Departmental and Education Administrator

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 Queens University

Queens 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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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.

Job Summary

The Departmental and Education Administrator provides administrative leadership for the Department with primary responsibility for departmental management and education program operations (UGME/PGME/CBME). The role coordinates core financial administration processes in partnership with central University/Faculty finance services and external accounting/banking partners for nonUniversity accounts.

Approach to and Success in Role
This role is best suited to an administrator who sees excellent administration as a craft. They bring a modern approach to administrative practice: digital fluency and adaptation systems orientation and commitment to continuous improvement. Excellence in creating low-friction workflows for faculty learners and staff through clear documentation thoughtful organization of shared information and disciplined follow up. They distinguished work requiring judgement from work that should be systematized and use recurring workflows templates and calendars to deliver reliable results in a busy academic clinical environment. They apply sound judgement to triage prioritize and communicate status so that work progresses calmly and predictably.

Job Description

KEY RESPONSIBILITIES:
Department administration & operations: oversee office workflow schedules meeting logistics documentation communications and records management; ensure consistent administrative practices across sites and stakeholders.
Education program administration (UGME/PGME/CBME): coordinate learner onboarding/offboarding rotations evaluations academic half-days exams/OSCE logistics accreditation preparations and program communications; maintain required education records and platforms (e.g. Elentra or equivalent). Coordinate yearly CaRMS processes including interview offers and scheduling. Manage MD program rotations (under Department of Surgery) and elective student processes. Accreditation tasks including documentation and communications for periodic internal and external reviews.
People & process coordination: support recruitment/onboarding of faculty as required; coordinate space equipment IT requests and vendor interactions; maintain compliance with institutional policies and confidentiality expectations.
Financial administration: coordinate purchasing invoice intake and routing coding support and approvals/signing workflows; administer hospital oncall and related physician payments as directed; liaise with central finance to ensure timely processing and issue resolution. Liaise with bank and accounting firm related to SEAMO processes.
Budgeting & reporting coordination: gather departmental budget inputs and compile materials for annual budget submissions; coordinate quarterly variance reviews by obtaining reports from central finance and/or external accountants preparing a concise departmental briefing and tracking followup actions in collaboration with Queens.
NonUniversity accounts oversight (coordination role): act as departmental point of contact to external accountants/bank provide documentation as requested support transaction queries and prepare high-level summaries for the Department Head/Finance Committee
Governance support: serve as secretariat to the Department Finance Committee (agenda minutes action log and followthrough) Residency Program Committee and Competence Committee; support other department committees/working groups as assigned.

REQUIRED QUALIFICATIONS:
Post-secondary education in administration healthcare/education administration or a related field; equivalent experience considered.
Several years relevant experience in an related environment.
Demonstrated experience supporting complex academic/clinical environments with strong stakeholder management and discretion.
Working knowledge of purchasing and basic financial administration processes; comfort coordinating with finance partners and vendors.
Excellent organizational communication and documentation skills; proficient with common office and education/admin systems. See Approach to and Success in Role
Knowledge of university structure policies and procedures considered an asset.
Knowledge of standard procedures related to the position.

Employment Equity and Accessibility Statement

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 .