Job Description

Staff - Non Union

Job Category M&P - AAPS

Job Profile AAPS Salaried - Facilities Management, Level B

Job Title Facilities Manager, Athletics & Rec (South Campus)

Department Facilities | Athletics and Recreation

Compensation Range $6,068.92 - $8,724.25 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date January 19, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

JOB SUMMARY

This position is responsible to plan, implement and coordinate projects, building maintenance. safety protocols and sustainability initiates for select facilities managed by UBC Athletics and Recreation: including Thunderbird Park, Thunderbird Stadium and Academic Centre, Gerald McGavin Rugby Centre, Baseball Training Centre, UBC Rugby Pavilion, and UBC Tennis Centre. Maintains good relationships with facility managers, coaches, recreation programmers, facility users and students to resolve complaints and issues related to facilities managed by UBC Athletics and Recreation. Works closely with the RMS (Risk Management Services) department to develop, update and manage Health and Safety policies. Works with students and staff in the Sustainability department to study and implement sustainability measures.

Works in an office environment, but travels between buildings to perform inspections of facilities or to meet with colleagues within the properties managed by UBC Athletics and Recreation. Is required to wear appropriate business dress. Flexible hours, including evenings and weekends, are required.

Condition of Employment

Must agree to a criminal record search to document that no relevant criminal record exists.

ORGANIZATIONAL STATUS

Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

WORK PERFORMED

Facility Maintenance and Project Management

- Manages all aspects of building maintenance such as renovations, projects and custodial, using input from area managers for select buildings managed by UBC Athletics and Recreation including: Thunderbird Park, Thunderbird Stadium and Academic Centre, Gerald McGavin Rugby Centre, Baseball Training Centre, UBC Rugby Pavilion, and UBC Tennis Centre. Assembles specifications, drawings and cost estimates.

- Manages and administers department service contracts and capital renovations, including developing tender documents and supervising the performance of external service providers. Checks to ensure that work is completed in accordance with requirements and specifications.

- Monitors the condition of buildings and initiates action to improve deficiencies. Works with Building Operations on associated reactive and preventative maintenance

- Has a thorough knowledge of the complex policies, procedures, guidelines, standards, protocols, work flows and systems used for maintaining facilities.

- Facilitates the repair, maintenance, and installation of user equipment, products, materials and furnishings. Makes recommendations to departmental managers.

- Expedites delivery of equipment and materials to support the completion or work requests within an established timeframe. Supports good customer service by providing timelines to departmental managers for special maintenance and small projects.

- Maintains departmental files, including blueprints, building manuals and warranty information. Coordinates provision and updating of files with consultants, vendors and contractors.

- Tracks, monitors and analyzes data related to maintenance, safety and sustainability and shares these metrics to assist facility and department staff in making informed business decisions.

Safety, Risk Management & Sustainability

- Develops, implements, and maintains all risk management and safety protocols including: work safe standards, participant safety, facility safety plans, policies and staff training.

- Manages a variety of functions associated with the maintenance and operation of turf and natural grass fields while ensuring a safe and positive experience for all users. Maintains rigorous safety procedures, with comprehensive documentation.

- Ensures employees are working in a correct, safe manner, and are trained in regard to all necessary safety and environmental regulations, standards, practices and procedures.

- Provides leadership and guidance on policies, procedures, guidelines and standards on Operational Health and Safety procedures and protocols.

- Coordinates efforts related to Climate Change Action Plan and identifies opportunities for Facilities to improve all aspects of sustainable operation.

- Manages and executes the UBC Athletics and Recreation sustainability strategy including all partnership management and project implementation.

Facility Administration & Staff Management

- Manages processes in place to safeguard master keys or other keys controlled by the Facilities division, and that building security systems are properly maintained, and provide reasonable protection for residents, guests, visitors, staff, and the university\'s assets from both fire and theft.

- Identifies and documents patterns in reoccurring issues related to facilities, services and event overlay coordination. Assesses and develops approaches for standardized processes, work flow and issues resolution. Resolves complex and sensitive issues on a regular basis.

- Supervises, coordinates, trains and schedules custodial staff for assigned facilities.

- Hires, trains, supervises, trains and evaluates groundskeepers, landscapers and laborers.

- Assists with special projects or programs as requested.

CONSEQUENCE OF ERROR

Work is subject to general checking by the Senior Manager, Facilities to ensure the desired goals and objectives are being achieved. Errors or incorrect decisions could impact job schedules and result in increased costs, and could negatively impact service to students, external users and faculty staff. Poor scheduling could lead to a loss of customer satisfaction and or a loss of revenue due to lost business opportunity.

The work and decisions of this position have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Department and the University\'s reputation with students, staff, faculty and the broader community. Incorrect decisions will affect the

University\'s ability to effectively communicate with its audience, with a direct negative impact on the student experience and the department\'s business objectives.

SUPERVISION RECEIVED

Reports to the Senior Manager, Facilities. Maintains positive, close working relationships with all facility managers. Works under established guidelines and policies, receiving directives on matters deviating from normal policy. Selects methods and techniques to be followed in achieving objectives. Consults with Senior Manager, Facilities and other relevant facility managers for advice.

SUPERVISION GIVEN

Assigns and directs work, advises on technical problems. Reviews work for technical accuracy and adequacy. Exercises judgment and initiative in decision-making situations involving work methods and procedures within a defined area; in the selection and interpretation of information; in resolving issues not clearly covered by established guidelines; in coordinating staff and assessing performance.

Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating staff. Manages full time, part time unionized groundskeeping, landscaping, labour, and custodial staff.

QUALIFICATIONS

Journeyperson Certification in an appropriate trade. University degree plus successful completion of a building services management or building maintenance program at a technical institute or college, or an equivalent combination of on- the-job training and work experience in lieu of Journeyperson certification is preferred. Minimum of three years experience or the equivalent combination of education and experience. Knowledge of project management software and literacy in architectural drawings are required. Knowledge and experience in maintaining or managing sports facilities is an asset. Three years of experience in project coordination, sport facility management, safety management and scheduling. Previous experience in a municipality or a university is preferred. Ability to exercise initiative, tact and diplomacy. Strong leadership, organizational and time management skills required. Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job. Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve. Ability to carry out negotiations and interest-based conflict resolution. Demonstrated skills and competencies in planning, organization, and project management; leadership and team development; coaching and facilitation; and customer service.

Strong computers skills essential including working knowledge of Microsoft Office Suite (including SharePoint). Must possess a full Class 5 driver\'s license. Excellent oral and written communication skills. Able to lift or move heavy objects of approximately 50lbs. Knowledge of pertinent WCB and OH&S standards. Strong knowledge and experience relating to federal and provincial legislation, acts and regulations related to building systems. Demonstrated experience in applying policies and collective agreements working in consultation with Human Resources.

University of British Columbia