Staffing Officer

7 months ago

Kingston, Canada Queen's University Full time

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.

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**:

**KEY RESPONSIBILITIES**:

- 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 servic

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