Department Manager

Department Manager

About Queen's University

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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 Head of the Department of Economics, the Department Manager is accountable for the effective management, planning and coordination of the overall administrative operation of the Department, and for assisting the Head in short- and long-term strategic and operational planning. The Department Manager leads the administrative services of the department. Primarily activities include financial planning, budget and annual academic planning, endowment account management, facilities management, health and safety management, human resources management, procurement, and communications.

The Department Manager serves as liaison with other administrative units of the university to ensure Department operational requirements are met. The Department of Economics is a complex department from an administrative standpoint and has a large faculty complement that offer world renowned undergraduate and graduate programs.

Job Description
Human Resources Management:
• Liaise with the Human Resources Department to provide guidance and advice to the Head on employment standards, human resources procedures and requirements, union agreements, professional development opportunities and University policies. Work with the 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 Head 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. Identify 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.
Department Manager
• Investigates, addresses and resolves employee/labour relations issues, including making decisions regarding disciplinary and discharge matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.

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.
• Serve as an initial point of contact for the Head and coordinate required action or response as appropriate.
• Provide direct faculty consultations with respect to policy development, space issues, staffing issues, and students.
• Oversee management of space and equipment among faculty, staff, and students (this includes the purchase of supplies, furniture, software, hardware, and office equipment for the Department).
• 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 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 Department.

Financial Management:
• Oversee the day-to-day financial operations of the Department
• Provide financial management support and analysis for the department, including for the non-credit programs run through the Department. Prepare budget proposal in collaboration with the Chair; manage the Department’s operating, trust, endowment, research grant and overhead accounts, as well as the recruiting budget; 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 Department’s supplies and equipment.
• Administer budget and department accounts, monitor account activity to ensure the accuracy and validity of account transactions, oversee the allocation of all resources to the department. Reconcile monthly financial statements.
• Process departmental financial transactions, including cheque requisitions, invoices, collection of accounts receivable, audit financial data and maintain accurate financial records.
Department Manager
• Manages the preparation of employment contracts, such as casual academic appointees, Teaching Assistants, Adjuncts, Teaching Fellows, Research Assistants, SWEP and Work Study students, and Postdoctoral Fellows.
• Gather and analyze statistical and financial data, generating reports and financial forecasts to meet operational and strategic planning requirements.
• May assist the Head in advancement planning and programs.

Department Communications:
• Provide leadership in the area of information management and communication flow.
• Act as resource person, liaison and communicator.
• Redirect information to others as necessary.

REQUIRED QUALIFICATIONS:
• University degree in Business Administration or other relevant field.
• Several years 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 collective agreements and working in a unionized environment is an asset.
• Consideration may be given to an equivalent combination of education and work experience.

SPECIAL SKILLS:
• Excellent analytical, organizational, planning and problem-solving skills in order to coordinate and direct the work of the Department.
• Excellent interpersonal and communication skills in order to interact with individuals at every level, resolve conflicts and impasses, and direct the work of the Department.
• 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 Department.
• 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.
Department Manager
• Advanced administrative skills, including word processing and data analysis, spreadsheet and data management. Applications include PeopleSoft, SOLUS. Ability to adapt and implement new technologies.
• Basic understanding of information technology infrastructure, websites and internet social media is an asset.

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 Chair, determining optimal allocation of resources and advising and correcting complex accounting problems and errors.
• Evaluate job candidates and makes effective recommendations on suitable hires.
• Make 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.
• Assess investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Make effective recommendations on level of discipline up to discharge and probationary termination.
• Make decisions on day-to-day facilities issues and on renovation projects.
• Determine content of various reports, such as business plans and other short- and long-term planning document that provide direction and propose objectives. Make decisions on data collection approaches and decisions regarding methods of analysis and presentation.
• Fully participate in deciding on and implementing all aspects of the strategic plans as they relate to administrative and management aspects of the Department.
• Work closely with the Department Chair to develop administrative policies, advise on financial and human resource issues, and ensure the effective operation of the Department as a whole.
• Determine best solution to administrative problems within guidelines, and determine if policy, procedure, or standards should be modified. Decide on how to best implement changes if necessary.
• Independently determine work priorities to ensure all commitments are met.
• 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 View email address on clients.njoyn.com .