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Assistant Director, Facilities & Operations – Carleton University Reporting to the Executive Director, Housing and Residence Life, the Assistant Director, Facilities & Operations is responsible for planning and oversight of all facilities and operations within Housing and Residence Life Services and Conference Services. Key Accountabilities Planning and Risk Management Develops and contributes to planning related goals, targets and outcomes for facilities Contributes to annual departmental planning including creation and identification of goals, targets and outcomes Oversees annual unit-level planning, identifies need for modifications, determines implications and options, and prepares recommendations Leads ongoing operational planning and/or projects including prioritization, resource allocation, and scheduling; seeks opportunities for improvement in program and service delivery through program evaluation and research Develops and monitors performance targets and service levels Manages all procurement process pertaining to residence facilities and operations Identifies operational risks, oversees program/service reviews, and develops recommendations and action plans Ensures legislation, governance structures, policies and procedures are adhered to; contributes to development and alignment of internal policies and procedures Ensures optimization of information systems and data management processes and outcomes Accountable for internal and external client satisfaction and achievement of service level metrics. Works with relevant parties to establish, measure and report on performance against metrics and to develop and complete corrective action plans Oversees the facilities and operations of the housing & residence life department Manages the facilities and operations team of the housing and residence life department Approves staffing and recruitment actions Plans long term goals and professional development for staff Provides guidance and advice on challenging issues Leads on-going performance management and annual reviews Develops and maintains annual Facilities, project, and service contract budgets for the facilities and operations department of Housing and Residence Life department Approves expenditures and arranges for payments Stakeholder Relationship Establishes and maintains effective communication and coordination with internal and external stakeholders including vendors and suppliers Manages relationships with third party vendors for Housing and Residence Life Participates on committees and working groups, provides input and advice, and undertakes research and information gathering to inform decisions Collaborates with other managers and professional staff to resolve issues and challenges and to deliver programs and services Operations Oversees and sets standards for third-party contractors for maintenance and custodial services of residence and conference services and ensures contractors meet terms and conditions, and provides corrective direction and action as required to meet service levels Sets standards and expectations for service contracts for custodial services, waste services, pest control, and architectural and renovations and ensures contractors meet terms and conditions, and provides corrective direction and action as required to meet service levels Oversees facilities for all large-scale events and transitions in residence and conference services Manages all maintenance and renewal projects, plans schedules for minimal disruption, undertakes project management, contributes to RFP, reviews drawings and specifications, tracks progress and costs, provides status reports, completes documentation, and project close Responds to emergency maintenance situations and equipment breakdowns on a rotating schedule, determines and implements actions plan, coordinates work of external trades and contractors, inspects repairs, and oversees invoicing Manages capital and operational projects, researches best practices, contributes to scope and specifications for upgrades, improvements, renovations, and new construction Develops and Maintains a multi-year Capital and Deferred Maintenance plan for Residence Drives innovation and best practices within Residence Oversees all sustainability initiatives in Residence Life; sets targets for these areas to improve overall impact Develops and leads the execution of overall FM strategy; evaluates business opportunities and provides oversight of FM operations Oversees the technical Safety & Security systems of residence Job Requirements Core Knowledge, Education and Experience Knowledge of operational management and leadership concepts practices including program/service delivery models, policy development, planning, budgeting, performance measurement management, and human resources Knowledge of maintenance and custodial contract management program design, delivery, assessment, and evaluation methodologies, processes, and practices Knowledge of relevant governing legislation, collective agreements, policies and procedures Knowledge of office as well as the broader university academic units, departments, and divisions Possesses a sustainability mindset and seeks to incorporate sustainable practices within assigned portfolio where possible Exceptional customer service experience Experience managing multiple large-scale projects a necessity Project Management experience an asset Demonstrated leadership experience in people engagement, employee development, operational strategy development and execution Demonstrated initiative, ability to work independently, manage multiple priorities, meet established deadlines, and achieve results in a highly complex environment Superior organizational skills and ability to deliver on schedule and meet requirements Education Completion of three-year college diploma Professional designations desirable FMA, RPA , PMP or another technical accreditation would be considered an asset. Experience Minimum of seven years of previous maintenance and custodial management program experience including three years of management and leadership experience What’s in it for you? Work for a Top 100 Employer in 2023, 2024 and 2025, and a National Capital Region Top Employer for 10 consecutive years Free Tuition Generous annual leave Pension plan Working with committed, seasoned and passionate colleagues to make a real difference in post-secondary education Seniority Level: Director Employment Type: Full-time Job Function: Management and Manufacturing Industries: Higher Education #J-18808-Ljbffr
