Job Description

Staff - Non Union
Job Category M&P - AAPS
Job Profile AAPS Salaried - Facilities Management, Level B
Job Title ICICS Facilities Manager
Department Institute for Computing, Information and Cognitive Systems | Faculty of Applied Science
Compensation Range $6,251.00 - $8,986.00 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 November 10, 2024
Note: Applications will be accepted until 11:59 PM on the Posting End Date.
Job End Date
At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.
ICICS
The Institute for Computing, Information, and Cognitive Systems (ICICS) is a multi-disciplinary research institute that supports collaborative research in advanced technologies systems. Over 150 faculty members from 10 faculties and schools across UBC collaborate within ICICS and with industry. ICICS is focused on increasing the impact of its members multidisciplinary research activities by actively supporting:

• Research excellence through support programs
• Translational activities to increase and/or improve user uptake, industry adoption, entrepreneurial activity, standards and policy contributions, and educational outcomes

Job Summary
*Due to the nature of the work, this position will be required to be in-person with limited hybrid work options available. *
The Facilities Manager is responsible for supporting the successful operation of ICICS facilities which consists of 46 labs and approximately 5,600 sq meters of lab and office space, safety programs and technical services administration. This position requires strong interpersonal and collaborative skills and will entail considerable variety on a day-to-day basis. Responsibilities include managing refurbishments and space upgrades projects, managing shared space conflicts (ensuring EDI principals are upheld and implemented), managing all of ICICS safety programs and Health and Safety management of the Institute. This role requires strong conflict resolution and strategic thinking skills; the incumbent will be responsible for balancing the conflicting demands on space and availability, while focusing on suitability. This role also manages various ICICS and HATCH related initiatives including event planning, meeting visitors, demonstrating Makerspace, as well as liaising with other makerspaces across campus.
The Facilities Manager will also be responsible for managing the administrative and space related needs related to HATCH Venture builder as well as ICICS clusters including, preparing budgets and providing quarterly updates for budgeting and reporting purposes, managing equipment purchases and providing recommendations through cost-benefit analysis, and creating and updating processes and procedures in regards to facilities management and health/safety.
This role will act as a permanent member of the Safety Team and serves as an active member on several committees including but not limited to the CS tech and safety meetings, the JOHSC, as well as other inter-departmental meetings related to facilities management.
Organizational Status
Reports to the Director, ICICS and works closely with the Operations and Program Manager. This position will also regularly interact and engage with faculty, students, visitors and staff in ICICS as well as the Faculty of Applied Science Deans Office staff and other UBC service units including Building Operations, Campus Security and Safety & Risk Services.
The Facilities Manager manages the Makerspace Technician and provides oversight to students and ventures.
ICICS shares the building with the Department of Computer Science (CS) and hosts laboratories and offices used by members from different departments. The Facilities Manager will work closely with CS colleagues with regards to building maintenance, service requests, safety policies & procedures, shipping & receiving and other related shared tasks.
Work Performed
Facilities Management

• Develops and implements facility management policies and procedures to ensure ICICS facilities are properly maintained including those spaces allocated to ICICS in other buildings; specifically creating and updating standard operating procedures (SOPs) for all processes
• Manages all office and laboratory lease agreements and Facility Use Agreements for HATCH and ICICS including all documentation related to intake and onboarding, safety and other requirements
• Responsible for furniture and equipment inventory management particularly regarding HATCH venture move in and move out
• Responsible for decision making, budget forecasting, and planning and coordinating with other departments regarding space planning and office, laboratory and incubator assignments, repairs/renovations, security and furniture/equipment procurement. Consulting with the Director and liaising with Building Operations as required.
• Conducts regular facility inspections of all common areas and dedicated spaces of the department to identify deficiencies and performs the corresponding corrective actions and agree with tenants for access to the lab spaces and offices
• Responsible for researching, sourcing, engaging with vendors and selecting and making recommendations on new machine tools for the makerspace; working with the Makerspace Technician as required
• Develops and implements comprehensive inventory management programs for the Makerspace, and equipment in shared labs (such as the ICICS sound studio)
• Works closely with Makerspace technician to ensure research and venture needs are being met in a timely manner and align with the goals and values of the Institute.

Safety Management

• Responsible for developing, implementing, managing, and assessing safety plans and initiatives for ICICS & HATCH, ensuring compliance with all relevant regulations, including UBC, WCB, and WHMIS coordinating activities with Safety & Risk Services as required
• Provides strategic advice and recommendations to the Director in all safety issues including safety education and training, safety signage, inspections, incident reporting and follow-up actions
• Develops and implements safety and training programs for the Makerspace; working with the Makerspace Technician regarding equipment/tool specific training
• Responsible for managing documentation for all HATCH teams, ensuring that all teams have insurance and meet WCB requirements and are adhering to the safety protocols of the University
• Provides safety guidance and recommendations to ICICS faculty, staff, students and visitors
• Recommends additional training and/or new programming/processes as required to meet safety requirements
• Manages the procedures surrounding Worker Safety Orientations and coordinates with the relevant academic units to ensure faculty, students and researchers receive adequate safety training
• Maintains first aid training

Other Duties

• Responsible for synthesizing, analyzing, and reporting on data related to statistics of lab and Makerspace usage, as well as other performance metrics
• Responsible for managing technician. Responsible for recruitment, onboarding, performance management and termination of any team members. Consults with Operations and Program Manager and APSC HR as required.
• Performs other duties as required

Consequence of Error/Judgement
The condition of ICICS facilities and the safety training and advice given to ICICS stakeholders directly impact the quality of experience offered by the Institute. Poor adherence to safety policies and procedures, inadequate training programs, or poor maintenance of facilities/equipment could result in injury, loss of life or property damage.
Errors in performance of duties related to facilities management could have significant impact on the effectiveness of activities and would reflect poorly on the Institute and Faculty.
Supervision Received
Works independently under the general direction of the Director, ICICS. Works collaboratively with ICICS partners such as CS, Entrepreneurship UBC, APSC JOHSC and ICICS team members. Work is reviewed based on objectives and conformity to standards.
Supervision Given
Manages Technician and trains new staff and users on relevant safety and work procedures as required. Provides leadership, management, coaching, monitoring and direction to ensure all users adhere to health and safety requirements.
Minimum Qualifications
Journeyperson certification in an appropriate trade. Minimum of three years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with ones own
- Demonstrates a commitment to enhancing ones own awareness, knowledge, and skills related to equity, diversity, and inclusion
Preferred Qualifications

• Ability to develop and maintain cooperative and productive working relationships, engaging in professional and respectful conversations to solve problems and adapt to changes
• Excellent communication skills; both written and verbal
• Previous experience working in Health & Safety management and/or demonstrated knowledge of relevant Health & Safety regulations an asset
• Previous experience working in a large, complex work environment as asset
• Ability to work independently, with minimal supervision
• Demonstrated ability to manage projects, tracking deadlines and budget and managing stakeholders
• Experience working within a customer-focused service
• Ability to analyze and redesign workflow and business processes