Job Summary

Facilities proudly builds, maintains and improves campus facilities to create a safe and welcoming environment in support of teaching, learning and research. Reporting to the Executive Director, Operations and Engineering (Executive Director), the Assistant Director, Operations and Maintenance (Assistant Director) works closely with other Facilities leadership to deliver operations and maintenance quality and service excellence to the university community through the promotion of a supportive attitude, anticipatory service and extensive knowledge on how to best meet or exceed client service expectations.

As a member of the Operations and Maintenance leadership team, the Assistant Director actively participates in the development of strategic plans on quality and service excellence for the unit as a whole and for the management of the university’s deferred maintenance program, and maintenance of the university’s academic/administrative facilities, providing services for these facilities, and coordinating the technical review of all major capital projects.

The Assistant Director participates in annual and long-term planning, procedures and policy development, and implementation and has input into financial planning and resources allocation. The Assistant Director is a proficient quality assurance professional with competent quality management and oversight skills and is accountable for the implementation of published Standards of Service, measures compliance to ensure that the standards are met by the Operations and Maintenance team and are adjusted where necessary.

The Assistant Director possesses a broad knowledge of facilities management including, but not limited to, external and internal building systems; including roofing, windows, exterior cladding including limestone, support infrastructure, building automation systems, HVAC, elevators, electrical, mechanical and plumbing systems, and equipment maintenance. Committed to equity, diversity inclusion and indigeneity, the Assistant Director is an accomplished safety-focused leader and in partnership with the operations and maintenance managers, has management responsibility for successfully empowering the Operations and Maintenance team of Trades professionals to provide optimum client service with emphasis on overall client satisfaction through the daily provision of high-quality services to the university community.

Job Description

KEY RESPONSIBILITIES:

• Develops and supports short and long-term plans/programs and annual performance targets for deferred and planned preventative maintenance activities, health and safety initiatives and projects related to new builds and renovations. Participates in the development and ongoing review of a strategic plan creating long-term and short-term plans for the Operations and Maintenance team.
• Directs, and has administrative accountability for, the maintenance of the university’s buildings and systems in accordance with the applicable legislation, regulations, codes, and standards by providing leadership to the team in the formulation of maintenance programs (emphasizing preventative and planned maintenance), preparation of budgets, and supervision of approved maintenance and some renovation projects. Manages a significant budget that includes maintenance project budgets.
• Accountable for exterior site service summer grounds (mostly in-house) and winter operations (mostly contracted) including seasonal planning, service standards, vendor KPIs/SLAs, storm response, and OHSA compliance.
• Co-develops and manages a client-centric system focusing on levels of quality outcomes underpinned by metrics on satisfaction.
• Participates in the development and implementation of a Quality Control program and ensures consistency in quality audits and methodology.
• Acts as the liaison officer between Facilities and the clients on campus in a manner that supports and adheres to the departmental mission, values and guiding principles.
• Provides technical expertise to assist the Operations and Maintenance and Design and Construction units, as well as provides technical instruction. Leads the implementation of special projects, such as replacing access control systems, emergency planning and identifies and contributes to sustainability initiatives.
• Determines the need for external contractors in consultation with the management team and coordinates the selection of service providers in accordance with the university’s procurement protocols.
• Develops, revises, and monitors business practices, policies and procedures to increase efficiency and deliver quality, client-centered services.
• Continually evaluates and monitors work to ensure fiscally responsible expenditure of university funds including labour, material, and the services contractors.
• Oversees the health and safety program in the Operations and Maintenance unit, and as a competent supervisor, is responsible for compliance with the health and safety program ensuring that legislated safety regulations, university and departmental safety programs are followed.
• Participates on the Facilities Joint Health and Safety Committee, ensuring appropriate risk management strategies are in place and enforced, to ensure the safety of staff and building occupants.
• Effectively interacts and cooperatively works with the Facilities leadership team to meet the operational demand of the Operations and Maintenance team.
• Fosters a productive and harmonious workplace through the promotion of a positive team environment which recognizes the value of all Facilities employees.
• Creates a climate where collaboration and teamwork among diverse people and groups is the norm.
• Promotes a culture where a diverse range of ideas and perspectives are incorporated into the decision-making process.
• Directly manages the Operations and Maintenance managers who have managerial accountability for the trades employees.
• Manages performance by establishing Key Performance Indicators, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manages performance by establishing performance standards, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses, and resolves employee/labour relations issues, including disciplinary matters. Makes decision or effective recommendations on matters involving possible discipline, discharge, and probationary termination.
• Other related duties as assigned by the Executive Director.