Staffing Officer

at  Queens University

Staffing Officer
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.
Come work with us!
Job Summary
Reporting to the Senior Staffing Officer within the Faculty of Arts and Science (FAS), the Staffing Officer participates in the oversight of processes and activities related to staffing for academic faculty within FAS. The Staffing Officer will exercise a high level of independence and initiative in decision-making, ensuring that matters are followed through to completion in compliance with employment legislation, relevant collective agreements and university policy. In addition to supporting the academic appointment, RTP (Renewal, Tenure, Promotion), leave, search and review committee processes, the Staffing Officer will manage complex appointment files, provide support with escalated issues within the Staffing Office and proactively inform the Senior Staffing Officer of potential challenges and recommendations on solutions. The Staffing Officer will establish work priorities and timelines based on their extensive knowledge of the Collective Agreement between Queen’s University and Queen’s University Faculty Association (QUFA), Senate policies and faculty appointment and RTP procedures.
Job Description

REQUIRED QUALIFICATIONS:

• University Degree or three-year post-secondary program in business administration, with a focus in human resources.
• Several years relevant work experience in a professional, customer-service oriented business environment.
• Comprehensive knowledge of applicable employment legislations and collective agreements. Knowledge of university structure, policies, and procedures.
• Supervisory experience preferred.
• 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 considered an asset.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:

• 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.
• Demonstrated leadership ability combined with a high degree of initiative and ability to work both independently and as part of a team.
• Capable of building effective, productive and professional work relationships, demonstrating a strong client focus.
• 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.
• Excellent 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.

SKILLS

• Attention To Detail
• Collaboration
• Communications
• Policy Interpretation
• Process Analysis
• Time Management

• Administer academic appointments, including reappointment/renewal, tenure, promotion within established guidelines and as governed by the Collective Agreement for QUFA members. Oversee completion of Adjunct 1 appointments.
• Take a leadership role in managing complex appointment and re-appointment files, proactively identifying potential risks, issues or inconsistencies while ensuring compliance with relevant Collective Agreements.
• Prepare routine to complex letters of appointment (including Executive, Chairs and Headship appointment letters), and other correspondence for signature by relevant stakeholders including the Senior Staffing Officer, Associate Director, Staffing Department Heads, the Vice-Dean / Dean or Provost and Vice-Principal (Academic).
• Maintain in-depth knowledge and understanding of University and Faculty policies which influence or impact academic staffing decisions and arrangements.
• Assume a lead role in issue identification, planning and implementation of changes to processes within the Staffing Office. Assist team members to find effective solutions to issues that arise and document solutions to common problems. Triage escalated matters to the Senior Staffing Officer as appropriate.
• Identify ways to increase department/unit organizational effectiveness. Proactively inform the Senior Staffing Officer of potential challenges and issues.
• Respond to inquiries, liaise and advise on a variety of academic processes, including collective agreement and policy interpretation, the administration of the Renewal, Tenure and Promotion process and staff recruitment and selection administrative processes (including HR PeopleSoft).
• Develop internal processes and timelines to facilitate efficient Reporting and File Management. This responsibility includes a leadership role in the coordination of QUFA annual and bi-ennial processes and RTP processes.
• Provide guidance and advice on the Labour Market Impact Assessment Process. Submit LMIA exemptions through the Employer Portal, liaising with the Senior Staffing Officer and Immigration Consultant of the University Faculty Recruitment and Support Program to ensure accuracy and compliance with changing government regulations.
• Lead in the preparation of data for reports, including headcount, recruitment, and a variety of other ad hoc reports. Ensure organization and accuracy of reports.
• Oversee the accuracy of academic data forms submitted by departments prior to obtaining required signatures and forwarding to Human Resources.
• Process template-based hires, enter profile management information, appointment data into HR PeopleSoft. Audit and maintain accuracy of data on an ongoing basis. Liaise with the Human Resources Client Services Team as required to ensure data integrity.
• Within assigned portfolio, maintain a record of faculty who hold work permits and follow-up with Departmental Administrators as required to facilitate timely renewal of work permits.
• Liaise with others in the Faculty of Arts and Science, within the University and with outside agencies. Establish and maintain excellent rapport with key personnel.
• Oversee and assist with confidential administration aspects of Term Adjunct appointments, which are predominantly governed by the Collective Agreement. This includes calculation of workload, years of experience and service, eligibility and compensation, for review by the Staffing and Financial Officers as well as preparation of appointment letters for the Dean or Principal’s signature.
• Liaise and advise the Deans, Department Heads and departmental administrative staff on Faculty and Adjunct staffing issues including, but not limited to, academic leaves, University Research Grants (URG) and adjunct renewals and appointments.
• Performs data entry by processing contract/template-based hires, earnings distributions, and other job data changes for all academic and or staff appointments ensuring accuracy and completeness. Enters timekeeping information as required.
• Act as resource person to the Dean, Associate Deans and Department Heads to ensure compliance with the Collective Agreement.
• Provide strong attention to detail to prepare and ensure accuracy of data sheets, salary and cheque requisitions and reports, with respect to monthly payroll, grants (URG’s) and liaising with Human Resources where appropriate.
• Oversee, administer and process annual academic leave applications, including determining eligibility in accordance with the Collective Agreement.
• Compile and manage information and data with regard to Adjunct appointments; create and maintain forms and spreadsheets for this purpose.
• Maintain personnel files including the official file for all full-time and adjunct faculty members. Archive/dispose files under the University provision for file retention.
• Provide administrative and research support to others, primarily the Senior Staffing Officer.
• These duties may either be performed directly or delegated to the Staffing Coordinator and/or Staffing Office Assistant (as advised by the Senior Staffing Officer), with the Staffing Officer often providing direct supervision/guidance in this regard on behalf of the Senior Staffing Officer.
• Undertake other duties, as directed, in support of the staffing function in the Dean’s Office.
• Supervise the work of the Staffing Office Assistant and Staffing Coordinator in the day-to-day operation of the office. Schedule, assign work and oversee its completion. Manage and monitor workflow.
• Plan, prioritize and manage the work of supervised staff in consultation with the Senior Staffing Officer, providing strategic and tactical advice, guidance and coaching.
• Working closely with the Senior Staffing Officer, identify the need for additional staff resources, participate on staffing committees, and make effective recommendations regarding employee selection.
• In consultation with the Senior Staffing Officer, manage performance of supervised staff by establishing performance standards and providing input on formal performance reviews on an ongoing basis.
• Assess staff training and development needs of supervised staff and ensure that employees receive training required to improve and sustain successful performance.
• Escalates unresolved performance and/or disciplinary matters to management.
• Undertake other duties, as directed, in support of the staffing and administrative functions of the Faculty.