Job Posting 92478

Operations and Maintenance Coordinator
Queens University
Eastern Ontario
Kingston, ON
closed 2 days ago (Fri, 24 Mar)
full time - temporary / contract

The Elbow Lake Environmental Education Centre (ELEEC) is located about 25 minutes north of Kingston in the Township of South Frontenac and is a focus for extension and outreach activities for the Queen’s University Biological Station (QUBS), and for the Department of Biology and the broader University community. QUBS has two campuses: Lake Opinicon, where most research and university-level teaching occurs, and ELEEC, which offers public and school outreach. The ELEEC is a collaboration between Queen’s University and the Nature Conservancy of Canada (NCC), whose stewardship regulations apply to the >460 hectares of associated lands. The ELEEC can accommodate up to 45 overnight visitors in 11 two-bedroom cabins and has a communal kitchen, but no cooking staff. ELEEC also hosts the Eco-Adventure Camp, an educational day camp program in July and August facilitated by undergraduate student counselors.

Reporting to the Senior Manager, Program and Administration (QUBS), the Operations & Maintenance Coordinator (ELEEC) is responsible for the maintenance and day-to-day operation of the ELEEC facilities. Duties include facility maintenance, liaising with stakeholders/users, booking and invoicing for facility rentals, and records management (operation schedules, booking calendars, billings, and health and safety records). The Operations & Maintenance Coordinator (ELEEC) is required to confer regularly with the Senior Manager, Program and Administration (QUBS), on all maintenance and operations activities to be undertaken as determined by the Director (QUBS), to minimize overlap, achieve economy in operating budgets and maximize financial contributions for both the Elbow Lake and Opinicon Lake QUBS campuses. The Operations & Maintenance Coordinator (ELEEC) will liaise with NCC with respect to stewardship activities on the ELEEC land base and research requests.

Non-traditional hours, including evening and/or weekend commitments are required during peak periods. The position will be 75% time, with full time hours from mid-April to mid-October, half-time hours for the remainder of the year. Ability to reside on-site during peak periods is a requirement.

• Act as primary point of contact for the daily operation and maintenance of the ELEEC.
• Coordinate accommodations (cabins) and booking of other facilities to ensure maximum occupancy and smooth transitions among users. Typically, a maximum of two separate groups can be hosted overnight concurrently at the facility depending on group size.
• Maintain communication with users of ELEEC facilities during facility bookings. Be on-site as needed and ensure knowledge of user guidelines for the ELEEC activities.
• Ensure that teaching and research activities, and facility bookings are consistent with the mandates of the ELEEC and the NCC. Ensure applicable QUBS regulations, protocols and practices (including animal care, consumption of alcohol on-site, etc.) are followed.
• In partnership with the Director and the Senior Manager, Program and Administration (QUBS), support efforts to seek additional users via workshops, conferences, retreats, field courses, researchers, public groups, governmental and non-governmental organizations, etc.
• Liaise with ELEEC stakeholders/users and QUBS Director and/or QUBS Senior Manager, Program and Administration to report and resolve issues/concerns.
• Undertake maintenance and repair of infrastructure and building projects, such as staining and painting buildings and boardwalks, maintaining docks and outdoor furniture. Cut, split and bag firewood for facility users (cutting trees only with NCC approval).
• Regularly confer with the Operations & Stewardship Manager (Opinicon) to minimize overlap in purchases and to share manpower on major maintenance and stewardship tasks.
• Maintain and record maintenance logs for all watercraft, paddles, oars, life jackets, and boater safety kits.
• Oversee the monthly and annual maintenance of all equipment including all-terrain vehicle, tractor, mower, chainsaws as well as tools in the main workshop.
• Winterize docks and specific buildings each Fall and open the facility in Spring
• Ensure that roads and paths are ploughed at the ELEEC Campus during the winter (for outreach access, facility bookings and emergency access).
• Oversee the maintenance of any computer(s) and Wi-Fi network reporting issues. Address complex concerns to the QUBS Senior Manager, Program and Administration, when appropriate.
• Work with the NCC volunteer stewardship committee, engage in stewardship for the ELEEC landholdings, including maintenance of trails and markers, removal of deadfall when appropriate, and targeted eradication of invasive species.
• Undertake other related tasks as required including ensuring the facility is clean and ready for facility rentals (a part time cleaner is scheduled in advance for facility cleaning as required).
• Schedules, approves, provides work direction, and technical/functional guidance to the part time ELEEC cleaner (pre and post facility use).
• Complete invoices for all facility bookings, and ensure that invoices are issued to all users in a timely manner, and that payment is made within 30 days.
• Liaise with the QUBS Senior Manager and Department of Biology administrative staff to ensure that all bills are paid.
• Maintain records of all activities and users, prepare annual summaries of usage and budget, and assist with creating the annual QUBS report.
• Assist with grant applications and appeals to philanthropic organizations for donations.
• Ensure that ELEEC users have completed the required health and safety orientation training to ensure that legislated safety regulations and university QUBS safety programs are followed.
• Conduct workplace health and safety orientation using the health and safety checklist available through the Department of Environmental Health & Safety.
• Maintain copies of the health and safety orientation check list for new QUBS employees (i.e., summer staff). Participate in development, maintenance and implementation of the ELEEC health and safety program, policies and procedures; accountable for monthly health and safety documentation.
• Perform and document monthly health and safety audits (e.g., testing fire extinguishers, smoke alarms and carbon monoxide detectors), liaising with the University Environmental Health & Safety Department when required.
• Ensure that all ELEEC users fill out the appropriate waivers for training on all safety regulations, policies, and procedures. Retain signed off waivers in ELEEC records.
• Ensure that all relevant waterfront and boating safety rules are followed, verifying that all ELEEC users of motorized watercraft; have appropriate licencing, wear personal floatation devices, and carry a boat safety kit.
• Ensures that all safety equipment and signage is present at the waterfront and all relevant workspaces.
• Protects own health and health of others by adopting safe work practices, reporting and addressing unsafe conditions immediately and attending all relevant Queen’s University workshops on occupational health and safety. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.

• Consideration will be given to a combination of education and practical experience in building maintenance will be considered. Minimum 3 years’ experience in building and/or performing repairs.
• Experience in trades including carpentry, plumbing ( including well and septic systems), and electrical and mechanics would be an asset.
• Computer and office skills, including use of various software including MS Word and Excel. Am aptitude for learning new software applications. Some experience with billing, invoicing and customer service is an asset.
• Valid Province of Ontario Class G driver’s license required. Experience driving a tractor and piloting various watercrafts an asset.
• Satisfactory Criminal Records Check and Vulnerable Sector Screening required.

• Excellent organizational and time management skills with the ability to multi-task, prioritize duties and complete activities.
• Ability to work independently and as part of a team, communicating clearly with all.
• Strong verbal and written communication skills with ability to interact and communicate with various stakeholders/users in a professional, timely, respectful manner, demonstrating tact and diplomacy.
• Ability to coordinate and schedule events/activities in consultation with stakeholders/users and other QUBS staff.
• Competent bookkeeping skills with the ability to maintain and keep detailed records, allowing for easy retrieval of accurate information.
• Enthusiasm for, and knowledge of, natural history and/or the outdoors an asset.

• Effective decision-making ability including knowing when to address issues independently and when to refer to the Director and/or Senior Manager, Program and Administration (QUBS), or other program supervisors.
• In consultation with the Director and/or Senior Manager, Program and Administration (QUBS), assist with decisions regarding the maintenance activities to be undertaken.
• Decide on bookings for users including dates and nature of accommodation.
• Determine when to report on safety issues in accordance with the Occupational Health & Safety Act and the Workplace and Insurance Board (WSIB), when to alert the Director and/or Senior Manager, Program and Administration (QUBS), and when to call emergency services.
• Decide on priorities within own workload ensuring that deadlines and deliverables are met and document hours of work consistent with QUBS and University requirements.

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