Faculty Operations Coordinator

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. 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.

The Faculty Operations Coordinator provides operational coordination and executive support, communications leadership, and project management services that advance the Department’s strategic, academic, and administrative priorities. This position will lead cross-functional initiatives, coordination, departmental communications, supports governance activities, and oversee operational projects that improve efficiency across departments.

Serve as the primary point of contact for departmental correspondence and inquiries, triaging and directing appropriate leadership or staff.

- Support implementation of departmental priorities by coordinating clinical projects
- Facilitate communication between clinical leadership and administrative teams to ensure timely execution of departmental activities
- Manage and coordinate calendars for the Department Head, Associate Director[CK1.1], and Program Medical Directors including scheduling meetings, resolving conflicts, and prioritizing time-sensitive requests
- Prepare agendas, briefing materials, and follow-up notes for leadership meetings as required




- Coordinate travel arrangements and related logistics for department leadership, as needed (ie. Provide administrative oversight for department operations as priorities required

Provide oversight and direction on special projects, special events, and communications projects, including venue/room booking, vendor coordination, catering, and on-site support

- Coordinates the activities of special project participants and committees. Maintain and update departmental website content, ensuring accuracy and timeliness
- Draft, edit, and distribute internal and external news items, announcements, and newsletters
- Coordinate with Divisional Chairs and Faculty regarding news items and updates.
- Network and ensure regular communications with key interest-holders in the University community to identify initiatives, programs and / or stories to best highlight and support institutional goals.

Coordinate governance meetings and leadership forums, including development of materials, action tracking, governance documentation, and follow up

- Schedule meetings and coordinate logistics including room bookings (virtual and in-person), agendas and supporting materials
- Prepare meeting packages briefing materials presentations and confidential documentation
- Support implementation of committee and leadership decisions by coordinating follow-up activities across the department
- Coordinate the collection,



compilation, and formatting of the faculty-wide Annual Report
- Administers and prepares department annual reports, maintains annual calendars and records, updates and maintains policy and procedures and ensures compliance. Highlight situations that have implications to policy or require changes to existing policy, bring these changes to the attention of the respective staff member, provide suggested revisions and where applicable update as necessary.

Post-secondary diploma or degree in Business, Public or Health Administration or a related field, or equivalent combination of education and experience

- Minimum [5+] years of administrative experience, ideally in a post-secondary, healthcare, or academic workplace
- Demonstrated experience supporting senior leadership, including calendar and meeting management
- Experience with website content management and internal/external communications
- Exceptional organizational skills with the ability to manage competing priorities and deadlines
- Proficiency with Microsoft Office (Outlook, Word, Excel, PowerPoint) and calendar/scheduling tools
- Employment Equity and Accessibility Statement

Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

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.

📌 Operation Management Specialist (Kingston)
🏢 Nameless
📍 Kingston