The University of British Columbia Looking for Facilities Coordinator at Greater Vancouver Metropolitan Area Full Time

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Facilities Management, Level A

Job Title

Facilities Coordinator

Department

Admin and Events Management | Operations and Administration | UBC Sauder School of Business

Compensation Range

$5,622.33 – $8,081.00 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date

November 20, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

UBC Sauder School of Business is one of the world’s leading business faculties. The school consistently ranks among the top 100 in the world and is recognized internationally for excellence in research and learning, an outstanding faculty and unmatched global partnerships. A collaborative and respectful culture within which all members of our community can thrive is a key principle in our strategic plan, and one that underpins our educational mission.

We acknowledge that UBC Sauder at the Point Grey (Vancouver) campus is situated within the traditional, ancestral and unceded territory of the Musqueam. We acknowledge that UBC Sauder at the UBC Robson Square is situated on the traditional territory of the Musqueam, Squamish and Tsleil-Waututh.

The Facilities Coordinator at the UBC Sauder is responsible for the school’s facility management and coordination of the space planning and the school-wide health and safety program and initiatives.

The Facilities Coordinator manages the day-to-day building operations and is the primary contact for the building services, facilities-related matters and associated operational activities for the UBC Sauder School of Business.

The Facilities Coordinator has thorough knowledge of the University policies, procedures, guidelines, standards, protocols, workflows and systems and provides advice and guidance to the UBC Sauder employees and faculty on all facilities and health and safety related matters.

The Facilities Coordinator plays a key role in ensuring the safe, efficient and effective operation of the school’s facilities.

May be required to work flexible hours including evenings and events.

Organizational Status

Reports to the Director, Resources and Operations.

Liaises extensively with UBC Sauder faculty, employees and students as well as with other units across UBC (e.g., Building Operations, Project Services, Safety and Risk Services, etc.) and external vendors/suppliers.

Work Performed

• Manages general building services and facilities operations for UBC Sauder School of Business.
• Manages work orders and evaluates customer funded service requests for responsible areas, conducts a preliminary analysis of the scope of work, obtains cost estimates and supporting documentation. Consults with the Director, Resources and Operations on complex issues as needed.
• Project manages and oversees all aspects of general and project-based building maintenance work (repairs, renovations, carpentry, plumbing, electrical, custodial, etc.), taking ownership of building maintenance requests and following through to proper completion.
• Develops and manages related project budgets, resources and schedules. Oversees the work of subcontractors.
• Works with the Director, Resources and Operations on all non-departmental facility renewal/renovation projects, space upgrades and construction projects, ensuring that work is on schedule and within budget and is performed in accordance with the applicable codes, standards and regulations as set by the University.
• Ensures that all current and planned maintenance programs/shutdowns being carried out within the facilities do not interfere, cause disruption or stoppages of scheduled classes, activities, events, meetings, etc.
• Develops spatial plans for office/room/furniture moves as well as advises on long-term logistical planning.
• Manages the school’s furniture and equipment purchase, delivery, retention, replacement and/or disposal of materials according to university policy and procedures.
• Manages the inventory in the facilities storage areas and ensures these areas allow for easy access/retrieval of items when and as needed.
• Inspects the general conditions of the facilities (internal/external) and its associated spaces on a regular basis to ensure that the infrastructure of the school is maintained and operating in a satisfactory and safe manner, foresees problems and initiates action through the appropriate resources.
• Identifies, documents, and remedies patterns in recurring issues related to facilities and operational services.
• Develops, analyzes and implements policies, procedures and processes to ensure issue resolution and efficient workflow for operations within facilities and building services. Monitors work order performance metrics and communicates regularly with relevant functional leads to review and prioritize work.
• Recommends the development, improvement and modification of current guidelines and standards.
• Coordinates efforts related to UBC Sauder accessibility and sustainability initiatives and identifies the ways to integrate and implement the initiatives in the provided services to improve all aspects of sustainable operation.
• Co-Chairs the UBC Sauder Joint Occupational Health and Safety Committee (JOSHC). Coordinates and follows up on all initiatives and action items that flow from the JOHSC.
• Leads the school’s health and safety programs and initiatives and liaises with UBC Safety and Risk Services as required.
• Reviews reports in the Centralized Accident / Incident Reporting System (CAIRS). In collaboration with Risk Management, coordinates or participates in accident / incident investigations.
• Responsible for ensuring that all employees work in a correct, safe manner and are trained in all necessary safety and environmental regulations, standards, practices and procedures. Provides strategic advice and recommendation on the development and implementation of the health and safety policies and procedures in the school.
• Acts as the Building Deputy Emergency Director for the Henry Angus and David Lam buildings and as the fire safety floor warden for the designated area of responsibility.
• Manages the UBC Sauder space database inventory and coordinates the efficient allocation of space within the faculty’s facilities.
• Plans and oversees custodial services and schedules, both for special event and cyclical cleaning. Coordinates service shutdowns.
• Hires and manages the work of the Facilities Assistants and student employees, provides training and assigns work activities.
• Responsible for the maintenance of the school-wide security systems equipment, procedures and enhancements, including keys and personal security, etc. Analyzes/reviews campus security reports and ensures the necessary corrective action.
• Participates in the development of appropriate security procedures for the school.
• Fosters working relationships with vendors, industry partners and other internal and external stakeholders.
• Performs other related duties as required.

Consequence of Error/Judgement

Works within defined guidelines and procedures, but is expected to exercise initiative and sound judgement when establishing priorities and carrying tasks through to completion. Must adapt procedures to meet new and unusual situations. Uses discretion in a wide variety of situations. Inappropriate judgement can cause disruption of the school’s academic and administrative operations; loss of time, wages and resources; creation of negative feelings among faculty and staff members; jeopardizing relationships established between the school and other contacts (both internal and external); and result in a loss of credibility for the UBC Sauder School of Business. Errors in management of maintenance requests may result in financial repercussions.

Supervision Received

Works independently under the broad direction of the Director, Resources and Operations. The incumbent is expected to be able to take initiative, problem-solve, determine course of action and then follow through independently, while referring to the Director, Resources and Operations for complex and major facilities-related matters.

Supervision Given

Supervises support and student employees and is responsible for hiring, training, discipline, evaluation and termination. Supervises and oversees deliverables assigned to external contractors for project work. Trains new employees on work procedures and oversees work of student and temporary employees.

Provides leadership, coaching, mentoring and direction to ensure that students, faculty and employees adhere to health and safety requirements.

Minimum Qualifications

Technical School Diploma in Housekeeping Management. Minimum of two years of related experience, or an equivalent combination of education and experience.

• Willingness to respect diverse perspectives, including perspectives in conflict with one’s own
• Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• Experience in facilities/building management is a great asset.
• Advanced computer skills and proficiency with MS Office (Word, Excel, PowerPoint, and Outlook).
• Must be able to learn and adapt to new software programs with ease.
• Knowledge and proficiency in organizational/office procedures, space planning responsibilities and proven experience working in a university or large complex organization.
• Exceptional interpersonal and relationship management skills, including a high degree of tact and diplomacy are essential.
• Must have excellent customer services skills including a courteous and patient manner with a desire to assist others.
• Ability to work under pressure and adapt to ever changing priorities and schedules. Ability to organize and prioritize work on a day-to-day basis.
• Ability to analyze, problem-solve and troubleshoot situations accurately and adopt an effective course of action including the ability to anticipate problems and issues, and plan ahead.
• Ability to be flexible, adaptable, creative and innovative as well as maintain accuracy and attention to detail.
• Excellent verbal and written communication skills. Must be able to compose correspondence using clear, concise business English and appropriate tone to a diverse audience.
• Ability to work independently as well as in a team environment while using tact, courtesy and diplomacy when handling sensitive issues.
• UBC experience and familiarity with UBC policies and practices is an asset.
• Working knowledge of buildings, building systems and floor plans is an asset.
• Ability to work flexible hours, including evenings, weekend and must be able to lift and move heavy objects (up to 50 lbs).
• Ability to develop and maintain effective working relationships with individuals in all levels of the organization.
• Ability to work flexible hours, including evenings and weekends.
• Valid British Columbia driver’s license is preferred.