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

Reporting to the Director Strategic Initiative and Institutional Program (Director), the Associate Director Operations (Research Centres and Institutes) (Associate Director) will provide administrative and operational leadership to a diverse team of staff that are directly supporting the Vice-Principal Research Tier 1 Research Institutes (Institutes). This role will provide administrative support to a wide range of leading-edge research fields currently including astroparticle physics and material science, with the potential to grow to support a greater number of strategic research areas.
As a member of the Office of the Vice Principal Research (VPR) portfolio, the Associate Director can leverage centralized administrative resources to support the strategic directions of the Institutes. The Associate Director role supports other initiatives with the purview of VPR in a similar capacity based on operational needs. This opportunity has the potential to evolve as the VPR Strategic Initiative portfolio expands over time.
If you are a collaborative, strategic, science research professional with a people first approach to management, we encourage you to apply.

Job Description

KEY RESPONSIBILITIES:
Strategic Support:
• Identify, communicate and implement operational and administrative directions for the Institutes, subject to scientific leadership and Director approval.
• Work with the Director to identify and respond to new opportunities aligned with the goals of administering the Institutes.
• Work with the Director to position the Institutes and its programs such that they will be sustainable in their activities and operations.
Administrative and Operational Leadership:
• Provide leadership and guidance to the administrative, financial and program management of all Institute activities.
• Create a community-wide working environment that is respectful, collaborative and productive.
• Develop and provide supporting materials, implement schedules and agendas and follow-up action plans for all committee meetings and events.
• Maintain a complete database of all program relevant information including: funding history for the field, career trajectories of highly qualified personnel, publications, citations, innovations, patents, outreach activities, schools, conferences and workshops supported and scientific milestones realized.
• Ensure that Institute-supported activities are aligned with the priorities of the program for social and economic impact.
Financial Management and Accountability
Working with the Director and scientific leadership:
• Contribute to the develop and management of Institute budgets in all areas of responsibility.
• Support all agency statistical, operational, and financial reporting.
• Support all agency financial and compliance audits.
• Ensure ethical conduct, integrity and a high degree of professionalism and accountability in all business, financial and research activities.
Partnership Development, Partner Relations and EDII
• In close cooperation with the scientific leadership and the Executive Director, ensure a continued smooth integration into the host departments, and develop strong relationships with other Queen’s University departments and faculties, Institute partners, funders and participants and promote collaboration and networking among these groups.
• Liaise as appropriate with stakeholders including the agency Secretariats, partner universities, partner research institutes and provincial and national research funding agencies and foundations as required.
• Promote a team culture and a sense of ownership among all Institute researchers, partners, and participants.
• Leveraging on the existing capacity of EDII resources, oversee the planning and implementation of EDII wise practices in the research, training, and administrative activities.
Management and Supervision of Administrative Staff
• In cooperation with the Director, coordinate staffing and supervision of the administrative staff, ensuring a supportive environment that encourages effective working relationships. Managers a cohesive, interdependent and highly functional team through training and mentorship.
• Implement a strategy to ensure that employment equity, diversity, inclusion and indigeneity (EDII) is a key element of all hiring processes to hire faculty, research scientists, staff members and students using grant funds.
• Plan, prioritize and manage the work of staff, providing strategic and tactical advice, guidance, and coaching. Identify the need for staff resources, participate on staffing committees, and makes effective recommendations regarding employee selection.
• Manage performance by establishing performance standards, reviewing, and evaluating performance, and conducting formal performance reviews on an ongoing basis.
• In cooperation with the Director, assess staff training and development needs and ensure that employees receive the training required to improve and sustain successful performance.
Communications and Leveraging Additional Funding Opportunities
• Use innovative methods to effectively communicate the Institute’s vision, mission, priorities, and goals to internal and external communities.
• Work closely with the scientific leadership, Director, and members of the stakeholder community as a partner in helping recommend successful research grants for projects aligned with the objectives of the Institutes.
• Identify potential partners to advance new cross-disciplinary research opportunities.
• Identify and provide support for opportunities to leverage additional funding for research and training through provincial, national and international government and industrial initiatives.
• Identify opportunities for philanthropy in support of the Institutes program and work with the Vice-Principal of Research office to realize these opportunities.

REQUIRED QUALIFICATIONS:
• University degree in business or science and will possess five to seven years of experience in scientific/research program administration and management, or other relevant.
• Demonstrated experience in working with multiple stakeholders and providing high-quality and tailored service.
• Operations experience within the academic research sector, developing and implementing innovative policies and practices.
• Strong project management and leadership skills.
• Demonstrated ability to effectively manage budgets and personnel.
• Ability to speak both official languages, English and French, would be assets in this role.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Excellent communication (both verbal and written) and interpersonal skills, demonstrating tact and diplomacy when interacting with individuals at every level and from many different perspectives.
• Ability to work in a complex environment, in a collaborative and collegial manner, using well developed relationship-building, influencing and negotiating skills to secure commitment and achieve results.
Ability to lead the development of strategic and operational planning processes, monitor progress and performance targets.
• Excellent leadership ability to manage a team of professionals and work effectively with diverse stakeholders (e.g. academic researchers, government representatives, senior administrators) internal
/ external to the University.
• Strong attention to detail with a commitment to quality and best practices combined with exceptional writing and review skills to prepare reports and make presentations, adjusting communication style to diverse audiences.
• Strong interpretative and problem-solving skills. Ability to synthesize information from a wide variety of sources.
• Strategic planning, analytical, budgeting and financial management skills.
• Strong organizational skills to coordinate and direct the work of the institutes. Ability to cope with multiple demands, resolve priority conflicts and operate effectively in a deadline-driven environment.

DECISION MAKING:
• Recommends policies, procedures, and quality controls to meet compliance requirements.
• Determines required analysis to provide appropriate advice to the Director and scientific leadership as appropriate. Identifies related institutional, financial, and other implications and makes recommendations for action as required.
• Makes recommendations on financial decisions on budget related matters in area of responsibility on behalf of the Institute, determining the best allocation of resources.
• Decides on best alternatives or range of solutions to a given problem, identifying possible risks and benefits of each. Determines when to involve the scientific leadership.
• 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.

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.