Manager, QUIP Operations and Special Projects

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.

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Disclaimer: As part of the application process at Queen's 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

Career Services supports students in building hope, confidence, skills, and connections toward successful futures by providing university-wide support for career development and the growth of experiential learning opportunities. Reporting to the Associate Director, Work-Integrated Learning, the Manager, QUIP Operations and Special Projects for the Queen’s Undergraduate Internship Program (QUIP) is responsible for leading the review and improvement of program processes to enhance operational efficiency and stakeholder experience. This role will provide day-to-day supervision and direction to the internship program administration team, overseeing key administrative functions such as maintaining the internship job board, providing employer support, coordinating student offers, and acting as the first point of contact for student communication. The Manager drives the adoption and enhancement of technology tools for workflow automation and data reporting, ensuring the development of an efficient and scalable administrative infrastructure. Through these efforts, the role facilitates the successful implementation of new workflows while ensuring alignment with Queen’s strategic goals.

Job Description

KEY RESPONSIBILITIES:
• Manages the operations of QUIP and ensures activities and processes are well-integrated into the rest of Career Services and capitalize on existing infrastructure.
· Leads an end-to-end review of QUIP program processes to identify areas for increased efficiency and effectiveness and implements changes across processes.
· Oversees project timelines, priorities, and resource allocation to meet all deliverables, determined in collaboration and with direction from the Associate Director.
· Develops and implements streamlined operational workflows in collaboration with cross-campus partners, engaging staff and ensuring that objectives are defined and met within deadlines.
· Manages QUIP program usage of technology, such as the MyCareer application, including setting and monitoring standards for use, assessing and implementing process improvements, and working with the external vendor to implement changes, as required.
· Contributes to strategic and long-term planning through the provision of data, performance metrics, and partner feedback.
· Provides day-to-day supervision and direction to the program administration team to ensure smooth operations.
· Provides leadership, coaching, and support to team members to foster a high-performing, collaborative work environment.
· Facilitates stakeholder engagement and communication to gain consensus and support for process changes.
· Manages change initiatives, including communication and training to support successful adoption of new procedures.
· Monitors process performance post-implementation and recommends continuous improvements based on data and feedback.
· Prepares comprehensive documentation of revised processes, policies, and best practices.
· Provides regular progress reports and updates to program leadership and key stakeholders ensuring compliance with Queen’s University policies.
• Plans, prioritizes and manages the work of staff, 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 disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Undertakes other duties or special projects as required in support of the unit or department.

REQUIRED QUALIFICATIONS:
• University degree in a relevant field.
• A minimum of 5 years progressive experience in an administrative/organizational capacity, with demonstrated experience in project management, process review or change management, proven success in a leadership role with significant cross-functional work.
• A professional designation(s) in process management (Six Sigma, Lean) and/or change management (PROSCI), and/or project management (PMP), is strongly preferred.
• Prior experience working with databases, knowledge of Career Service Management systems such as job posting software, event management software, or customer relationship software, an asset.
• Experience in a supervisory capacity and previous work in a university or related environment required.
• Knowledge of experiential learning theory and practices.
Knowledge of effective job search strategies, job search resources, and recruitment trends.
• Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• A strategic outlook.
• Strong judgment and decision-making skills to investigate, identify and analyze key issues, risks, benefits and costs to develop solutions.
• Organizational, planning and project management skills with ability to cope with multiple demands and manage competing priorities to meet deadlines and targets.
• Excellent spoken and written communication skills across a variety of contexts.
• Exceptional ability to manage through influence.
• Superior interpersonal and relationship management skills.
• Ability to foster and cultivate relationships with staff and faculty program partners, employers, and students/interns.
• Advanced administrative skills, including the use of computer applications such as MS Office and the ability to adapt to and implement new technologies.
• Extensive knowledge of university structure, policies and programs.
• Demonstrated commitment to principles of equity, diversity, accessibility, inclusion, Indigenization and human rights for equity deserving groups
• High level of discretion and good judgment; skilled in diplomacy, negotiation and mediation to resolve issues among stakeholders with diverse opinions and objectives.
• General technical acumen in order to help determine program requirements and identify and implement improvements
• Commitment to student career planning and development across the breadth of the University’s academic programs.

DECISION MAKING:
• Makes annual and long-term planning decisions in consideration of diverse students needs.
• Makes judgements about appropriate processes and technology to support collecting, merging, analyzing, and reporting of data.
• Determine how best to meet the needs of current partners and make recommendations to the Associate Director.
• Utilize good judgement about when to involve the Associate Director on issues that require strategic decisions (while providing advice and/or recommendations), versus making decisions and taking action independently.
• Through analysis and observation, determine appropriate policies and procedures and decide how modifications should be proposed and implemented, creating inclusive working and learning environments.
• Determines priorities and makes recommendations regarding staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
• Evaluates job candidates and makes effective recommendations on suitable hires.
• 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 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.