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Facilities Information and Systems Specialist

1 month ago

Barrie, Canada Georgian College Full time

Department: Facilities Management
Campus: Barrie
Classification: Support Staff
Posting Date: July 8, 2024 
Salary Range: $38.01 (start rate) - $44.05 (4-year rate)
Hours Per Week: 37.5 hours per week
Status: Full Time

Reporting to the Facilities Operations Manager, the incumbent provides day-to-day functional system administration of the Facilities Information Workplace Management Systems (Archibus) and other Facilities related information record libraries and data base records systems. This includes managing space and drawings, tracking work orders, and handling project management tasks within the Integrated Workplace Management System (IWMS). Specific duties include, but are not limited to:

• Respond to emergency system outages and oversee protocol issues and the management policy for future system failures
• Approve system security access standards, changes to roles and updates to Single Sign-On (SSO) integration, as well as conducting risk assessments to oversee security processes for current data and software platforms
• Document errors, anomalies, and system functionality issues
• Act as both internal and external Archibus Subject Matter Expert (SME), and Archibus System Administrator
• Configure and customize the Archibus system to meet the College and organization's specific needs
• Support systems integrations between IWMS and existing institutional systems, such as Peoplesoft Finance, ServiceNow, etc. to ensure consistency and alignment
• Ensure comprehensive training services are available to College-wide end-users and administrators
• Acts as first point of contact for any users needing support with the system – seeking to troubleshoot and solve issues
• Cultivate strategic partnerships and foster close collaboration with cross-functional teams, encompassing external departments, sustainability, facilities managers, technical experts, and industry leaders
• In collaboration with reporting managers, provide technical support in software applications and best practice on preventative maintenance planning and implementation for, but not limited to, HVAC equipment, low and high voltage electrical equipment, building equipment, life safety systems, and elevators
• Works with Facilities staff and others (e.g. Marketing and Communications) for general communications, website content, etc.
• Leads, facilitates and manages meetings with business users to elicit, analyze and communicate requirements and advocate on best practices as needed
• Gathers, analyzes and translates technical requirements to business requirements needed to meet the needs of users of the various modules/components
• Engage in comprehensive research focused on Innovation within facilities management This involves gathering and collating industry best practices and successful examples of digital transformation projects related to CDFM
• Research new tools for Facilities Management and implement robust departmental data management and data governance practices, processes, and plans for their use
• Oversee data integrity and conducting regular audits to ensure high data quality standards
• Provide data from the IWMS to be used by senior management on making informed decisions within the college business planning framework
• Design and implement electronic records filing structure re-organization on College’s network server or system and/or Archibus to store and collaborate project files, drawings and documents with end-users or consultants 
• Develop and maintain design and construction standards, example CAD, room finishes, equipment standards, etc. 

Qualifications:
• Successfully completed a three-year postsecondary diploma/degree in Architectural Technology, Business, or a related field
• A minimum of five years’ experience working with Archibus or a similar Information Workplace Management System
• Experience doing the administration of a system (i.e. working with vendors, identifying issues, updating systems, etc.)
• Demonstrated technical and analytical skills, and database management
• Proven organizational skills to work effectively, handling numerous tasks simultaneously 
• Proven ability to work independently and participate as an effective team member
• Experience with Microsoft Office (Word & Excel) to create and analyze spreadsheets and generate correspondence

Georgian College supports diversity, equity and a workplace free from harassment and discrimination and is committed to an inclusive, barrier-free environment. We invite applications from all qualified candidates and actively encourage applications from members of groups with historical and/or current barriers to equity, including, but not limited to persons of Indigenous ancestry, racialized persons, persons with disabilities, women and members of the 2SLGBTQ+ community. If you are contacted to participate in the interview, please advise the coordinator of any accommodations needed with respect to any materials or processes used to ensure you have access to a fair and equitable process.

Alternate formats will be provided upon request throughout the recruitment and selection process.

Georgian College has introduced Flex Work for some positions. This position is not eligible for Flex Work and will be an on-campus position with no option for remote work.

Applications for this position must be received by 11:59 p.m. on July 14, 2024.

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