Coordinator, Faculty Relations

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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

Reporting to the Director, Faculty Relations (“Director”) the incumbent provides overarching support to Faculty Relation by delivering responsive, client-centered service while supporting the effective day to day operations to the team. The Coordinator builds strong relationships, supports administrative and operational processes and contributes to a positive and collaborative workplace culture. This role supports the coordination of administrative and faculty relations activities ensuring compliance with institutional policies, collective agreements and applicable legislation. The role is proactive in identifying opportunities for improvement, open to learning and innovation, dedicated to fostering inclusive and supportive experiences.

The role requires strong organizational, analytical and interpersonal skills with the ability to manage multiple priorities in a fast-paced environment. Human Resources at Queen’s University is rooted in our values of compassion, curiosity, collaboration, and continuous improvement, we serve as trusted and resilient advisors to the university community, strengthening our workforce with effective talent management practices that propel Queen's forward in its academic mission.

Job Description

KEY RESPONSIBILITIES:
• Provide high level executive support to the Director and members of the Faculty Relations office team. This will include, but is not limited to, conducting research, interpretation and analysis of information, preparing correspondence and files, agendas, minutes, reports, presentations, and briefing notes, drafting communication, and coordinating meetings and follow-up.
• Draft correspondence, briefing notes, prepare agenda items for meetings, schedule meetings and act as a resource on behalf of the Faculty Relations team.
• Undertake writing projects as assigned, including policy and procedure documents.
• Develop and manage Faculty Relations communications to the university community and department.
• Seek opportunities to enhance the level of executive support provided and initiates change accordingly.
• Determine the distribution, delegation and/or action required for incoming mail, telephone and e-mail messages. Identify and prioritize what needs to be directed to the Director’s or others’ attention, require further research, or response.
• Provide committee support by drafting correspondence, acting as a main contact and first line of support to committee members via phone/email, preparing agendas for committee meetings, taking minutes when required, and serving as committee secretary upon request.
• Contribute to continuous improvement of processes recommending enhancements and supporting the implementation of streamlined procedures and best practices.
• Provide human resource support by liaising with candidates and providing administrative assistance with the hiring and onboarding process as required.

Departmental Administrative Support
• Act as a resource for Faculty Relations, represent Faculty Relations in a professional manner, and liaise frequently with other offices/departments on campus.
• Provide high-level administrative support such as scheduling meetings, arranging logistics, preparing agendas and minutes and following up on action items for several Committees attended or chaired by other members of the Faculty Relations.
• Provide a welcoming, professional atmosphere for people approaching Faculty Relations in person, by telephone, email and on the web.
• Develop and maintain a paper and online filing system that complies with University Records Management policies and procedures. Looks for opportunities to enhance the efficiency and effectiveness of filing systems, canvassing input from Faculty Relations and implementing changes to filing systems as needed.
• Lead or support special projects or department activities on behalf of the Associate Vice- Principal Human Resources or the Director as required.

REQUIRED QUALIFICATIONS:
• Three-year post-secondary program in a Business-related field combined with several years of experience providing executive level administrative support. Consideration will be given to an equivalent combination of education and direct work experience.
• Advanced Microsoft Office skills (word processing and PowerPoint). Able to use software to improve office efficiency and effectiveness.
• Advanced proficiency in Microsoft Excel and other data collection programs is required. Experience with PeopleSoft is an asset
• Experience supporting employee or labour relations functions, preferably in a postsecondary or unionized environment.
• Broad knowledge of University administrative processes, collective agreements, employment legislation, systems and regulations.

SPECIAL SKILLS:
• Promotes the value of diversity and the importance of being an inclusive organization and ensures equitable and fair treatment of others and actively works to make the workplace inclusive for all individuals.
• Demonstrated exceptional interpersonal and client service skills grounded in compassion, professionalism and respect.
• Ability to approach sensitive or complex situations with empathy, tact, confidentiality and sound judgement while fostering positive supportive relationships.
• Bring curiosity and a proactive learning mindset by seeking opportunities to enhance knowledge, understanding diverse perspectives, improving processes and contributing innovative ideas.
• Demonstrate adaptability and openness to change within evolving operational and labour relations environments.
• Committed to continuous improvement through attention to detail, process coordination, accountability and service excellence.
• Strong organizational and planning skills with ability to manage multiple priorities, coordinator competing deadlines and maintain a high level of accuracy in a fast-paced environment.
• Strong collaboration skills with the ability to build effective working relationships with diverse stakeholders. Works cooperatively in a team environment, values shared problem-solving, and contribute positively to an inclusive and respectful workplace culture.
• Skilled written and verbal communication skills with ability to communicate clearly, professionally and respectfully with a wide range of stakeholders.
• Demonstrates strong interpersonal skills and the ability to convey complex or sensitive information with tact, diplomacy, discretion and professionalism.
• Advanced administrative skills, including the use of computers for information distribution/reporting (word processing, spreadsheet and PowerPoint). Ability to adapt to emerging technologies.
• Ability to coordinator activities, track progress, manage competing deadlines and ensure projects and operational processes are completed accurately, efficiently and in alignment with objectives.
• Ability to work outside of normal work hours as necessary.

DECISION MAKING:
• Skilled in managing sensitive and confidential matters with professionalism, discretion and fairness while balancing operational needs and service expectations.
• Demonstrates critical thinking, problem-solving and the ability to determine appropriate courses of action.
• Determines when to escalate issues and support resolution focused outcomes.
• Determine support required for Director.
• Determine content of written responses, briefing notes, files and background information required.
• Determine which scheduling priorities are most important to the Director in order to effectively manage the Director’s calendar.
• Handle incoming correspondence via phone/email and in person and determine when to refer issues/concerns to others.
• Making daily operations decisions and resolving problems associated with the office as they arise.
• Uses judgement to identify more complex matters that should be referred to appropriate HR specialist/Director and ensures comprehensive background information is collected and shared.
• Under the direction of the Director, determine appropriate research approach and relevant information to include in reports and briefings.
• Decide how to proceed and who to work with for each project or initiative.
• Decide on work prioritization and time-management.

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.