Department Manager

About Queen’s University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

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.

Come work with us!

Job Summary

Reporting to the Department Head, the Department Manager is accountable for the effective management, administration, human resources management and coordination of the overall operation of the department office. The Department of Surgery encompasses 7 specialty divisions. The incumbent participates in annual and long-term planning, policy development, and overall financial and resource allocation. The Department Manager provides expertise to the Department Head on a variety of matters that affect the departmental strategic, human resource and financial management initiatives.

The Department Manager is responsible for managing the day-to-day financial operations of the Department of Surgery which includes monitoring the Department’s SEAMO, University, Research and other revenue accounts. The incumbent is responsible for planning, drafting and managing the department’s SEAMO, University, and other revenue budgets. This includes, but is not limited to, the preparation of quarterly financial reports; providing support to the Chair of the department’s Finance Committee, and navigating issues that arise from SEAMO decisions related to accountability and other SEAMO directed activities. The Department Manager serves as a liaison with other administrative units of the University to ensure departmental operational requirements are met.

Job Description

KEY RESPONSIBILITIES:
Operations & Administrative Management

• Managerial responsibility for administrative staff, which includes planning, prioritizing and managing the work of employees, providing strategic and tactical advice, guidance and coaching. Identify the need for staff resources, participates on staffing committees and makes effective recommendations regarding employee selection.
• Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews of administrative staff on an ongoing basis.
• Assess staff training and development needs, and ensure that employees receive training required to improve and sustain performance.
• Investigate, address and resolve staff labour relation issues, including decisions regarding disciplinary and discharge matters.
• Work closely with the Department Head to manage the complex operation of the department through the assessment, development and/or modification of policies and procedures to streamline processes. This involves planning, coordinating and monitoring all aspects of operations and progress to increase efficiency and effectiveness.
• Liaise and act as a key resource contact for various departments, agencies and internal/external stakeholders; including the Faculty of Health Sciences Staffing Office, Human Resources and Medical Affairs leadership.
• Ensure consistent application of internal policies and procedures and interpretation of applicable collective agreements for faculty, staff and senior leadership.
• Oversee and support the activities of departmental committees (i.e. Finance, Executive, Recruitment) to ensure regular meetings, generation of agendas and minutes and to provide guidance and advice on best practices.
• Provide consultation and support in an advisory role on faculty recruitment, faculty contracts, reappointment, tenure and promotion (RTP) processes at the University.
• Provide senior administrative support to the Department Head for matters related to faculty performance, allegations and disruptive physician behaviour and/or conflicts of interest.
• Develop and maintain strong relationships with departmental faculty, University and hospital administrators, and external professionals to advocate for and protect the interests of the Department of Surgery.
• Undertake special projects assigned by the Department Head, including data analysis, process changes, and recommendations based on analysis. Event planning may also be assigned.

Financial Management

• Oversee the financial management of the Department, including the work of the Financial Coordinator; provide the Head and the Chair of the Finance Committee with all necessary financial information required for strategic and workforce planning purposes. Provide advice and recommendations on financial and strategic matters.
• Review and analyse complex budgets in support of the SEAMO, University, and other revenue budget processes, and present the proposals to the Head and Chair of the Finance Committee.
• Prepare quarterly variance reports for University, SEAMO and other revenue accounts for review with the Head and submission.
• Coordinate and analyse financial data as it applies to SEAMO on matters such as accountability, physician compensation, education and research deliverables.
• Make recommendations for multi-year financial projections for planning and ongoing management.
• Act as a knowledge resource, subject matter expert, and point of contact for senior management across the University and external auditors as necessary.
• Undertake special projects assigned by the Head and/or the Chair of the Finance Committee; including data and/or market analysis, process changes, and recommendation based on analysis.
• Undertake additional duties as assigned, in support of the Department of Surgery.

REQUIRED QUALIFICATIONS:

• University degree, preferably in Business Administration or related field.
• Several years of progressively responsible management experience, including supervision of administrative staff, human resource and financial oversight, planning and project responsibilities.
• Several years of experience in an organizationally relevant environment, preferably in a health sciences setting.
• Previous work in a university or other academic environment is an asset. Knowledge of the university structure, financial policies and administrative systems (i.e. PeopleSoft) is an asset.
• Proven budget management skills to provide strategic direction in budget preparation, review and alignment with the Department’s vision.
• Knowledge of collective agreements and working in a unionized environment is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respects diversity and promotes inclusion in the workplace.
• Proven ability to develop effective relationships and gain credibility across all levels of a diverse organization.
• Excellent interpersonal and communication skills (verbal and written), with the ability to confidently present to leadership on behalf of the Department and the Department Head. Able to convey information that has adverse impact to stakeholders in a candid and clear manner.
• Supervisory skills and the ability to motivate team members and create a positive, inclusive work environment. Awareness of and sensitivity to diversity issues.
• Creative problem solving skills with the ability to take a proactive approach to operational issues. Anticipate and identify risks and ability to develop and implement solutions to mitigate vulnerabilities.
• Organizational and planning skills, to coordinate the work of individuals and the overall operation of the department. Ability to organize and control a demanding schedule of conflicting priorities and deadlines.
• Strong team player who works well under pressure, with the ability to adapt to change and demonstrate flexibility and initiative.
• Analytical, interpretive, and problem solving skills. Ability to synthesize information form a wide variety of sources. Ability to conceptualize creative plans and workable solutions for dealing with a wide array of management problems.
• Project management skills to propose new initiatives and to improve efficiency of the Department. Sound judgement, tact and discretion.
• Proven ability to maintain confidentiality with highly sensitive information, including physician disruptive behaviour, physician compensation, SEAMO related information arising form the accountability measures in the domains of clinical, research and education.
• Advance administrative skills, including use of computers for data analysis, spreadsheets and word processing. Ability to adapt to and support implementation of new technologies.
• Ability to make decisions on behalf of the Department while understanding the limits of authority.
• Capacity to multi-task in a fast-paced and high-volume environment with tight timelines. A strong work ethic is essential.

DECISION MAKING:

• Make decisions regarding operations, human resources, financial and communication policies of the Department, in consultation with the Department Head as required.
• Evaluate job candidates and makes effective recommendations on suitable hires.
• Make decisions and/or effective recommendations regarding transfers and promotions.
• Evaluate employee performance and decides on appropriate training or coaching to address lack to proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Make effective recommendations on levels of discipline up to discharge and probationary termination.
• Solve unexpected problems as they arise, referring only complex situations to the Department Head. Determine when and who to involve or consult in unusual situations that may set future precedents.
• Make recommendations for action, identifying potential risks and benefits; determines options or range of solutions to problems.
• Analyze, summarize and make conclusions regarding information and policies related to departmental practice plan, accountability metrics, financial and risk management issues, and hospital procedures.
• Participate in determining the goals and objectives and in the formulation or reformation of departmental policies and standards. Review and implement new procedures and changes to existing procedures, as deemed necessary.
• Display sound judgement and effective time management to determine priorities and meet firm deadlines.
• Work closely with the Department Head to determine goals, objectives and timelines pertaining to the operation of the Department.
• Recommend resolutions to issues within the Department that have been identified through analysis, cause and effect.
• Reviewing budget proposal in collaboration with the Department Head, determining optimal allocation of resources and advising and correcting complex accounting problems and errors.
• Make recommendations on the financial and strategic matters of the department to the Department Head and Finance Committee.

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 [email protected] .