meetings, Appointment, Reappointment, Promotion, Quality, Committees and any other meeting as requested.
  • Make recommendations regarding office administration policies and procedures; suggest and implement changes.

Oversee the Departmental Office

  • Serve as the departmental contact and liaison. Act as an initial contact with hospital and university department. Has a broad knowledge of the different operations, policies and procedures of both institutions. Interact with hospital staff, administrators, managers, directors and heads of various departments.
  • Oversee space allocation, on behalf of the department and reassignments, renovations and relocations within that space.
  • Initiate discussions with Human Resources (KHSC and Queen’s) and SEAMO; prepare materials regarding vacancies, job or role descriptions, advertising and recruitment.
  • Maintain all files, both confidential and non-confidential and advises the Head on matters related to privacy and disclosure requirements.
  • Assist with coordinating various administrative tasks related to graduate, undergraduate and continuing education as needed.
  • Provide direction and guidance to secretarial and departmental support 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 and oversee employee attendance.
  • Participate in screening and interviewing job candidates and providing input into staff selection.
  • Review assignments and provides feedback on work to 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.
  • Undertake additional duties in support of the department.

SPECIAL SKILLS:

  • Respects diversity and promotes inclusion in the workplace.
  • Excellent interpersonal and communication skills, both verbal and written. Ability to maintain strict confidentiality including patient matters.
  • Ability to accommodate and manage shifting priorities, diverse demands and human resource issues. Ability to multi-task is essential.
  • Advanced knowledge of Microsoft Office software. (i.e., Word, Excel, Power Point, Access). Experience with the HR PeopleSoft, CareerQ or Common Credentialing systems is considered an asset.
  • Ability to conceptualize creative plans and workable solutions for dealing with an array of challenges facing the department.
  • Supervisory skills and the ability to promote a team environment.
  • Advanced administrative and financial management skills, including the use of computers for data analysis.
  • Exceptional organizational and administrative skills.
  • High degree of initiative and ability to work independently.
  • Ability to work well under pressure and to respond to tight deadlines.

DECISION MAKING:

  • Prioritize time and duties to ensure that work is completed on time and that deadlines are met, which may come from multiple sources.
  • Determine content and format of correspondence and reports on behalf of the Department Head.
  • Assist Chairs of departmental committees, ensuring guidelines and established academic and administrative processes are followed including University Senate Policies, QUFA Collective Agreement, CUPE and Hospital policies.
  • Decide how best to resolve problems as they arise, referring only unusual problems to Department Head.
  • Recommend to the Department Head courses of action where no defined guidelines exist.
  • Manage the Department Head’s calendar, resolve scheduling conflicts by determining priorities.
  • Make recommendations regarding office administrative procedures.
  • Assist with recommendations regarding the departmental budget and finances.
  • Monitor and assess output and the quality of employees’ work and recommends need for formal training or development plans to management and identifies possible staff performance and/or disciplinary issues.
  • Assess the suitability of job candidates and recommend the most appropriate person for hire.
  • Determine priorities and make decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
  • Assess employees’ training needs and makes recommendations for internal or external training to attain proficiency.
  • Monitor and assesses output and the quality of employees’ work, and recommends need for formal training or development plans to management and identifies possible staff performance and/or disciplinary issues.

Type of Job: Full Time,

Hourly Wage/Salary: To Be Discussed

Hours: 35 hours week

Closes: Feb 28, 2021

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