Department Manager

COVID 19 OnCampus Requirements

Prior to May 1 2022 the University required all students faculty staff and visitors (including contractors) to declare their COVID19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in inperson University activities. These requirements were suspended May 1 2022. However they remain in effect for students staff and faculty in workplaces including hospitals where patient care is provided and/or where the work duties or educational requirements of the position involve or support patient care.

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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 Department Head of the Department of Critical Care Medicine and Program Medical Director of the Kingston Health Sciences Centre (KHSC) Critical Care Medicine program the Department Manager is accountable for the effective management administration human resources management and coordination of the overall operations of the department office. They are responsible for assisting the Head in short and long term strategic and operational planning. Critical Care Medicine also oversees the KHSC RACE and Trauma programs. The Department of Critical Care Medicine offers a residency program as well as a fellowship training program in Point of Care Ultrasound. The department has also taken a leading role nationally in Critical Care Trials Groups as part of a robust research program.

The Department Manager provides executive level administrative support to the Department Head supporting administration initiatives across the department. The incumbent serves as a liaison between other academic and administrative units of the University the hospitals and outside agencies to ensure department operational requirements are met. The Department Manager interprets modifies and implements changes in procedures policies or standards in collaboration with the Department Head and members of the leadership team. Primary activities include operations and human resources management financial planning accounting budgeting forecasting procurement facilities management health and safety management communications and marketing. This position involves independent decisionmaking responsibility and personal initiative.

Job Description

KEY RESPONSIBILITIES:
Executive and Departmental Administration
Provide executive administrative support to the Department Head. Plan manage and coordinate a high volume of diverse activities including schedule and event management booking travel and managing progress on high priority initiatives and projects and active followup on action items.
Support and advise the Department Head and committee chairs in all aspects of recruitment appointment reappointment renewal tenure and promotion (RTP) and leave for all faculty members and regarding clinical faculty appointments to the Medical staff of the Kingston Health Sciences Centre (KHSC).
Process or oversee the processing of contracts and hospital privileges for all faculty term associates and fellows.
Serve as a liaison with the Faculty of Health Sciences and Faculty Relations on academic staffing issues.
Attend monthly Department meetings and other Departmental committee meetings as directed by the Department Head. Prepare agendas take minutes as secretary to Departmental committees write the committees final reports guide the committees through the proper process advise the committee on equity issues and serve as resource person to the committee by compiling data and conducting research.
Work closely with the Department Head on the administrative work of these committees informs faculty staff and students of approved policies and processes.
Provide leadership around information management and communication flow acting as a resource person liaison and communicator.
Working with the Head develop the departmental public relations strategy to elevate the regional provincial and national presence of the Department. Oversee the development of departmental reports and promotional material including the departmental website and social media.
Act as liaison officer with other academic and administrative departments within Queens the hospitals outside agencies and the community.
Undertake special projects assigned by the Department Head including data analysis process changes and recommendations based on analysis. Event planning may also be assigned.

Human Resource Management
Managerial responsibility for administrative staff which in addition to providing work direction includes guidance and coaching.
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.
Manage organize and maintain confidential records including Departmental staff files ensuring information is provided to university central files.
Plan prioritize and manage the work of employees providing strategic and tactical advice guidance and coaching. Work closely with the Department Head to 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.
Investigate address and resolve employee/labour relations issues including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline discharge and probationary termination.

Operations & Facilities Management
Manage the operation of the Department through 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 identify and recommend improvements and manage or assist with the implementation of approved changes.
Act as a knowledge resource subject matter expert and point of contact for management across the University hospitals and external agencies.
Work closely with the Department Head to develop short and long term strategic plans and administrative policies advising particularly on financial and human resource issues and ensuring the effective operation of the department/unit 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 financial and operations matters policy development space issues staffing issues and students or other department or program concerns. Identify issues in the Department through analysis cause and effect.
Oversee all administrative requirements for and work with the Departments Academic Initiatives Officer to provide support for the departments research programs.
Consistently monitors and evaluates all aspects of support within the department in order to increase efficiency and effectiveness.
Manage the allocation of space building maintenance and renovations. Assess and direct the arrangements for the purchase of software equipment furnishings and supplies; negotiate and administer purchase/rental and maintenance agreements for equipment and ensuring installation. Serve as one of the departmental computing (IT) representatives.
As a competent Supervisor as defined under the Occupational Health and Safety Act communicate with the Departments Health and Safety Officer to ensure compliance with Health and safety regulatory requirements including monthly and annual audits procedures and safety manuals.

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.
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 Departments supplies and equipment.
Administer budget and departmental accounts monitor account activity ensuring the accuracy and validity of account transactions.
Develop and maintain a variety of financial reports on key aspects of financial management highlighting areas of concern with recommendations for corrective action.
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 multiyear 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.
Work closely with the Department Head on a variety of strategic and operational projects making recommendations for the financial resources of the department and for planning and development.
Any other tasks assigned at the discretion of the Department Head that are required for the efficient operation of the Department.

REQUIRED QUALIFICATIONS:
University degree in Business Administration or other relevant field.
Several (5) years of progressively responsible management experience including supervision of administrative staff financial management and planning and project responsibilities.
Experience managing accounts and demonstrated competency with bookkeeping and accounting practices.
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 experience.

SPECIAL SKILLS:
Respect diversity and promotes inclusion in the workplace.
Excellent analytical organizational planning and problemsolving skills in order to coordinate and direct the work of the department.
Ability to cope with multiple demands and resolve conflicts.
Creative problem solving skills.
Ability to synthesize information from a wide variety of sources. Ability to conceptualize creative plans and workable solutions for dealing with a wide array of management problems.
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 so as to maximize the efficient operation of the Department.
Project and change management skills.
Flexibility initiative and resourcefulness to work independently at a high level.
Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
Sound judgement tact and discretion.
Interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
Ability to work in a collaborative environment with a service orientation.
Ability to motivate and to create a strong work environment. Sensitivity to issues affecting staff.
Ability to adapt and implement new technologies.
A broad knowledge of the university structure policy regulations and administrative systems as well as a sound knowledge of the university financial/accounting practices.
Advanced administrative skills proficient in use of standard word processing spreadsheet database and presentation software for data analysis and information distribution/reporting.
Basic understanding of information technology infrastructure websites and internet social media is an asset.

DECISION MAKING:
Make decisions regarding operations financial and communication activities. Prepare budget proposal in collaboration with the Head and the Treasurer determining optimal allocation of resources and advising and correcting complex accounting problems and errors.
Determine how best to account for transactions based on accounting experience and analysis of departmental budgets requests and funding streams. Assess information and decide how to respond to inquiries from the hospitals and outside agencies.
Evaluate job candidates and make effective recommendations on suitable hires.
Make decisions and/or effective recommendations regarding transfers and promotions.
Evaluate employee performance and decide 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 make 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.
Assess situations and determine appropriate course of action to resolve issues. Determine when and who to involve or consult in unusual situations. Determine when an issue needs to be referred to the Department Head outlining possible impacts and providing options for solutions if required.
Make decisions on daytoday facilities issues and on renovation projects.
Through analysis and observation and in consultation with other staff determine appropriate policies and procedures and decide how modifications should be proposed and implemented.
Work closely with the Head and Resources Committee on Policy to develop/revise and implement policies advising on financial and risk management issues.
Determine appropriate strategies to ensure successful project management.
Determine content of various reports such as business plans and other short and longterm planning documents that provide direction and propose objectives. Make decisions on data collection approaches and decisions regarding methods of analysis and presentation.
Determine appropriate action to handle emergencies in accordance with Department University and hospital procedures.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queens 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 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 .