Department Manager

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**:
**KEY RESPONSIBILITIES**:
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 empl