Operations Coordinator Lead

2 months ago

Saskatoon, Saskatchewan, Canada University of Saskatchewan Full time
Job Title: Lead Operations Coordinator, Facilities

Job Summary:

The University of Saskatchewan is seeking a highly motivated and experienced Lead Operations Coordinator to join our Facilities team. As a key member of our operations team, you will be responsible for overseeing a team of Operations Coordinators, ensuring effective performance, and providing daily support. This role requires strong organizational and administrative abilities, with a focus on project tracking and meeting deadlines.

Key Responsibilities:

  • Supervise and support a team of Operations Coordinators, ensuring effective performance and providing daily guidance.
  • Collaborate with Operations Coordinators and other related units to coordinate and streamline facilities operations.
  • Participate actively in project execution, providing guidance to team members, and ensuring project milestones and deadlines are met.
  • Provide timely updates to the Manager of Business Operations and Innovation on project updates, status, milestones, and deadlines.
  • Monitor project progress and address any issues or delays promptly to keep projects on track.
  • Investigate and understand how individuals and units in and related to Facilities work and interact, share information, and complete tasks as part of overall workflow processes.
  • Contribute to continuous improvement by investigating and understanding existing work processes, identifying opportunities for improvements in operational processes, assisting with recommendations, and leading the operationalization of changes.
  • Lead the creation, assembly, and maintenance of process and training documentation, including business process and procedure documents.
  • Provide Facilities staff with training and information regarding workflow processes and the use of the work management system, such as query creation, status updates, adding notes and attachments, and asset tagging.
  • Understand ongoing and available Facilities work to support the efficient distribution of resources and coordination of Facilities staff, contractors, and related units, especially related to scheduling, planned service disruptions, and prioritization.
  • Monitor the work management system from a quality assurance perspective to ensure work orders are created properly, that workflows are followed correctly, and that work is executed efficiently with consideration for priority, capacity, and timeliness.
  • Support Facilities leadership in the development, coordination, and execution of various business operational and administrative activities, such as inventory management, onboarding, work assignments, etc.
  • Lead the design, reporting, and monitoring of key performance indicators (KPIs), financial information related to Facilities work, and other data as needed.
  • Foster a workplace environment that encourages accountability, innovative solutions, collaboration, and a learning environment to develop efficient, effective, and responsive workflow processes.
  • Maintain awareness and mindfulness of safety hazards and work in compliance with all safety practices and procedures.

Requirements:

  • Relevant post-secondary education, preferably in a business, engineering, or related field.
  • Three to five years of experience in a complex and dynamic multi-purpose facility or industrial operation setting.
  • Completion of a valid Red-Seal Journeyperson's certificate as recognized by the Saskatchewan Department of Labour would be considered an asset.

Skills:

  • Highly self-motivated and directed.
  • Deliver clear and concise guidance and instructions to a team of Operations Coordinators.
  • Detail-oriented, analytical, adaptable, and able to quickly develop an understanding of business processes.
  • Effective written and verbal communication, facilitation techniques, and relationship management skills.
  • Proficient with information systems, programs, and applications (IWMS, Microsoft Office).
  • Demonstrated ability to develop and maintain professional, collaborative relationships.
  • Excellent client service skills, ability to deliver to deadlines and adapt to changing priorities.

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