Director, Operations

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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.

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Job Summary

Queen’s Health Sciences (QHS) is one of the largest and most complex faculties at Queen’s University, with a research-intensive environment that includes wet and dry laboratories, animal facilities, clinical and administrative operations and facilities located across Southeastern Ontario from Kingston to Cornwall, south of Ottawa to the Durham region. The Faculty’s project portfolio is similarly diverse, encompassing building and space initiatives, organizational and administrative improvements and the integration of tools, processes and policies.

Reporting to the Chief Financial and Administrative Officer (CFAO), the Director, Operations works closely with the CFAO and QHS executive leadership team to provide project management and operational leadership in support of Faculty-wide strategic priorities. The Director leads the planning and implementation of complex, cross-functional projects and initiatives, bringing together QHS leaders, faculty and staff, central University partners and external service providers to translate strategic priorities into coordinated plans, resolve complex operational challenges and achieve effective outcomes.

The Director provides leadership and oversight for the Faculty’s facilities infrastructure portfolio including construction and renovation projects, deferred maintenance, leased and owned properties, space planning and allocation, workplace health and safety, security and related operational services. The Director advocates for Faculty needs and works collaboratively with central University units and other partners to ensure services and infrastructure effectively support QHS’s academic and administrative activities.

The Director leads the Dean’s office administration team establishing priorities, deploying resources, developing staff and creating a strong culture of accountability and service.

Operating in a highly collaborative and consultative environment, the Director builds and strengthens relationships across the University and with external partners, provides high-level advice and expertise, and promotes an inclusive workplace committed to equity, diversity and inclusion, that supports the Faculty’s mission and strategic priorities.

Job Description

KEY RESPONSIBILITIES:
• Leads planning and implementation of complex, cross-functional faculty-wide strategic projects and initiatives, bringing together QHS leaders, faculty and staff, central University partners and external service providers to translate strategic priorities into coordinated plans, resolve complex operational challenges and achieve effective outcomes.
• Develops and monitors key performance indicators (KPIs) and success metrics for continuous improvement efforts. Communicates progress and escalates concerns to CFAO and QHS leadership team.
• Leads space planning activities for QHS including faculty oversight of construction, deferred maintenance & renovation projects.
• Advocates, influences and audits the work of central facilities team to ensure services to QHS owned buildings in Kingston are provided in a timely and complete manner.
• Manages leased and QHS owned building outside of Kingston including related teams and maintenance contracts. Works collaboratively with key constituents including regional education, family medicine, MDFM and others on the administration of the properties across Southeastern Ontario.
• Manages and oversees facility, administrative assistants and project staff & contractors. Deploys resources to address operational support demand across QHS.
• Leads workplace health & safety and security initiatives in partnership with faculty committees and central units.
• Supports unit administrators in the procurement of large purchases and administration of leases & management contracts in partnership with central units.
• 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.
• 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 making decisions regarding disciplinary and discharge matters.
• Promotes and fosters a culture of inclusion and diversity and a sense of service in support of the Faculty’s mission.
• Represents the Faculty by participating in discussions on various university-wide issues and policy formulation. Serves on committees as a representative of the Faculty as required.
• Perform other duties as assigned by the CFAO.

REQUIRED QUALIFICATIONS:
• University degree in a relevant field and a minimum of 7 years of progressively responsible experience in operations and project management.
• A professional designation(s) in project management (PMP), process management (Six Sigma, Lean) and/or change management (PROSCI) is preferred.
• Proven knowledge of continuous improvement, project management values, methodologies, and tools.
• Significant managerial and professional experience and relationship building skills to support of a complex executive environment.
• A solid understanding of the University’s and Faculty’s priorities and structure.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• High level of discretion, sound judgement and strong analytical and decision-making skills to assess complex issues, balance competing interests and develop practical solutions.
• Organizational, planning and project management skills with ability to cope with multiple demands and manage competing priorities to meet deadlines and targets.
• Proven leadership skills with the ability to manage people and build high-performing teams, foster accountability, and drive operational excellence and continuous improvement.
• Commitment to excellence, with demonstrated ability to initiate and improve effectiveness and efficiency.
• Exceptional communication (written and verbal), consultation and relationship-management skills, with the ability to influence, collaborate, negotiate and build consensus among individuals with diverse perspectives and levels of authority.
• Advanced technology and analytical skills, included the use of data to support decision-making, process improvement and reporting, with the ability to evaluate and implement new systems and technologies.

DECISION MAKING:
• Determines operational priorities and allocates resources to achieve faculty objectives while balancing competing demands.
• Make decisions and recommendations regarding complex operational facilities and administrative issues that may have significant financial, service, or impacts.
• Exercises significant judgement and makes independent decisions when developing and implementing administrative efficiency and effectiveness projects.
• Manages capital project budgets and unit level, annual budget and allocates resources across competing initiatives to support faculty goals and emerging organizational needs. Sets, directs and advises on work plans and efforts for assigned projects.
• Decides on best alternatives or a range of solutions to a given problem, identifying potential risks and benefits.
• Analyzes, summarizes and makes conclusions regarding information and policy implications.
• Determines when issues require escalation to the Dean, CFAO and/or senior administration and recommends appropriate mitigation strategies.
• Through analysis and observation, and in consultation with other staff, recommends appropriate policies and procedures and decides how modifications should be proposed and implemented if necessary.
• 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.
• Assesses information requests under FIPPA, and determines appropriate response. Consults with the university’s legal counsel for clarification when necessary.
• Decide suitable time to involve others in resolution of complex issues (i.e. University Legal Counsel, university administrators, service providers, insurers, brokers).

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's 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+ persons. In 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.