Reporting to the Department Head, Department Manager is responsible for the effective management, administration, planning and coordination of the overall operation of the department, and for assisting the Department Head with long-term strategic and operational planning, contributing to budget development, information management and policy development functions and decisions
The incumbent leads the administrative and technical services of the department, supporting all teaching and research activities, in both graduate and undergraduate programs. Primary activities include financial and annual academic planning, budgeting, forecasting, human resources management, procurement, facilities management, health and safety management, regulatory compliance and communications. The Department Manager ensures that an effective and efficient administrative structure is in place from a staffing, system, reporting, procedural and communications perspective, to support current and future activities of the Department.
The Department Manager serves as a liaison with other administrative units of the university to ensure departmental operational requirements are met and to help ensure the strategic goals and priorities of Geography and Planning are achieved.
Operations and Facilities Management:
• Manage the operation of the Department through assessment, development, and/or modification of policies and procedures to streamline purposes; this involves planning, coordinating and monitoring all aspects of operations and progress in order to increase efficiency and effectiveness, identify and recommend improvements, and manage or assist with the implementation of approved changes.
• Assist the Head to develop short, medium, and long-term strategic plans and policies, ensuring the effective operation of the Department as a whole.
• Provide direct faculty consultations with respect to policy development, space issues, staffing issues, and students. Work closely with ASO-CDS, Dean’s Office, Faculty Relations, Office of the Provost, Human Resources, University Research Services, Finance and Payroll, EH&S, Equity Office, School of Graduate Studies, Security, ITS, and the Accessibility Office.
• Oversee all administrative requirements for the Department’s graduate and undergraduate programs, which requires extensive knowledge of program needs and priorities and consistent monitoring and evaluating of all aspects of support within the department, in order to increase efficiency and effectiveness.
• Provides logistical oversight on field trips/field courses, budgeting and scheduling, and works with the instructors to set ancillary fees for students.
• In consultation with the Department Head and the Associate heads, coordinate the compilation and submission of external administrative documents such as the Cyclical Program Review and teaching rosters and reports to various higher-level University offices.
• Manage the operations of a range of facilities including teaching and research laboratories, common and technical equipment, collaboration rooms and space among faculty, staff, and students (this includes the purchase of supplies, furniture, software, hardware, and office equipment for the Department).
• Manages security system and access protocols; manages space allocations, renovations and building(s) maintenance. Ensure that all building systems are functional and report failures to Facilities in a timely manner.
• Serve as the primary liaison with external service providers and manufacturers as well as the university's own service staff from Facilities, and Information Technology Services (ITS). Coordinate all activities with PPS and outside contractors with research and program needs and set priorities. Maintain up to date records of all building and system changes.
• Ensure that the building is maintained properly and that user controlled spaces meet Queen's standards and all legislative requirements.
• Coordinates all renovations, and oversees collection management and storage for chemicals used in labs with Environmental Heath and Safety, equipment (procurement and maintenance), software, supporting documentation and procurement of supplies. Consults with faculty members to ensure understanding of needs and changing requirements.
• Coordinate user requests and/or complaints and determine appropriate avenue for action such as using Facilities resources (construction or operations) or in house contracting; monitor progress and/or resolution. Responsible for review and renewal of maintenance of agreements and service contracts for research and teaching equipment.
• As a competent Supervisor as defined under the Occupational Health and Safety Act, oversees all health and safety processes and regulatory requirements in communication with the Department’s Health and Safety Officer to ensure compliance with Health and Safety regulatory requirements. This includes monthly annual audits, field trip/course safety considerations, procedures and safety manuals.
• Oversee the day-to-day financial operations of the Department.
• Provide financial management support and analysis for the department: manage the department’s operating, cost recovery, trust, endowment, and research grant and overhead accounts; direct and review the work of general and budgetary accounting functions for assets, liabilities, revenue, and expenses; authorize purchases and leases for the full scope of the Departmental supplies and equipment.
• Compile and analyze statistical and financial data, develops and presents reports for the Department Head on key aspects of financial management, highlighting areas of concern with recommendations for corrective action.
• Prepare the annual budget; liaise with the Director, Finance and Reporting, and the Finance Coordinator in the Faculty of Arts & Science Office regarding budget requirements and submissions. Work with Department Head on budget development; prepares reports for projections and scenarios.
• Advise and consult with faculty members on financial and operations requirements with respect to contract/grant regulations or other department or program concerns.
• Support organization of project courses and allocates available funds to departmental student project teams.
Human Resource Management:
• Liaise with the Human Resources Department to provide guidance and advice to the Department Head on employment standards, human resources procedures and requirements, union agreements, professional development opportunities and University policies. Work with the Department Head to ensure compliance with all labour agreements and policies across Departmental functions.
• Participate in the development and implementation of an effective human resources management plan, identifying opportunities for improvement and making recommendations to the Chair based on analysis and research. Lead, or assist with, the development of standardized processes, guides, manuals and resources for the Department.
• Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
• 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.
• 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.
• Provides support to faculty members with recruiting for research contract positions, visiting scholars, and post-doctoral staff.
• Coordinates the department’s casual and student summer employment contracts in the delivery of camp and workshops (Explore Camp, Work Study, NSERC USRA and SWEP). Process departmental financial transactions, including cheque requisitions, invoices, collection of accounts receivable, audit financial data and maintain accurate financial records.
• Coordinate contracts for casual academic appointees, Teaching Assistants, Adjuncts, Teaching Fellows, Research Assistants and Postdoctoral Fellows.
• Serves as department timekeeper for all staff, casual employees and Postdoctoral Fellows.
• Creates a positive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decision-making.
Department Outreach and Communications:
• Manage outreach initiatives, with responsibility for planning, development, and delivery of comprehensive summer camp and education program, including the Explore Camp programming which fosters student, staff, faculty, and community engagement with Queen’s University. Coordinate overall budgeting, staffing, scheduling, implementation and evaluation functions.
• Provide leadership in the area of information management and communication flow, ensuring the strategic direction of all aspects of administrative structure is aligned across all units in the department.
• Participates in developing strategy for alumni outreach and liaises with FAS Advancement to develop and execute new advancement initiatives and cultivate alumni relations and engagement.
• Compiles and generates reports and statistical data on research activities, including the Internal Academic Review Report, Report to the Ontario Council on Graduate Studies, QUCAP (Queen’s University Quality Assurance Processes), accreditation reports for relevant external bodies (PSB).
• Manage a wide range of projects, including IT, renovations, new construction, and system implementation, serving in a leadership capacity, a support role, as a liaison or coordinator with others, or as a representative of the department of Geography and Planning. Serve on working groups or committees as required. Develop policies as a result of items brought forward by committee for the review and approval of the Department Head.
• Ensure that as leader of any projects, the expected outcomes will be defined, milestones set, interim reports issued, roadblocks cleared and/or escalated, and completion target dates met.
• Ensure that all critical items in the attendant projects are summarized and reviewed with the Department Head to obtain direction and assistance.
• University degree, preferably in Business Administration or other related field.
• Several years of progressively responsible management experience, including supervision of administrative and technical staff, financial management, planning and project responsibilities.
• Previous work in a university or other academic environment is preferred.
• Knowledge of collective agreements and working in a unionized environment is an asset.
• Knowledge of Queen’s-specific accounting and management software, such as PeopleSoft is an asset, with the ability to provide support to others.
• Proven leadership and team building ability.
• Consideration may be given to an equivalent combination of education and experience.
• Strong analytical, organizational, planning and problem-solving skills in order to coordinate and direct the work of the department.
• Ability to perform complex accounting procedures, carry out financial duties and budget analysis to identify potential opportunities and areas of concern. Competent auditing and analytical skills to prepare detailed financial reports and accurate statements. Ability to Queen’s specific budgeting, accounting and management software such as PeopleSoft, and support their use by others in the department.
• Proven project & change management skills.
• Flexibility, initiative and resourcefulness to work independently at a high level.
• Ability to cope with multiple demands, manage competing priorities, and meet deadlines
• Excellent interpersonal and (oral and written) communication skills, with the ability to work effectively with students, faculty, technical and administrative staff, and external suppliers, specialists and organizations.
• Ability to motivate and to create a strong, positive, inclusive and equitable work environment. Sensitivity to issues affecting performance of staff.
• Ability to work in a collaborative environment with a service orientation.
• Sound judgement, tact, and discretion; capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Advanced administrative skills, including computer operating systems common in university environments and proficiency in use of standard word processing, spreadsheet, database management and analysis, website creation and presentation software, CareerQ, Finance, FAST, Equity QEAP Tool, acQuire, ERS, PPS Archibus. Ability to adapt and implement new technologies.
• Basic understanding of institutional information technology infrastructure, websites and digital communication channels such as social media.
• Basic ability to trouble-shoot modern building systems and complex scientific equipment so as to efficiently manage technical support from both on-campus and external sources.
• Participate in and adjudicate budget decisions. Makes 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, determining optimal allocation of resources and advising and correcting complex accounting problems and errors.
• Makes recommendations on changes to business plans and related staffing decisions as they relate to administrative and management aspects of the Department.
• Determine content of various reports, such as business plans and other short- and long-term planning documents that provide direction and propose objectives. Make decisions on data collection approaches and decisions regarding methods of analysis and presentation.
• Evaluates job candidates for a range of staff positions 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 recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.
• Makes decisions on day-to-day facilities issues and on renovation projects.
• Provides expertise to faculty and students in determining facility and equipment requirements.
• Through analysis and observation, and in consultation with other staff, determines appropriate policies and procedures and decides how modifications should be proposed and implemented.
• Works closely with the Department Head to develop/revise and implement policies, advising on financial and risk management issues.
• Determines appropriate strategies to ensure successful project management.
• Assess situations and determine appropriate course of action to resolve issues. Determine when and who to involve or consult in unusual situations. Determines when to advise the Department Head of any situation that might impact negatively on the Department and formulates strategies for remedial action.
• Provides budgetary oversight for the purchase of supplies, furniture, hardware/software and equipment for office, laboratory and research needs.
• Determines appropriate action to handle emergencies in accordance with departmental and university procedures. Recommend resolutions to issues within the Department that have been identified through analysis, cause and effect.
• Resolves resource allocation problems for teaching laboratories, space issues for research equipment and shared teaching equipment.
• Coordinate with Facilities on shut down of building services (water, air, building maintenance and renovation projects).
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