Manager, Facilities Operations

3 weeks ago

Victoria, Canada Camosun College Full time
A) JOB SUMMARYFacilities Services and Campus Development is responsible for planning, providing, and maintaining an appropriate and effective physical learning & working environment at Camosun College. As a key steward of the College's physical environment, the department is responsible for long term building and site planning, new construction, renovations and tenant improvement projects, management of planned, corrective and preventative maintenance, building operations and maintenance, grounds management, waste and recycling services, campus security operations, emergency management, occupational health and safety, sustainability, transportation and parking, and distribution services.Reporting to the Director, Facilities Operations, the Manager is responsible for the operational management, coordination, and work accomplishments of the custodial, maintenance, grounds, occupational health & safety and receiving units, and the customer service function. The manager provides support, guidance, advice and direction to supervisors in these units, manages the associated budgets and contracts for services. They collaborate with other departments, schools and outside agencies, develops positive relationships and produces sustainable results for the college and community. The manager develops and implements goals, procedures and standards within their area of responsibility and relies heavily on the use of the department CMMS system to streamline and organize work and manage the department's work accomplishment. The performance of this position will at times require flexible hours of work.

B) REPORTING RELATIONSHIPSThe Manager has seven (7) direct reports:
  • Supervisor Building Operations
  • Supervisor Building Services (2)
  • Supervisor Receiving
  • Operations Clerk (2)
  • Senior Building Systems Administrator

There are approximately 65 full time equivalent positions in the department.
C) ESSENTIAL JOB FUNCTIONS
Facilities Operations and Management
  • Develops and manages Facilities Services operational and tactical work planning and coordinates the work and functions of the units to ensure they work effectively together.
  • Manages and coordinates the Custodial services department, ensuring appropriate service standards are established and maintained, ensuring systems are in place so that facilities are clean and tidy; and coordinates College waste removal and recycling programs.
  • Manages and coordinates the Maintenance department, ensuring that predictive and preventative maintenance programs comply with legislation and accepted industry standards for the maintenance of various equipment (mechanical, electrical and other services) and ensuring a comfortable & safe environment.
  • Manages and coordinates the work of Building Systems Administration, including building automation systems and digital control systems. Ensures this unit works in conjunction with maintenance and grounds to ensure appropriate programming is in place, issues are resolved, and programs are reviewed regularly to ensure effective functioning of buildings and grounds systems and efficient use of energy.
  • Manages and coordinates the Grounds department ensuring that campus grounds are well maintained, safe and to a standard that provides a positive image for the college. Ensures appropriate practices are in place that promote and support environmental stewardship.
  • Manages and coordinates the Receiving department and ensures policies and procedures are in place to minimize financial risk for the college and to ensure services meet the needs of the college community.
  • Manages and coordinates the Operations Administration support staff who provide the external facing customer service function and support the Facilities Services department. Ensures inquiries and requests are responded to efficiently and professionally. Ensures that emergency response is appropriately coordinated by operations clerks.
  • Manages and coordinates all snow removal, salting and sanding efforts ensuring an appropriate level of safe passage & accessibility is provided.
  • Manages the Facilities operations activities including training, procurement, and personnel management; provides technical expertise in areas specific to the need and operation of the college.
  • Maintains current knowledge and ensures regulatory practices are complied with and mandated in the operation of all facilities.
  • Provides reports as requested and prepares quarterly summary of accomplishments and effectiveness of each department.
  • Analyzes workflow and workload trends and patterns through the department's work order system to identify opportunities for improvement, resource allocation and cost benefit.
  • Audits the preventative maintenance scheduled work orders and reported results to ensure workflow is optimized, equipment is appropriately maintained and maintenance schedules meet regulatory requirements.
  • Effectively manages waste streams and recycling programs
  • Develops, implements, and maintains the quality standards required to maintain all College assets pertaining to buildings and grounds.
  • Develops and implements departmental standards and procedures, assuring adherence by facilities staff.

Fiscal and Resource Management
  • Verifies and approves purchase orders and ensures that supervisors approve invoices for payment, checking price and quantity for accuracy.
  • Participates in the annual budget development, administers the operating budget, monitors spending and resolves variances.
  • Leads the annual capital equipment budget process and coordinates input from operations supervisors. Ensures expenditures fall within budget limits.
  • Develops and manages service contracts working closely with the Director and Purchasing department to ensure potential savings.
  • Manages inventory activities for equipment, supplies and materials.

Management of Human Resources
  • Leads recruitment and selection of direct reports. Provides direction and leadership for the recruitment and selection of staff for each work unit.
  • Manages staff performance through performance appraisals, staff recognition, attendance management, current position descriptions, and appropriate corrective discipline, and effectively applies their knowledge and experience of unionized environments.
  • Focuses the Facilities staff on achieving operational goals, adjusting work duties and processes as required.
  • Ensures staff have a clear understanding of expectations and their work responsibilities and how these impact the college.
  • Develops work schedules, reviews workloads and implements change where required.
  • Develops business cases for additions or changes to staffing levels for review with the Director.
  • Works at both campuses to monitor staff performance, communicate with staff in person and provide training.
  • Represents the interest of the college in managing the labour relations function for Facilities Operations and regularly liaises with Human Resources.
  • Ensures supervised staff as well as 3rd party vendors are in compliance with college policy, the CUPE collective agreement, and applicable legislation, regulations and guidelines (examples: Workers Compensation Act,, Boiler and Pressure Vessels Act, Local Provincial Building and Fire Codes).

Community Engagement
  • Identifies emerging issues and their implications for service delivery.
  • Liaises with the Manager, Transportation, Parking & Sustainability on environmental practices and procedures.
  • Works in collaboration with and establishes positive working relationships with other Facilities Services managers.
  • Anticipates potential obstacles to service delivery and develops strategies to overcome them.
  • Work closely with the Capital Projects unit to ensure a smooth transition from project handoff to day-to-day operations and liaises about projects that Facilities Operations is coordinating.

D) OTHER FUNCTIONS AND RESPONSIBILITIES
  • May act for the Director as required or assigned.
  • Participates in emergency management as required
  • Participates on college wide committees as assigned
  • Performs other related duties as assigned
Qualifications
  • Minimum 8 years of supervisory experience, including 3 years in a management position, preferably in a Post-Secondary institution or educational/commercial complex
  • Diploma in Business Administration, a Facilities Management designation, or similar qualification relevant to the management of institutional facilities.
  • Formal training in personnel practices such as Human Resources Management, Effective Supervision and Effective Communication or equivalent combination of training and experience.
  • Valid BC class 5 drivers' license



KNOWLEDGE, SKILLS AND ABILITIES
  • Comprehensive understanding of applicable legislation, guidelines and regulations.
  • Skilled in the use of computers and computer software programs such as the Microsoft Office suite to develop spreadsheets and reports and the Facilities Services work order systems to analyze trends and manage work accomplishment.
  • Working knowledge of the operation of building systems, including heating, ventilation and air-conditioning, electrical distribution, fire alarm systems, and building management systems.
  • Knowledge of institutional facility operations in a Post-Secondary setting.
  • Knowledge of management principles and practices
  • Knowledge of products and equipment related to Facilities Services, as well as testing methods for new products and equipment.
  • Experienced in hiring, scheduling, supervising, developing, training and providing technical guidance, as well as monitoring employee performance, providing appropriate feedback and developing work strategies or taking appropriate disciplinary action where required in a unionized environment.
  • Experience in organizing, prioritizing and scheduling work assignments.
  • Understands and has experience with budget preparation and fiscal management.
  • Ability to develop and update record keeping systems and to write and maintain standards and procedures.
  • Ability to develop, maintain and monitor quality control standards.
  • Strong interpersonal skills to foster effective oral and written communication for timely resolution of customer complaints and concerns, and to promote a cooperative work environment
  • Ability to work independently and in a team environment.
Capabilities As a member of the college community with responsibilities to enable the achievement of college-wide strategic objectives, the Manager will demonstrate the three core and three leadership capabilities identified in the College's Capability Framework:

Focus on Students and Their Success (Core)
We all have a role to play in promoting and supporting students - directly or indirectly - contributing to their success, education and transition as they build their path to the future.

Cultural Alignment (Core)
Inclusion and respect align with Camosun's traditions of lifelong learning and positive, supportive experiences for all. We examine our individual and institutional cultures and, through indigenization, consider other ways of knowing (thinking), being (approaches), doing (acting), and relating.

Fostering and Nurturing Relationships (Core)
Fostering and nurturing relationships is at the core of everything we do. Successful workplace relationships take time to develop and include building trust, engagement and collaboration.

Address College Needs (Leadership)
In order to address college needs leaders recognize and respond to the complex, diverse and interdependent components. Leaders inspire others to work individually and collaboratively to achieve departmental/divisional, college and sectoral goals.

Enable Self & Others (Leadership)
To better serve students and the college to achieve success, leaders enable self and others to take responsibility and to participate in learning and development opportunities.

Create Time and Space (Leadership)
To be at our best and achieve organizational goals, we need both time and space. Time and space as a unitary concept promotes opportunities to listen, plan, think, create, innovate and develop relationships.

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