Facilities Project Coordinator

Facilities Project Coordinator

About Queen's University
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Job Summary
Within the framework of established policies, regulations, and procedures, and under the direction of the Manager, Facilities Operations (Manager), the incumbent provides a coordinating role between the Library and Queen’s Facilities Operations. As well as coordinating any assigned in-house facility projects out of scope of Queen’s Facilities Operations, the Coordinator provides design, construction, and engineering guidance with respect to library requirements within the scope of the project being undertaken. Projects may be related to building renovations, or new construction, and may also relate to infrastructure updates within the control of Queen’s Facilities Operations.

The Coordinator ensures that all assigned in-house projects are undertaken and completed within reasonable timelines, taking into consideration the best times for projects in library facilities, within budget, and to established scope and standards. The Coordinator is accountable for various aspects of projects, as assigned by the Manager, and must be able to function with a high degree of autonomy in a demanding, deadline-driven environment.

The Coordinator will also act as the library’s primary lead as assigned by the Manager on Queen’s Facilities Operations led projects, to ensure appropriate and timely communication amongst key stakeholders (internal/external) and the efficient and effective support of projects from start to finish. The Coordinator brings specialized knowledge of building design and construction, library operational needs, or engineering to the team and has the capacity to support the project team in ensuring projects are on time, within budget and to established scope and standards.

The Coordinator provides assistive recommendations to the Office of the Vice-Provost and University Librarian (OVPUL) on the short
- and long-term planning of library facilities projects. The incumbent coordinates a variety of building and maintenance projects delegated by the Manager and ensures proper policies and processes are in place and communicated to staff, building users, and external contacts (Fire inspector, Environmental Health and Safety etc).

**Job Description**:
**TYPICAL DUTIES & RESPONSIBILITIES: (Effort & Responsibility)**:

- Under the direction of the Manager, coordinates the library’s role in facility projects being undertaken through Queen’s Facilities Operations, as well as assigned inhouse projects for all library facilities
- Provides support to the Manager on a variety of building projects and initiatives. Makes recommendations on project plans, functional requirements, and budget considerations. Ensures the Manager is aware of risks and challenges that might impact the deliverables, timelines, or budget of any project
- Is the library lead on building/renovation projects and special projects managed in-house within the Library, as assigned. Oversees all aspects of the in-house projects including project schedule, progress, and costs. Working with Facilities and EH&S, ensures compliance with all applicable codes and acts
- Provides project support and advice to the Manager, Queen’s Facilities Operations, Library Director of Finance and Administration, and other stakeholders in a professional and timely manner
- Understands, collaborates, liaises, and communicates with both internal and external stakeholders, including university staff, external consultants, contractors, trades, and authorities having jurisdiction
- In collaboration with Queen’s Facilities Operations and other project partners, investigates and recommends optimal processes and procedures to support the successful completion of design, construction, and infrastructure projects, taking into consideration any potential risks and challenges within a given project
- Implements and communicates any operational or facility changes as a result of renovation projects, repairs or other works and implements strategies to mitigate impact
- Remain current with industry and university standards and systems as they relate to design, construction and/or engineering
- Assists the Manager in the preparation of Project Charters, and Space Requests forms
- Participates in or leads library planning groups in identifying detailed project requirements through meetings, with staff, and stakeholders as identified in the project charter
- Assists in the preparation, or prepares the requirements document from identified requirements, for both in house and Queen’s Facilitie