Facilities Coordinator

3 weeks ago

Vancouver, Canada University of British Columbia Full time

Staff - Non Union

Job Category

M&P - AAPS

Job Profile

AAPS Salaried - Facilities Management, Level A

Job Title

Facilities Coordinator

Department

OCIO | Business Operations

Compensation Range

$5,063.67 - $7,294.50 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

April 19, 2023

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

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

The Facilities Coordinator is responsible for the Office of the CIO (OCIO) & UBC IT-wide facilities management, and coordination of space planning and health & safety initiatives. The Incumbent makes independent decisions pertaining to all aspects of facilities and building services, and space management activities for multiple locations and varied work environments, supporting over 500 staff. The position is also responsible for office operations, maintenance and supplies management across multiple locations, including inventory and budget control, account and vendor management.

The incumbent acts as the department’s representative on various departmental and University-wide committees related to space management, health & safety, and facilities operations. The Facilities Coordinator is expected to have thorough knowledge of the University policies, procedures, guidelines, standards, protocols, workflows and systems, and have the ability to provide guidance to staff regarding facilities related matters. This role participates in the development and implementation of policies, procedures, guidelines and standards as it relates to facilities operations and health and safety. Work hours and work locations vary and often need to be adjusted to meet operational requirements.

Must be able to work varied, non-standard work hours, and, at multiple/varied locations.

Organizational Status

Reports to the Business Operations Manager, OCIO. To ensure seamless and continued operations of the OCIO-IT, this role collaborates closely with Senior Leadership Team, unit managers and staff, external vendors, and other UBC units including: Building Operations, Finance, Custodial Services, Facilities, Infrastructure Development, Project Services, Campus Security, Network and Connectivity and Safety & Risk Services.

Work Performed

Facilities Operations
- Provides independent oversight and supervision of services and operations for multiple OCIO- IT staff work locations.
- Provides regular reports and recommendations to the Business Operations Manager, including budget preparation, management and resolution, completion of work in a timely manner to specification.
- Responsible for determining appropriate costing, develops quotes, negotiating with Providers and provide updates to the Business Operations Manager.
- Collaborates with other Facilities Managers and Coordinators across UBC to create and implement cross-departmental policies, and procedures.
- Actively participates and provides professional recommendations in line with best practices, and in collaboration with other Facility Managers and Coordinators across all UBC campuses.
- Researches best practices, partners with other Facility Managers and Coordinators on the creation, implementation, communication and training, as it related to resources, and ensures this is communicated via the various appropriate channels.
- Responsible for ongoing communication, reviews and drafts responses to sophisticated correspondence in various communication medians. Provides departmental correspondence, presentations, and on ongoing progress reports.
- Reviews specifications, drawings and cost estimates in relation to facilities projects and in support of the capital budget. Conducts a preliminary analysis of the scope of work, and supporting documentation. Participates in developing project and operational budgets and controls expenditures within these limits. Checks to ensure that maintenance work is complete in accordance with requirements, specifications and cost estimates.
- Promotes excellent customer service by managing timelines; manages information using various onl

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