Facilities Coordinator

2 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

Administration & Communication | Faculty of Education

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

February 12, 2023

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

Job End Date

Job Summary

The Facilities Coordinator is responsible for the Faculty’s facility management and coordinates the Faculty-wide health and safety program and initiatives. The incumbent acts as the primary contact for the day-to-day facilities-related matters and operational activities for the Dean’s Office and non-departmental units in the Faculty of Education. This role collaborates with unit managers, staff, faculty, external vendors and other UBC units (including Building Operations, Facilities and Planning, Project Services and Safety and Risk Services, etc.) to ensure smooth and continued operations of the Faculty of Education facilities.

The main duties include managing general building services and facilities operations in the Faculty of Education concerning space management, space bookings, custodial issues/concerns, installations/moves, the Faculty’s Joint Occupational Health and Safety Committee (JOHSC), security breaches, couriers and event logistics. The Facilities Coordinator is expected to have thorough knowledge of the University policies, procedures, guidelines, standards, protocols, workflows and systems, and has the ability to provide guidance to the Faculty’s staff and faculty regarding facilities related and health and safety matters. This role participates in the development and implementation of complex policies, procedures, guidelines and standards at the interface between facilities administration, infrastructure operations, and event coordination. Normal work hours may need to be adjusted to assist with logistics of occasional after-hours events.

Organizational Status

Reports to the Director, Administration and communications. Liaises extensively with faculty, staff and students in the Faculty of Education as well as with personnel in units across the University (such as Building Operations, Project Services, Safety and Risk Services, etc.) and external vendors/suppliers.

Work Performed
- Handles the day-to-day building operations activities and facilities-related matters for the Dean’s Office and common areas of the Faculty of Education on the Vancouver campus (not including issues associated with specific departments/School/units).
- Inspects the general conditions of the Neville Scarfe Building and the Education spaces in Ponderosa Commons North to ensure that the infrastructure of the Faculty is in good operational condition.
- Coordinates work orders and service requests for responsible areas, conducts a preliminary analysis of the scope of work, cost of estimates and supporting documentation. Responds to and resolves inquiries/problems escalated by the local units. Consult the Director, Administration and Communications on complex issues as needed.
- Arranges all aspects of general and project-based building maintenance work such as repairs, renovations, carpentry, plumbing, electrical, housekeeping etc. in an efficient, effective and timely manner. This involves taking ownership of building maintenance requests and following through to proper completion.
- Acts as the operational lead for all Dean’s Office and non-departmental facility renewal/renovation projects and space upgrades, ensuring that work is on schedule and within budget, and work is performed in accordance with the applicable codes, standards and regulations as set by the University.
- Develops and coordinates spatial and logístical plans for office/rooM/Furniture moves. Coordinates furniture retention and/or disposal according to University policy and procedures. Recommends furniture/equipment replacement in common areas where required.
- Acts as primary contact for event logistics when use of common areas of the Faculty is involved, manages booking systems for meeting rooms, bookable offices, and learning spaces; reviews space bookings to ensure accuracy and resolves issues in a timely fashion while ensuring compliance with current policies, guidelines and standards.
- Identifies, documents, and remedies patterns in recurring issues related to facilities and operational services. Assesses and develops approaches for standardized processes, workflow and issues resolution

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