Faculty Operations Coordinator

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.

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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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Disclaimer: As part of the application process at Queens 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.

The Faculty Operations Coordinator provides operational coordination and executive support communications leadership and project management services that advance the Departments 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.

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 DirectorCK1.1 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

The University invites applications from all qualified individuals. Queens 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 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 .