Faculty Operations Coordinator

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.

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.

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Applicant Guidance & Information

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Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

The Faculty Operations Coordinator provides operational coordination and executive support, communications leadership, and project management services that advance the Department’s strategic, academic, and administrative priorities. This position will lead cross-functional initiatives, coordination, departmental communications, supports governance activities, and oversee operational projects that improve efficiency across departments.

Job Description

Key Responsibilities
Executive Leadership Support
• Provide operational support to the Program Directors and other clinical leaders on departmental initiatives
• Serve as the primary point of contact for departmental correspondence and inquiries, triaging and directing appropriate leadership or staff.
• Support implementation of departmental priorities by coordinating clinical projects
• Facilitate communication between clinical leadership and administrative teams to ensure timely execution of departmental activities
• Manage and coordinate calendars for the Department Head, Associate Director[CK1.1], and Program Medical Directors including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests
• Prepare agendas, briefing materials, and follow-up notes for leadership meetings as required
• Coordinate travel arrangements and related logistics for department leadership, as needed (ie. CAEP)
• Provide administrative oversight for department operations as priorities required

Special Events
• Maintain event calendars and timelines, and liaise with internal and external interest holders
• Provide oversight and direction on special projects, special events, and communications projects, including venue/room booking, vendor coordination, catering, and on-site support
• Coordinates the activities of special project participants and committees. Monitors progress towards goals and ensures the department is on track to successful completion.

Communications
• Maintain and update departmental website content, ensuring accuracy and timeliness
• Draft, edit, and distribute internal and external news items, announcements, and newsletters
• Coordinate with Divisional Chairs and Faculty regarding news items and updates.
• Network and ensure regular communications with key interest-holders in the University community to identify initiatives, programs and / or stories to best highlight and support institutional goals.

Governance and Leadership Support
• Coordinate governance meetings and leadership forums, including development of materials, action tracking, governance documentation, and follow up
• Coordinate governance activities for departmental committees, leadership groups, and working groups
• Schedule meetings and coordinate logistics including room bookings (virtual and in-person), agendas and supporting materials
• Prepare meeting packages briefing materials presentations and confidential documentation
• Record key decisions and action items and monitor progress to completion
• Maintain committee records, terms of reference, membership lists, and annual work plans
• Support implementation of committee and leadership decisions by coordinating follow-up activities across the department
• Provide admirative and operational support for strategic planning sessions, retreats and departmental focus

Reporting
• Coordinate the collection, compilation, and formatting of the faculty-wide Annual Report
• Track submission deadlines and follow up with contributors across the faculty
• Administers and prepares department annual reports, maintains annual calendars and records, updates and maintains policy and procedures and ensures compliance. Highlight situations that have implications to policy or require changes to existing policy, bring these changes to the attention of the respective staff member, provide suggested revisions and where applicable update as necessary.

Qualifications & Experience
• Post-secondary diploma or degree in Business, Public or Health Administration or a related field, or equivalent combination of education and experience
• Minimum [5+] years of administrative experience, ideally in a post-secondary, healthcare, or academic environment
• Demonstrated experience supporting senior leadership, including calendar and meeting management
• Experience with website content management and internal/external communications
• Experience supporting committees, including minute-taking and action-item tracking

Skills & Competencies
• Exceptional organizational skills with the ability to manage competing priorities and deadlines
• Strong written and verbal communication skills
• High degree of discretion and professionalism when handling confidential and sensitive information
• Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/scheduling tools
• Ability to work independently, exercise sound judgment, and anticipate the needs of leadership
• Strong interpersonal skills and a service-oriented approach to internal and external interest-holders

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 [email protected].