Department Manager
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Job Summary
Reporting to the Department Head of the Department of Oncology and Program Medical Director of the Kingston Health Sciences Centre (KHSC) Cancer Program, the Department Manager is accountable for the effective planning, coordination and management of the overall administrative operations of the Department of Oncology, and for assisting the Head in short and long term strategic and operational planning. The Department of Oncology offers residency programs in both Medical and Radiation Oncology and a graduate program in Medical Physics. The department has also taken a leading role nationally in competency-based residency training and has a robust research program and is home of the Queen’s Global Oncology Program.
The Department Manager provides executive level administrative support to the Department Head, supporting administration initiatives across the department. The incumbent serves as a liaison between other academic and administrative units of the University, the hospitals and outside agencies to ensure department operational requirements are met. The Department Manager interprets, modifies and implements changes in procedures, policies or standards in collaboration with the Department Head and members of the leadership team. Primary activities include: operations and human resources management, financial planning, budgeting, forecasting, procurement, facilities management, health and safety management, communications and marketing. This position involves independent decision-making, responsibility and personal initiative.
Job Description

REQUIRED QUALIFICATIONS:

• University degree in Business Administration or other relevant field.
• Several years of progressively responsible management experience, including supervision of administrative staff, financial management, and planning and project responsibilities.
• Experience managing accounts and demonstrated competency with bookkeeping and accounting practices.
• Previous work in a university or other academic environment is preferred.
• Knowledge of collective agreements and working in a unionized environment is an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• Respects diversity and promotes inclusion in the workplace.
• Excellent analytical, organizational, planning and problem-solving skills, in order to coordinate and direct the work of the department.
• Ability to cope with multiple demands and resolve conflicts.
• Creative problem solving skills.
• Ability to synthesize information from a wide variety of sources. Ability to conceptualize creative plans and workable solutions for dealing with a wide array of management problems.
• Ability to perform complex accounting procedures, carry out financial duties and budget analysis. Competent auditing and analytical skills to prepare detailed financial reports and accurate statements.
• Ability to delegate tasks so as to maximize the efficient operation of the Department.
• Project and change management skills.
• Flexibility, initiative and resourcefulness to work independently at a high level.
• Capable of maintaining strict confidentiality with an ability to recognize and handle confidential information in an appropriate manner.
• Sound judgement, tact, and discretion.
• Interpersonal and communications skills (both verbal and written) to deal with a wide variety of individuals in a professional manner and to provide clear and accurate information.
• Ability to work in a collaborative environment with a service orientation.
• Ability to motivate and to create a strong work environment. Sensitivity to issues affecting staff.
• Ability to adapt and implement new technologies.
• A broad knowledge of the university structure, policy, regulations and administrative systems, as well as a sound knowledge of the university financial/accounting practices.
• Advanced administrative skills, proficient in use of standard word processing, spreadsheet, database and presentation software for data analysis and information distribution/reporting.
• Basic understanding of information technology infrastructure, websites and internet social media is an asset.

Executive and Departmental Administration

• Provide executive administrative support to the Department Head. Plans, manages and coordinates a high volume of diverse activities including schedule and event management, booking travel and managing progress on high priority initiatives and projects and active follow-up on action items.
• Support and advise the Department Head and committee chairs in all aspects of recruitment, appointment, reappointment, renewal, tenure and promotion (RTP) and leave for all faculty members and regarding clinical faculty appointments to the Medical staff of the Kingston Health Sciences Centre (KHSC).
• Process or oversee the processing of contracts and hospital privileges for all faculty, term associates and fellows.
• The incumbent will serve as a liaison with the Faculty of Health Sciences and Faculty Relations on academic staffing issues.
• The incumbent will attend monthly Department meetings and other Departmental committee meetings as directed by the Department Head. Prepare agendas, take minutes as secretary to Departmental committees, write the committees’ final reports, guide the committees through the proper process, advise the committee on equity issues and serve as resource person to the committee by compiling data and conducting research.
• Work closely with the Department Head on the administrative work of these committees, informs faculty, staff and students of approved policies and processes.
• Provide leadership in the area of information management and communication flow, acting as a resource person, liaison and communicator.
• Working with the Head, develop the departmental public relations strategy to elevate the regional, provincial and national presence of the Department. Oversee the development of departmental reports and promotional material, including the departmental website and social media.
• Act as liaison officer with other academic and administrative departments within Queen’s, the hospitals, outside agencies and the community.

Human Resource Management

• Liaise with the Human Resources Department to provide guidance and advice to the Head on employment standards, human resources procedures and requirements, union agreements, professional development opportunities and University policies. Work with the Head to ensure compliance with all labour agreements and policies across Departmental functions.
• Participate in the development and implementation of an effective human resources management plan, identifying opportunities for improvement and making recommendations to the Head based on analysis and research. Lead, or assist with, the development of standardized processes, guides, manuals and resources for the Department.
• Manage, organize and maintain confidential records, including Departmental staff files, ensuring information is provided to University central files.
• Plan, prioritize and manage the work of employees, providing strategic and tactical advice, guidance and coaching. Work closely with the Department Head to identify the need for staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
• Manage performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assess staff training and development needs, and ensure that employees receive training required to improve and sustain successful performance.
• Investigate, address and resolve employee/labour relations issues, including disciplinary matters. Make decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.

Operations & Facilities Management

• Manage the operation of the Department through assessment, development and/or modification of policies and procedures to streamline processes, this involves planning, coordinating and monitoring all aspects of operations and progress in order to increase efficiency and effectiveness, identify and recommend improvements, and manage or assist with the implementation of approved changes.
• Act as a knowledge resource, subject matter expert, and point of contact for management across the University, hospitals and external agencies.
• Work closely with the Department Head to develop short and long term strategic plans and administrative policies, advising particularly on financial and human resource issues, and ensuring the effective operation of the department/unit as a whole.
• Serve as an initial point of contact for the Head and coordinate required action or response as appropriate.
• Provide direct faculty consultations with respect to financial and operations matters, policy development, space issues, staffing issues and students or other department or program concerns. Identify issues in the Department through analysis cause and effect.
• Oversee all administrative requirements for, and work with the Department’s Academic Initiatives Officer to provide support for the department’s research programs.
• Consistently monitors and evaluates all aspects of support within the department, in order to increase efficiency and effectiveness.
• Manage the allocation of space, building maintenance and renovations. Assess and direct the arrangements for the purchase of software, equipment, furnishings and supplies, negotiate and administer purchase/rental and maintenance agreements for equipment and ensuring installation. Serve as one of the departmental computing (IT) representatives.
• As a competent Supervisor as defined under the Occupational Health and Safety Act, communicate with the Department’s Health and Safety Officer to ensure compliance with Health and safety regulatory requirements including monthly and annual audits, procedures and safety manuals.

Financial Management

• Oversee and manage the financial operations of the Department.
• Prepare budget proposals in collaboration with the Head, manage the Department’s operating, trust, endowment, research grant and overhead accounts, and all related financial operations.
• Direct and review the work of general and budgetary accounting functions for assets, liabilities, revenue, and expenses, authorize purchases and leases for the full scope of the Department’s supplies and equipment.
• Administer budget and departmental accounts, monitor account activity ensuring the accuracy and validity of account transactions.
• Develop and maintain a variety of financial reports on key aspects of financial management, highlighting areas of concern with recommendations for corrective action.
• Support the implementation of new financial systems/tools and budget processes.
• Work closely with the Department Head on a variety of strategic and operational projects, making recommendations for the financial resources of the department and for planning and development.
• Prepare reports and financial forecasts to meet operational and strategic planning requirements, including budget projections and scenarios.
• Review and analyze reports, briefs and other sources of information and composes related correspondence and documents. Conducts research, compiles, processes and synthesizes data in order to meet the Department’s needs. Ensures that information is accessible to others.
• May assist the Head in advancement planning and programs.
• Any other tasks, assigned at the discretion of the Department Head that are required for the efficient operation of the Department.