Reporting to the Executive Director, Finance and Operations, the Operations and Facilities Manager is responsible for the overall planning, delivery, monitoring and performance of the Faculty’s space allocation including the development of capital and space plans across the multiple buildings in which the Faculty of Arts and Science (FAS) occupies space. This position participates in annual and long-term planning, policy development, budget preparation, and overall financial and resource allocation. In consultation with the Executive Director, the Operations and Facilities Manager plans, coordinates, analyzes and adapts business processes and procedures, advises and oversees execution for facilities management related projects, special initiatives and activities managed in-house within the Faculty, ensuring facility resources are optimized and services are streamlined. As a client-service oriented professional, the Manager serves as the Faculty Office liaison with other administrative units of the university including Facilities, University Planning, Employee Health & Safety (EH&S), Campus Security and Emergency Services and contractors with respect to the operation, capital planning and major renovations, development and construction of FAS facilities to ensure Faculty operational requirements are met in compliance with Ontario Building Code and Ontario Fire Code.
Note: The schedule for this position requires the incumbent to work flexible work hours, including evenings and weekends, according to area and building related needs
• Act as the primary contact and liaison to Facilities, University Planning and external contractors for major capital planning and building renovations. Lead facilities management related projects and operational initiatives by creating and executing work plans, identifying/minimizing impact to programming and resources required from internal and external stakeholders, and assigning work to external contractors. Review, monitor and report on progress of projects, and evaluate quality of work completed at the facility, ensuring timely completion within approved budgetary targets.
• Working with Facilities, initiate the request for proposals (RFP) process and/or tendering processes as required. Assess documentation and proposals making appropriate recommendations, acting as the primary liaison between the Physical Plant Services, vendors, and departmental staff.
• Working with Facilities, develop short and long-range plans for space development, facility renewal and replacement that ensure and provide for continuity of programs and services (working 3 to 5 years out). This includes planning, and co-ordinating restoration of indoor and outdoor facilities, operation and maintenance, budget preparation, managing renovations, purchase, installation and integration of building infrastructure equipment, facility annual and deferred maintenance schedules, making recommendations on strategic facility management, operations and maintenance schedules. Participates in capital investment, renewal and expenditure planning.
• Monitor budgets for capital investments and facility operations. Interpret and apply University Policies and Procedures, recommending and implementing changes to allocation and use of physical space and facility policies, procedures and/or processes to maintain or enhance facilities and building operations.
• Participates in financial planning, strategic planning initiatives related to optimization and utilization of facility resources, and Faculty budget submission activities including analyzing data, forecasting resources, and developing and preparing annual budget documents for capital planning.
• Consults and coordinates with appropriate managers within each department of the Faculty concerning space and infrastructure requirements; reviews and advise on requests for new space or repurposing existing space ensuring appropriate availability of premises and infrastructure. Recommends and implements changes to policy and procedures as necessary to accommodate infrastructure needs, new technology, or to comply with regulatory bodies external to the university.
• Coordinates and oversees major equipment acquisition, the moving and installation of staff, equipment (with the exception of computers), shelving and furniture. Leverage Queen’s surplus inventory to acquire furniture and related items for the Faculty as required.
• Oversee the faculty’s EH&S legislative obligations, acting as a liaison to ensure coordination and alignment between the Faculty and EH&S priorities. Maintain productive relationship with EH&S, consulting as appropriate to develop and implement health and safety plans that translate strategies and obligations to staff.
• Working with the EH&S Department, aid the investigation of incidents/near-miss events and assist with root cause analysis activities. In consultation with the Executive Director and Department Managers or Unit Heads, to implement solutions or recommendations based on the outcome of those activities.
• Represents the Dean’s Office on various working groups, project committees and other relevant committees as required; provides information, advice, and recommendations to the Executive Director and Faculty.
• Fosters a positive, respectful and inclusive work environment that supports and promotes a culture where a diverse range of ideas and perspectives are incorporated into decision-making
• Ensures the Executive Director is aware of important matters requiring attention.
• A University degree, in science, engineering, business or relevant field.
• Several years (5 years minimum) of experience in facilities management and space planning.
• Certification in Facilities Management through International Facilities Management Association or a comparable professional organization.
• Membership in Project Management Institute (PMI) or Project Management Professional (PMP) designation is considered an asset.
• Related work experience of five or more years in building repairs, alterations and maintenance in a large institutional environment, combined with solid technical knowledge of academic and research facilities and equipment.
• Experience in working with unionized professionals and managing a variety of skilled Trades’ workers contracted in the delivery of services.
• Demonstrated knowledge and understanding of relevant building, system and safety codes/regulations and accountabilities under each, including, but not limited to: Ontario Building and Fire Codes, Accessibility for Ontarians with Disability Act (AODA), Occupational Health and Safety Acts, WHMIS regulations and Safety Standards, Bio-Safety Regulation’s for laboratories and Provincial Procurement guidelines.
• Satisfactory Criminal Record Check is Required.
• Consideration will be given to the equivalent combination of education and experience.
• Superior knowledge and skills in technical aspects of facility and operations management, with familiarity in reading and analyzing architectural, mechanical, electrical, structural and technical drawings and specifications.
• Superior negotiation and human relation skills, with the ability to negotiate project requirements and/or changes, build consensus, influence others, direction and outcomes, manage expectations, and resolve differences.
• Sound knowledge of university policies and procedures in areas such as Facilities, EH&S, and Procurement.
• Strong communication (verbal and written) and presentation skills, with the ability to make effective and persuasive proposals and presentations, communicate effectively with stakeholders who have a wide range of skills, experience and responsibility internal and external to the University community.
• Positive, proactive, forward-thinking, and innovative approach to advancing strategic objectives. Ability to think strategically, conceptualize creative plans and workable solutions for dealing with a wide array of issues, and communicate long term priorities to the operations and construction groups.
• A sound understanding of project planning and management principles and techniques with a proven track record in managing and delivering on project requirements in a complex, fast-paced, change-oriented environment.
• Strong computer aptitude and capabilities to learn new applications.
• Flexibility, initiative, and resourcefulness. Capacity to work effectively under pressure and embrace change, with the ability to adapt quickly and handle evolving priorities on an on-going basis.
• Strong problem-solving and business analysis skills, with the ability to see implications and provide consultative solutions and recommendations.
• Exceptional attention to detail with superior organizational and planning skills to manage multiple priorities and make decision regarding competing and sensitive priorities.
• Excellent interpersonal skills with an ability to deal with sensitive issues in a confidential and/or professional manner, demonstrating tact, diplomacy and effective judgement.
• Relationship-building skills, with the ability to develop, cultivate and maintain professional working relationships across all levels.
• Demonstrated and proven experience in developing budgets and estimates, financial monitoring, reviewing cost reports and preparing financial projections and analyses.
• Proven supervisory skills, ability to lead a team of skilled professionals to ensure deliverables are met on time and within scope.
• Independently makes daily operational, and technical problem-solving decisions related to building systems, the safety of equipment and facilities within guidelines/regulations based on Standard Operating Procedure / Regulations (Provincial/Federal) and or University Policy, along with internal building policies.
• Makes financial decisions and assumes accountability for preparing budget proposals, estimates, allocation of funds, budget management and approving expenditure of funds.
• Assess effectiveness of workmanship including Quality Assurance/Control and gives direction on corrective actions. Recommend measures for ongoing facility improvement, and modifications to policies, procedures and facilities proposals prepared by other parties within and without the University. Exercises judgement in advising the Executive Director on issues requiring a higher level of attention.
• Effectively resolve customer complaints.
• Identify and seek resolution to unique problems/issues, involving others when required and ensure background information is documented.
• Recommend long-term capital improvements.
• Recommend replacement or repair of building systems and support infrastructure.
• Decide on best alternatives or a range of facility operations solutions to a given problem, identifying potential risks and benefits to each.
• Decide how to proceed and who to work with for each project or initiative.
• Use personal expertise and technical/professional knowledge to provide advice and direction.
• Determine whether design documents and estimates prepared by architects, consultants, or Physical Plant Services are acceptable and if not, determines what action should be taken.
• Prioritizes work of self and others within the technical services group, including hiring external contractors and obtaining technical services from other departments. Adapts and realigns priorities given the constantly changing context of projects and priorities.
• Make decisions related to the ongoing planning, operation and maintenance of academic facilities.
• determine allocation of resources for operations, capital and reserve, expenditures.
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