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Facility and Operations Coordinator, Ssc 1

3 months ago

University of British Columbia Okanagan campus, Canada University of British Columbia Full time
Staff - Union

Job Category

BCGEU Okanagan Support Staff

Job Profile

BCGEU OK Salaried - Support Services Coordinator I

Job Title

Facility and Operations Coordinator, SSC 1

Department

UBCO | Recreation | Athletics and Recreation

Compensation Range

$5, $5,789.00 CAD Monthly

Posting End Date

August 15, 2023

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

Job End Date

Job Description Summary

This position works closely with the Campus Recreation Manager and members of the Athletics & Recreation Department to manage the daily, short
- and long-term operational requirements of athletics and recreation facilities and equipment. This position is responsible for coordinating and managing capital facility maintenance and projects, large internal and external rentals, bookings and contracts for all recreational facilities; leading department occupational health and safety committee to manage risk within the facility, recommending, implementing and creating documentation on usage policies and priorities, ensuring all facility and equipment inspections, maintenance, reports and repairs are current, complete and up-to-date; coordinating equipment management including purchasing, inventory, storage and maintenance; supervising 1-5 student facility staff; tracking the budget and administration of all things related to recreation / fitness equipment and facilities; and performing other related duties as required.

Organizational Status

This position will work independently under the general supervision of and reports to, the Campus Recreation Manager.

Continuous communication and collaboration is required with other staff of the Athletics and Recreation department (administrative and coaching staff), Facilities Management, various user groups of the UBC Okanagan community (student clubs/course unions, academic faculties, Ceremonies and Events Office, Campus Life, Residence Life and others where appropriate), as well as various sporting and other external rental organizations.

Work Performed

Oversees the day to day physical operations of Athletic and Recreation facilities on campus including but not limited to the Gymnasium, Hangar Fitness Center and Nonis Sports Field:

  • Ensures clean, safe operations of these facilities and surrounding areas at all times.
  • Ensures that all Recreation Facilities meet UBC's expectations with respect to safety, functionality and presentation for all internal and external events.
  • Ensures that regular, ongoing building and, in particular floor cleaning is completed.
  • Completes routine inspections, maintenance, repairs, renovations, alterations and inventory tracking for all facilities and equipment and when necessary, coordinates with Facilities Management, Custodial services and external contractors to complete out of scope and other tasks.
  • Coordinates the maintenance, inventory, cleaning and ordering of all facility related sports equipment.
  • Maintains equipment leasing details, and balancing/ submitting the appropriate annual purchase orders.
  • Attends and works to resolve all risk management issues related to all athletic and recreation facilities.
  • Coordinates with custodial services and the customer service coordinator to ensure that custodial needs are met and service delivery levels are maintained. Provides input into cleaning schedules for custodial services based on current and future facility demands.
Coordinates the provision of services for large capital projects, renovations and maintenance

  • Prepares quotes from tenders
  • Prepares any required purchase orders and/or tender documentation
  • Coordinates timelines to ensure the least amount of impact on regular operations
  • Schedules and advertises closure of facilities and liaising with any UBC Okanagan Department(s) directly impacted by project (e.g. Facilities Management, IT Services, Health and Safety)
  • Supervises, directs and coordinates the work of vendors, staff and contractors on various projects including: gymnasium floor repairs and refinishing, bleacher major inspections and repairs, artificial field major maintenance, gymnasium lighting inspections and replacements. Value of these large projects often exceeds $200,000.
  • Coordinates all major Recreation Facility cyclical maintenance projects and equipment, ensuring compliance with all maintenance timelines and records repair updates relating to all aspects of equipment and facility items This includes budget projections, equipment or material purchasing, inventory, storage and maintenance
  • Ensures that maintenance work is complete in accordance with requirements, specifications and cost estimates.

Coordinates the facilities schedule and bookings:

  • Works in conjunction with the needs of the recreation and varsity programs as well as with other rental groups.
  • Acts as the primary contact for all large external bookings (500+ attendees).
  • Coordinates all the processes required f