Staffing Assistant - job 2 of 2

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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Job Summary
Reporting to the Associate Director, Staffing, the Staffing Assistant is responsible for providing administrative support as it relates to recruitment, staffing and human resources activities for academic and non-academic staff within Queen’s Health Sciences (QHS). This includes the academic appointment, reappointment/renewal, tenure and promotion processes for faculty members, the administration of formal faculty and staff leaves and support to headship search and review committee processes including search and review committees for vice-deans, associate deans, directors and chair holders. In addition, the incumbent provides support on staff appointments, renewals and changes, as well as maintaining the web-based attendance program for Queen’s Health Sciences (QHS). The incumbent is also responsible for auditing of staff and faculty-related date in HR PeopleSoft, running queries from HR PeopleSoft and entering data into and maintaining the Faculty personnel database and the joint Hospital-Faculty Physician database. The incumbent is expected to act with initiative, make decisions independently, maintain a high degree of confidentiality and work collaboratively and consult with senior staff as required. This position requires the incumbent to ensure that all matters dealt with are in compliance with employment legislation, relevant collective agreements and university policy.
Job Description

KEY RESPONSIBILITIES:

• Assists with the confidential administration of both staff and faculty appointment processes including the appointment, reappointment/renewal, tenure, promotion and academic/sabbatical leave processes governed by the Collective Agreement for QUFA (Queen’s University Faculty Association) members and the Senate policies for clinical faculty, providing support and awareness of policies that impact these roles.
• Liaises with and advises departmental administrative staff on a variety of staff and academic processes such as headship search and review committee processes, the administration of the Renewal, Tenure and Promotion process and staff recruitment and selection administrative processes (including HR PeopleSoft and CareerQ administration).
• Prepares routine correspondence for signature by relevant stakeholders including Department Heads, the Vice-Dean/Dean or Provost and Vice-Principal (Academic) relating to appointment and reappointment for Adjunct (Group 1), Term Adjunct and cross-appointed faculty, recommendation for hospital medical staff privileges, and other letters of appointment.
• Coordinates search/review committees and external reviews. The incumbent will serve as committee secretary for headship review committees, as required, including assembling relevant documents for circulation, taking and transcribing minutes, drafting the final report of the Committee, and preparing the associated correspondence for the Provost’s signature.
• Ensures the accuracy of academic data forms and staff appointment forms submitted by departments prior to obtaining required signatures and forwarding to Human Resources.
• Processes template-based hires and enters profile management information into HR PeopleSoft.
• Ensures accuracy of faculty and staff appointment data in HR PeopleSoft through audits and queries and liaises with the Human Resources Client Service Team to maintain accuracy of QHS employment data.
• Inputs and extracts data from the Faculty personnel database and from the Hospital-Faculty Physician joint database for various administrators including the Executive Vice-Dean, Heads of Departments, Hospital officials and others.
• Prepares and maintains a variety of staffing and other reports, including headcount, overtime, recruitment, and ad hoc reports upon request. Ensures reports reflect accurate information and are well organized.
• Maintains personnel files including the official file for all full-time and adjunct faculty members, both QUFA and clinical, including the archiving/disposing of files under the University’s provision for file retention.
• Liaises with others in Queen’s Health Sciences, within the University and with outside agencies. Responds to inquiries from faculty members, departmental personnel and Heads of Departments/Directors of Schools. Researches or synthesizes answers to solve problems where possible and answers questions as they arise.
• Undertakes other duties, as directed, in support of the staffing and administrative functions of QHS.

REQUIRED QUALIFICATIONS:

• Three-year post-secondary program in business administration, with a focus in human resources.
• Three-years of work experience in a professional, customer-service oriented business environment.
• Demonstrated experience in Word and Excel, at an intermediate level. Previous experience working with a variety of software programs and databases.
• Knowledge of PeopleSoft system is considered an asset.
• CHRP Designation is considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respect diversity and promote equity, inclusion and accessibility in the workplace.
• Excellent customer service skills with the ability to handle difficult situations with tact and diplomacy.
• Excellent interpersonal and communication skills to interact with a wide variety of people in many different contexts
• Excellent judgment in dealing with highly confidential material and issues.
• High degree of initiative and ability to work both independently and as part of a team.
• Ability to work well under pressure and to respond to tight deadlines.
• Ability to stay focused and maintain a service-oriented perspective while dealing with multiple duties and constant interruptions.
• Ability to pay attention to detail with high degree of accuracy when inputting data.
• Organizational skills.
• Analytical, interpretive and problem-solving skills.
• Knowledge of HR related legislation, policies and best practices.
• Computer skills including word processing, familiarity with database applications, and HRIS systems, data retrieval and willingness to learn new software programs as required and ability to keep up with changing technology.

DECISION MAKING:

• Prioritize work and time and decide most important tasks among several to ensure that work is completed in a timely fashion and that deadlines are met.
• Determine when to respond to routine inquiries and when to direct inquiries to an appropriate person or escalate issues for resolution. Determine the sensitivity of a request/inquiry and decide when to refer the matter.
• Identify when data that is received for input is incorrect and refer it to the appropriate person for correction.
• Assist in determination of the data required for reporting. Identify if data is missing and determine if further action is required.
• Make recommendations regarding administrative procedures; suggest and help implement changes.
• Determine and/or make recommendations on report structure and layout.
• Determine most appropriate content and formatting of correspondences and reports for the signature of the Dean, Vice-Dean or Department Head.
• Recognize where improvements can be made to customer service and processes and bring forward recommendations.

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 .