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Description
Job Summary
Reporting to the Hub Manager and working closely with Unit Heads, the Associate Manager supports the effective administration of the Hub’s academic and research programs, to ensure smooth daily operations and advance long-term priorities.
With a diverse portfolio that includes human resources support, leading administrative and technical staff, facilities coordination, health and safety compliance, budgeting support, communications, and event planning, the Associate Manager plays a key role in keeping the Hub’s operations aligned with the Faculty of Arts and Science and Queen’s University standards. The role also contributes to strategic planning and process improvement through data-driven analysis and collaboration with stakeholders.
This position is ideal for a proactive, detail-oriented professional with strong organizational, problem-solving, and communication skills. The Associate Manager provides critical support to the Hub Manager, helping the Hub operate efficiently and achieve its academic and institutional goals.
Academic Operations Management
•Support the administration of graduate, undergraduate, and research programs within the Hubby coordinating administrative requirements and ensuring alignment with program needs and priorities in collaboration with relevant stake holders.
•Coordinate academic support processes, including Teaching Assistant assignments, student awards, grade submission, curriculum changes, and academic timetabling in consultation with the Hub Manager.
•Evaluate and optimize administrative workflows within the Hub to improve efficiency, service quality, and operational effectiveness.
•Support ancillary and non-credit programming, including Hub events and donor-related initiatives.
Human Resources Management
•Supervise, plan, assign, and oversee the work of administrative and technical staff (unionized and non-unionized), ensuring appropriate workload distribution.
•Provide support to faculty members in recruiting research support staff, visiting scholars, and post-doctoral fellows.
•Foster an inclusive and respectful work environment that encourages collaboration, accountability, and the integration of diverse perspectives in decision making.
Facilities Management
•Oversee and coordinate digital initiatives within the Hub, including adoption of new administrative technologies, platforms for collaboration, and supporting faculty and staff in technology adaptation.
•Support compliance with Environmental Health and Safety regulations by assisting lab safety procedures, safety audits, and helping maintain safety documentation. Collaborate with, and when appropriate liaise on behalf of, the Hub’s designated Safety Officer.
Financial Management
•Support the management and preparation of Hub-wide financial operations including operating budget, research accounts, and trust and endowment funds, in coordination with the Hub Manager and relevant stakeholders.
•Contribute to monitoring compliance with university financial policies, internal controls, and audit requirements, helping to identify and address potential risks or irregularities.
•Contribute to identifying opportunities for process improvement and support the adoption of systems and tools that enhance efficiency and reporting accuracy.
Communications and Marketing
•Partner with Unit Heads and leadership teams to create integrated communications and public relations plans that enhance the Hub’s visibility, reputation and alignment with University priorities.
•Represent the Hub on faculty- and university-wide committees and working groups; lead or contribute to special projects as assigned. Oversee the creation and coordination of marketing and promotional materials, including digital content, social media, websites, newsletters, and event communications to support outreach, recruitment, and engagement efforts.
•Oversee initiatives aimed at enhancing graduate and undergraduate student engagement, support services, and collaboration with Faculty or SGSPA student service offices, as appropriate.
Job Requirements
REQUIRED BACKGROUND:
•University degree.
•5 to 7 years of progressively responsible management experience, preferably in a university or other academic environment, with demonstrated success in supervising diverse teams and supporting financial, operational, and strategic initiatives.
•Sound knowledge of university structures, policies, regulations, strategic priorities, and administrative systems.
•Demonstrated experience supporting and promoting equity, diversity, inclusion within the workplace.
•Experience collecting, analyzing, and using data to inform actions and decision making.
•Experience supporting the planning, monitoring, and management of budgets to ensure effective allocation and use of resources.
•Proven ability to engage and communicated effectively with diverse internal and external stakeholders s, fostering collaboration and managing relationships effectively within unionized or complex organizational environments.
•Consideration may be given to an equivalent combination of education and experience.
SPECIAL SKILLS:
•Advanced analytical, interpretive, and problem-solving abilities, with proven to synthesize information from diverse sources to support informed decision-making.
•High emotional intelligence with the ability to handle sensitive situations with diplomacy and maintain constructive relationships across diverse stakeholder groups.
•Excellent oral and written communication with the ability to influence and collaborate without direct authority.
•Demonstrated ability to foster an inclusive, collaborative and service-oriented work environment.
•Initiative, flexibility, and resourcefulness to work independently at a high level
•Sound judgement, tact, and discretion in decision-making and professional interactions.
DECISION MAKING:
•Contributes to informed decision-making related to operational, financial and communication activities, including supporting the effective allocation of resources to meet strategic and operational priorities.
•Analyzes operational needs and, in consultation with relevant stakeholders, recommends policy or procedural adjustments to improve efficiency and address challenges.
•Contributes to determining appropriate strategies for the execution of complex projects and initiatives, providing input on planning and resource alignment.
•Identifies and escalates issues that may negatively impact the Unit, advises Hub Manager and/or Unit Heads and proposes solutions to address concerns proactively.
•Responds to emergencies and critical incidents by taking appropriate action within delegated authority and escalating issues in accordance with Unit and University protocols.