Academic Human Resources (HR) Administrator

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Competition Number: J0225-0535

Position Title: Academic Human Resources (HR) Administrator

Position Number (Final): 00504458

Employee Group: Support Staff

Job Category: Human Resources and Equity

Department or Area: Queen's Health Sciences, Staffing Office

Location: Kingston, Ontario, Canada (Hybrid)

Grade: 06 Review Salary Information Here

Hours per Week: 35

Job Type: Term

Length of term: 20 Months

Shift: 7 Monday - Friday

Number Of Positions: 1

Date Posted: March 14, 2025

Closing Date: March 23, 2025

COVID 19 On-Campus Requirements: Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

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 Associate Director, Academic Human Resources, the Academic Human Resources (HR) Administrator is responsible for providing administrative support as it relates to recruitment, staffing and human resources activities for academic and non-academic appointments within Queen’s Health Sciences (QHS). The incumbent is expected to act with initiative, make decisions independently, maintain a high degree of confidentiality, work collaboratively and consult with senior staff as required. This position requires the incumbent to ensure that all matters are addressed in compliance with employment legislation, relevant collective agreements and university policy.

Job Description

KEY RESPONSIBILITIES:

• Coordinates, advises and supports the confidential administration of academic and non-academic appointment processes including recruitment, onboarding, reappointment/renewal, tenure/continuing, promotion (“RTCP”) and leave processes in compliance with Collective Agreements, applicable legislation and policies.
• Liaises with and advises departmental administrative staff on a variety of academic and non-academic processes. Liaises with others in Queen’s Health Sciences, within the University and with outside agencies, ensuring timely responses to inquiries. Researches or synthesizes answers to solve problems where possible and answers questions as they arise.
• Prepares routine to complex letters and other correspondence for signature by the appropriate representative.
• Supports the hiring and administration of academic and non-academic appointments. Enters personal and academic appointment information into the relevant data and human resources management systems (including HR PeopleSoft and Common Credentialing). This includes processing template-based hires and profile management.
• Ensures accuracy through audits and queries, and liaises with the Human Resources Client Service Team, Faculty Relations and other university offices, to maintain accuracy of QHS employment data.
• Extracts and synthesizes data for report preparation. Maintains reports, pertaining to headcount, workload, overtime and recruitment. Prepares ad hoc reports upon request for internal and external agencies. Ensures reports reflect accurate information and are well organized.
• Maintains accurate records and personnel files, including archiving/disposing of files in accordance with University Policy and applicable legislation.
• Undertakes other duties, as directed, in support of the human resources, 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.
• Organizational skills and attention to detail with a high degree of accuracy when inputting data and maintaining records.
• 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.
• 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 all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

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