Job Description

Hub Manager




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 Unit Heads / Co-Directors supported by the Hub and collaborating with an Associate Manager, the Hub Manager is responsible for the effective administration and leadership of academic program operations while contributing to long-term strategic and operational planning. The role provides oversight of the Hub's administrative functions that support graduate and undergraduate pedagogical and research activities.



The Hub Manager's broad portfolio includes strategic human resource management, facilities and health and safety oversight, financial planning and budgeting, procurement, communications, marketing and coordination of diverse events and initiatives. As a key liaison with Faculty and university administrative units, the Hub Manager ensures alignment with institutional policies and operational requirements.



Beyond operational leadership, the Hub Manager plays an active role in shaping the Hub's strategic direction, fostering an inclusive and collaborative organizational culture, upholding core institutional values, and guiding the evolution of academic program offerings in alignment with the University's vision.



This position also entails conducting high-level assessments and data-driven analyses to evaluate the Hub's priorities and needs, informing resource allocation, strategic planning, and proposal development to drive continuous improvement, innovation and risk-aware decision making.

Academic Operations Management

- Oversight and management of administrative requirements for graduate, undergraduate, and research programs. Requires extensive knowledge of program needs and priorities, working with unit Heads / Co-Directors and individual faculty members.


- Collaborate closely with unit Heads / Co-Directors within the Hub to develop and implement strategic plans, administrative policies, and standardized procedures that ensure effective and consistent operation of academic and research activities within the Hub.


- Coordination of academic support processes such as Teaching Assistant assignments, student awards, grade submission, curriculum changes, and academic timetabling.


- Serve as a subject matter expert contact for Hub operations, offering guidance to internal and external stakeholders.


- Continuous evaluation and optimization of administrative workflows to improve efficiency, service quality, and operational effectiveness.


- Consult with faculty on matters related to finance, staffing, policy, space, and student services to support academic and research initiatives.


- Develop, review, and refine internal policies and procedures to address operational challenges and improve processes.


- Compilation and analysis of data to support evidence-based planning and decision-making.


- Support ancillary and non-credit programming, Hub events and advancement/donor-related initiatives.


- Oversight of technical staff operations, ensuring effective delivery of course-based components and resource allocation.


- Support for faculty recruitment of research staff, visiting scholars, post-doctoral fellows, and coordination of summer staffing, where applicable.

Human Resources Management

- Supervise administrative and technical staff (unionized and non-unionized), including workload distribution, workflow management and support for employee development.


- Management of recruitment and selection processes for technical and administrative positions, including job description development and onboarding procedures.


- Plan, assign, and oversee the work of staff, providing guidance, coaching and mentorship.


- Participation in staffing committees and providing well-informed recommendations regarding hiring decisions and workforce planning.


- Performance management of staff including setting performance expectations, conducting evaluations, and addressing performance or conduct issues.


- Identify training and development needs for staff and ensure access to appropriate learning opportunities to promote ongoing professional growth.


- Address and resolve employee and labour relations matters, including performance concerns, disciplinary actions, and conflict resolution. Make or recommend decisions on disciplinary actions, up to and including termination.


- Foster an inclusive and respectful work environment that encourages collaboration, accountability, and the integration of diverse perspectives in decision making. Lead and implement equity, diversity and inclusion initiatives via implementation, training and recruitment within the Hub.


- Develop and implement workforce planning strategies to align staffing with operational needs and support long-term Hub goals.

Facilities Management

- Lead and coordinate digital initiatives within the Hub, including adoption of new administrative and academic technologies, platforms for collaboration, and supporting faculty and staff in technology adaptation.


- Manage the day-to-day operations of Hub facilities including laboratories, workshops, studios/theatres, performance spaces and collaboration spaces.


- Coordinate facility renovations, maintenance, equipment procurement, and ongoing operational needs in collaboration with faculty, staff, and service units.


- Oversee the implementation of security and access protocols; manage space allocation, and support ongoing facility planning


- Oversee procurement and maintenance of equipment, software, furnishings; negotiate service contracts and manage vendor relationships.


- Serve as the primary liaison with Queen's Facilities, Information Technology Services (ITS), and other support units for facility and IT-related matters. Monitor and adapt facility operations in response to changes in technology, enrollment, or research activity levels.


- Ensure compliance with Environmental Health and Safety regulations including oversight of lab safety procedures, safety audits, and maintenance of safety documentation. May serve as or liaise with the Safety Officer for Hub.


Financial Management


- Oversee comprehensive financial operations for the Hub, including operating budgets, research accounts, and trust and endowment funds, ensuring effective management and stewardship of resources.


- Lead the development and preparation of annual operating budgets, financial forecasts, and resource allocation plans in close collaboration with Unit Heads / Co-Directors and relevant stakeholders.


- Monitor compliance with university financial policies, internal controls, and audit requirements, proactively identifying and addressing financial risks or irregularities.


- Analyze complex financial data and prepare reports to inform decision-making, highlight potential concerns and recommend corrective or cost-saving measures.


- Approve and monitor expenditures, including purchases, leases and contracts for equipment, supplies, and services ensuring adherence to university procurement policies and budgetary constraints.


- Collaborate closely with university financial offices, auditors, and external partners to support transparent and accountable financial management.


- Identify opportunities to improve financial processes and recommend or implement systems and tools to enhance operational efficiency and reporting accuracy.


- In collaboration with Unit Heads, researchers, and institutional offices, support the administration and compliance of research grants and contracts, including budget monitoring, reporting, and ensuring adherence to funder regulations.

Communications & Marketing

- Develop and lead internal communication strategies to ensure timely and effective dissemination of information to employees, students, and alumni fostering engagement and alignment with the Hub's goals.


- 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 the broader University grand and strategic priorities.


- Act as liaison officer to other academic and administrative units within Queen's, as well as to external stakeholders including the Hub's organizations, government agencies, donors, and private-sector parties.


- 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.

REQUIRED BACKGROUND:

- University degree Graduate-level education or equivalent professional development is preferred. 7 to 10 years of progressively responsible leadership or management experience, preferably in a university or other academic environment, with demonstrated success in supervising diverse teams and managing financial, operational, and strategic initiatives.


- Extensive and broad knowledge of university structures, policies, strategic priorities, administrative systems and financial/accounting practices, including experience planning and managing budgets, financial reporting, and resource allocation.


- Demonstrated ability to lead facilities and operations management or coordination, ideally including experience overseeing laboratories, specialized spaces, or technical services.


- A solid track record of advancing equity, diversity, and inclusion within teams and organizational processes, including fostering inclusive workplaces and supporting diverse communities.


- Experience collecting, analysing, and using data to inform actions and decision making.


- Experience planning and managing budgets and financial statements.


- Experience providing strategic guidance to decision-makers.


- Strong skills in stakeholder engagement, communication, and collaboration across diverse internal and external groups, with experience managing relationships effectively in a unionized or complex organizational context.


- Consideration may be given to an equivalent combination of education and relevant professional experience.

SPECIAL SKILLS:

- Strong organizational skills to coordinate and direct the work of the Hub. Ability to cope with multiple demands, manage competing priorities, and meet deadlines.


- Exceptional planning skills to develop new initiatives and to improve efficiency to meet the strategic goals of Units in the Hub; demonstrated project and change management skills.


- Strong analytical interpretive and problem-solving skills with the ability to synthesize information from a wide variety of sources. Proficiency with data analysis tools to support evidence-based decision making.


- Ability to apply practical accounting procedures, accurately manage budgets, analyze financial data, and monitor expenditures to support fiscal oversight.


- High emotional intelligence with the ability to navigate sensitive situations diplomatically and maintain positive working relationships across diverse stakeholder groups.


- Excellent oral and written communication skills. Strong negotiation skills to successfully manage vendor contracts, procurement processes, and resolve personnel or operational conflicts in a collaborative manner.


- Ability to work in a collaborative environment with a service orientation while advancing cultural competence in a diverse academic environment.


- Demonstrated leadership skills with the ability to coach, mentor, and develop diverse teams, fostering a culture of continuous improvement and accountability.


- Adaptable to changing technologies and innovation.


- Proactive problem-solving skills and ability to exercise independent judgment in high-pressure situations.

DECISION MAKING:

- Makes informed decisions related to operational, financial and communication activities, including the effective allocation of resources to meet strategic and operational priorities.


- Evaluate job candidates and provide well-substantiated recommendations on hiring decisions


- Makes or recommends decisions regarding changes in employee responsibilities.


- Assess employee performance and determine appropriate actions, including training, coaching or performance improvement plans, to address gaps in proficiency or work standards.


- Provides effective recommendations on disciplinary actions, up to and including termination of employment during, or after the probationary period.


- Makes decisions regarding facility operations, space utilization, and renovation projects, ensuring alignment with academic and operational needs.


- Offers expert advice to faculty and students on facility, equipment and space requirements for teaching and research activities.


- Analyzes operational needs and, in consultation with relevant stakeholders, recommends or implements policy and procedural changes to improve efficiency and resolve challenges.


- Advises Units Heads on financial and risk management issues, offering strategic recommendations to mitigate operational and reputational risks.


- Determines strategies for the successful execution of complex projects and initiatives.


- Identifies and escalates issues that may negatively impact the Unit, advises Unit Heads and proposes solutions to address concerns proactively.


- Determines the content and direction of planning documents, such as business plans, strategic reports and proposals, including the selection of data sources methods of analysis and presentation documents


- Oversees procurements decisions for supplies, equipment, software, and furnishings to support administrative, teaching and research activities.


- Responds to emergencies and critical incidents by determining appropriate actions in alignment with Unit and University protocols.


- Monitor compliance programs for laboratory safety, data governance, privacy, and intellectual property interfacing with relevant university offices, as appropriate.




Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. 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. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.

Skills

Reference

434000