Senior Manager, Facilities

Staff - Non UnionJob CategoryM&P - AAPSJob ProfileAAPS Salaried - Facilities Management, Level DJob TitleSenior Manager, FacilitiesDepartmentFinance Management | Finance Hub | Dean of Arts OfficeCompensation Range$7, $11,540.42 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 DateJuly 3, 2024

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

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

Arts is the largest Faculty at the University of British Columbia and consists of sixteen Departments, six Schools, four Institutes and five cultural venues: Museum of Anthropology, Chan Centre for the Performing Arts, Old Auditorium, Frederic Wood Theatre, and Morris and Helen Belkin Art Gallery. The Faculty has 60,000 net sq.m. (equivalent to approx. 100,000 gross sq.m.) of academic space located across 44 current buildings (as well as space in 2 new buildings under construction).

The Senior Manager, Facilities manages and oversees Faculty of Arts shared spaces and makes recommendations for the allocation and utilization of academic space and future space planning. This position represents the Dean's Office on various facilities projects and collaborates with various University partners and key stakeholders/decision makers. This role acts as a resource and support for unit Administrators, actively participating in solving challenging space and facilities issues. This position will provide oversight and advice on day-to-day space and facilities issues across the Faculty of Arts.

In consideration of the high costs of constructing, operating and maintaining academic and cultural venue facilities, the efficient and effective planning, development and management of the Faculty's spatial resources is critically important. The Senior Manager, Facilities works towards these goals by providing advice and recommendations to Faculty Leadership as well as through working with faculty and University wide contacts, on a wide range of space initiatives and projects.

Organizational Status
This position reports to the Assistant Dean, Finance in the Faculty of Arts. This role works closely and collaboratively with various governing units across the University including units within UBC Facilities (e.g. Facilities Planning, Capital Planning & Development, Project Services, and Building Operations), Campus & Community Planning, Access Services, Campus Security, and Safety & Risk Services. Additionally, this role will work closely with faculty, staff, department administrators, and liaise with external consultants, engineers, architects, and contractors as needed.

Work Performed

• Develops and manages Faculty of Arts space allocation and facilities management procedures, business proposals, plans and other space and facility planning documents. Collaborates with Facilities Planning to provide support on formal facilities proposals and renovations under their purview
• Strategically manages funding provided by the Dean's Office to support the renewal of facilities, equipment, and furnishings within the Faculty of Arts, including developing strategies and agreements that leverage matching funds from Arts units and external sources. Develops policies and procedures to ensure the equitable allocation of these funds.
• Responsible for the planning and execution of facilities projects valued at less than $200,000 in collaboration with relevant units in UBC Facilities as required. Working with the Senior Facilities Planner, provides detailed coordination of projects in excess of that level. Monitors Faculty-wide facilities expenditures and ensures projects meet specifications, and are completed on time and on budget.
• Represents Faculty of Arts interests at space and facility planning committees, forums and meetings, such as the President's Property and Planning Advisory Committee, and other initiatives, including negotiations for leasing, acting in the best interests of the Faculty.
• Liaises with Facilities Planning, Capital Planning & Development, Project Services, and UBC Properties Trust on capital project planning and development. Collaborates with Capital Planning & Development in preparation and submission of funding requests and any necessary project approval requests.
• Builds and maintains collaborative and supportive relationships with key staff and faculty in all academic and operational units, Research Centres, and cultural venues with the Faculty. Works closely with units to develop solutions to complex and sensitive space and facilities management issues.
• Provides support and facilitation between Arts' units and various governing University units such as Facilities Planning and Building Operations ensuring Arts needs are met while also respecting the mandate, scope and policies of these key partners.
• Acts as a resource and support for unit Administrators when emergency facilities situations arise.
• Oversees the development of internal tools, systems and processes to ensure efficient and effective management of FOA Dean's Office managed shared spaces. Ensures that all shared FOA space is allocated and utilized equitably and efficiently, in accordance with Faculty and University guidelines and policies (e.g. UBC Policy UP13 Space Management), and manages and authorizes access to these shared spaces.
• Oversees the management of Arts' shared space and facilities resources including video-conference facilities, seminar rooms, lecture theatres, meeting rooms and other facilities, ensuring that Faculty requirements are met while promoting collaborative agreements with units across the faculty to attain optimal utilization of these spaces and resources.
• Works closely with and in support of Facilities Planning on various aspects of their mandate and user group consultation including participating in user group meetings to identify space and facilities requirements, collaborating on resolving shared space and facilities issues, and communicating Faculty and University initiatives. Engages Faculty of Arts stakeholders in space and facilities initiatives and ensures appropriate representation and participation, particularly around shared FOA spaces.
• Identifies opportunities for space and facilities improvement or intensification and makes recommendations to the senior Faculty leadership and University governing units.
• Identifies and applies for funding opportunities to support facilities improvements.
• Manages and facilitates ongoing Faculty-wide space review and allocation evaluations including site visits, space reviews, needs assessments, and audits with Faculty Departments, Schools and Research Centres, ensuring appropriate governing units are involved. Makes recommendations to ensure that academic space is efficiently and effectively assigned and utilized in accordance with Faculty of Arts and university guidelines.

Consequence of Error/Judgement
Work requires considerable leadership, judgment and initiative in developing and maintaining relationships required for effective use and development of the Faculty of Arts' spatial resources. Failure to do so will severely restrict the Faculty's ability to deliver its academic programs. Error in judgment and planning can cause delay to the planning/construction process, missed target dates for new occupants and result in faculty unable to teach/carry out research as required.

Supervision Received
This position performs responsibilities under the general direction of the Assistant Dean, Finance, and in consultation with the Dean and other Arts senior leaders. Works independently with full latitude and broad mandate. Performance is evaluated against set goals and expectations.

Supervision Given
May delegate work to Administrative Assistant, may be required on occasion to oversee staff assisting with special projects. Manages external consultants as required.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of five years of related experience or the 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 using planning programs, drafting software such as AutoCAD, and space management databases an asset. Experience working in a University preferred. Project Management experience required, PMP certification an asset. Knowledge and understanding of Faculty mission, pillars and goals, University, local and Provincial Government roles and relationships, applicable legislation, general planning principles. Demonstrated negotiation, facilitation, and interpersonal skills. Ability to work independently and in a team environment. Demonstrated management and mentoring skills. Ability to exercise considerable judgment and creativity in dealing with a variety of issues. Ability to use tact and diplomacy when handling sensitive issues. Excellent organizational skills. Ability to prioritize effectively, manage multiple projects and submit quality work within deadlines. Excellent oral and written communication skills. Ability to develop and maintain important business relationships. Proficiency in general office software (MS Office, Sharepoint) required. Must possess a willingness for continuous learning and professional development.

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