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.

Come work with us!

Job Summary

Accountable to the Board of Trustees through the University Culture Committee, and the Senate, the University Ombudsperson is an independent, impartial and confidential resource for students, staff, and faculty with diverse backgrounds and identities to receive guidance and advice about their university-related concerns and complaints regarding university policies, procedures, and decision-making structures. The Ombudsperson may receive any university-related inquiry, concern, or complaint from any member of the university community, and may conduct an inquiry notifying those in authority, and providing recommendations with a view to remedying an individual situation, and/or identify any policies, rules or procedures that appear unclear, inequitable, or unfair. Committed to Indigenization, equity, diversity, inclusion, accessibility and anti-racism (I-EDIAA) principles, the Ombudsperson assists members of the university community to explore and evaluate options, and to determine an appropriate course of action with an aim to resolving disputes before they escalate. The successful resolution of complaints contributes to the development of a supportive and inclusive environment for all students, staff, and faculty across the university.

The Ombudsperson interacts with all levels of administration including, but not limited to Associate Deans, Deans, the Provost, Vice-Provost (Student Affairs), the Principal and Vice-Principals, University Counsel, external lawyers, Student Wellness Services, and Campus Security to provide expert advice and recommendations on a wide variety of complex matters at the university.

Job Description

KEY RESPONSIBILITIES:
• Responds to queries/issues raised by senior and academic administrators, students, faculty, and staff, investigating the background to the query/issue, providing information and/or possible solutions and, in circumstances of conflict, building consensus and resolution dependent upon a number of variables including university, faculty or staff policies, history and precedent.
• Provides regular reports to Senior Leadership and the Board of Trustees on operations and matters of strategic importance.
• Mediates complaints according to university policies or upon request of the parties to a dispute. Through impartial advice and administration, ensures and sustains the credibility and integrity of each process. Advises decision-makers on the rules of procedural fairness and the application of university policies.
• Conducts thorough and objective investigations regarding both individual and systemic issues with a focus on rigorous fact-finding, fairness, timeliness, and attention to detail.
• Identifies potential security concerns or institutional risks within issues raised with the Office of the Ombudsperson. Identifies and mitigates risks that are not straight forward or apparent, arising from separate issues.
• Identifies and reports on any policies, rules or procedures associated with the university’s academic mission and related support services that appear unclear, inequitable or unfair. Makes recommendations on revisions to existing policies, rules or procedures and/or advises on the development of new policies, rules or procedures.
• Provides assistance to individuals responding to allegations of sexual misconduct. In doing so, takes into consideration the university’s legislative responsibilities regarding reports of sexual violence, the university’s Non-Academic Misconduct (NAM) procedures, and the principles of procedural fairness.
• Serves on a number of committees, working groups and task forces involved in work related to: Non-Academic Misconduct, Academic Accommodations, Academic Integrity, Student Services, Human Rights and Equity and Sexual Violence Prevention and Response.
• Conducts workshop sessions on specific topics for particular groups, or on general topics for a range of participants (e.g. procedural fairness workshops applicable to Advisors, Associate Deans, Appeal Board Chairs, AMS Judicial Affairs Office and Judicial Committee).
• Participates in professional development to maintain knowledge of changes to relevant laws and regulations, working with key stakeholders to understand the operational and procedural impacts such changes may have on the university.
• Creates a positive and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decision-making.
• Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection that takes into account the principles of employment equity.
• Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis. Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance.
• Investigates addresses and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Undertakes other duties as delegated.


REQUIRED QUALIFICATIONS:
• An advanced degree (Master’s, LL.B. or J.D.) preferred and a minimum of ten years of professional related experience or an equivalent combination of education, training and experience in a discipline related to dispute resolution, mediation and negotiation.
• Knowledge of administrative law, tribunals, and procedural fairness. Ability to mediate grievances where parties are represented by lawyers.
• Experience and knowledge applying relevant provisions of legislation e.g. Ontario Human Rights Code and Accessibility for Ontarians with Disabilities Act, Freedom of Information and Protection of Privacy Act, and university obligations. Knowledge of labour relations, grievance procedures, and employment-related legislation, and familiarity with Human Resources policies and procedures.
• Proven ability to work effectively within a culturally diverse environment.
• Experience in the development and/or review of policies and procedures/guidelines in an institutional setting to enhance operational effectiveness, limit legal exposure, and manage institutional risk. An understanding of university faculty culture would be an asset.
• Understanding of the business requirements of a complex decentralized public institution,
• Experience with an Ombuds function and the ability to identify and respond to the needs of university departments, and the ability to interpret and revise their academic appeals procedures, will be considered an asset.


SPECIAL SKILLS:
• Ability to understand, assimilate and reconcile complex situations and divergent perspectives, usually in situations where some level of conflict is present; elicit information to identify and simplify issues in dispute.
• Excellent communication (oral and written), mediation and negotiation skills including the ability to listen, articulate, defuse tension when necessary, build trust, advocate effectively, and problem-solve creatively.
• Ability to cultivate and maintain productive and collaborative relationships with diverse members of the university at all levels, including university Governance. Must be aware of, and comfortable working with, the constructive tension that exists between the Office of the Ombudsperson and the rest of the university.
• Ability to identify legal/policy problems within a public institution and conduct a thorough appraisal of the impact that legal issues can and may have on the outcome, and what other means may be available for achieving an outcome that is acceptable to the parties.
• Ability to assist in or provide advice, expertise, consultative services in managing discrimination and harassment, anti-racism, and workplace conflict cases; understanding of cultural diversity and needs of special populations; coordinate and conduct complex consultation, liaison, and communication activities to inform, educate, obtain feedback on and gain support for the resolution of complaints/grievances.
• Ability to move from high level conceptualization to detailed and thorough implementation with the ability to engage in both independent and consultative decision-making to move issues forward and build necessary consensus around a resolution.

DECISION MAKING:
• Determines when to intervene to facilitate a resolution of a concern or to conduct an informal inquiry concerning matters that they feel warrant such treatment. Decides on the method of intervention or inquiry for individual cases.
• Decides when not to intervene in a case where the request for assistance is not made in good faith or is otherwise considered to be frivolous, malicious in nature, an abuse of process, or designed to subvert another legitimate process.
• After conducting an inquiry, determine when to bring findings to the attention of those in authority. Findings may include recommendations to remedy an individual situation that has caused unfair treatment or resulted in an unjust outcome. To the extent that the recommendation(s) are not acted upon, determines whether to address the matter with the Audit and Risk Committee of the Board of Trustees or the Senate for further action.
• Determines the course of action regarding reports of alleged improper acts relating to the university, including assessing the credibility of the report, and deciding whether interim measures will be initiated to protect the university community, funds, or property. Determines whether alternate university policies govern the issue or procedures within collective agreements are applicable. Decides whether to conduct an investigation and how, and prepares a final written report to make a finding.
• Decides when to alert senior administrators to an emerging situation. Decides to disclose information offered in confidence where it is necessary to prevent violence within the university community whether in the academic/student environment or the employment context in which employees have the right to a safe workplace.
• Determines which matters to assign to Advisors within the Office of the Ombudsperson.
• Evaluates job candidates and makes effective recommendations on suitable hires. Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations. Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances. Makes effective recommendations on level of discipline up to discharge and probationary termination.
• Determines the extent to which assistance can be provided to an individual responding to allegations of sexual misconduct without exceeding the intended purpose of the Ombudsperson’s role, and weigh this against the university’s legitimate interest and responsibility to address allegations of sexual violence when such cases arise.

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 hradmin@queensu.ca.