Senior Coordinator, Physical Resources

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Job Type:

Employee

Duration in Months (for fixed-term jobs):

36

Job Family:

Facilities Planning and Logistics

# of Open Positions:

1

Faculty/Service – Department:

Facilities Management

Campus:

Main Campus

Union Affiliation:

SSUO

Date Posted:

août 29, 2024

Closing Date:

septembre 09, 2024

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

Hours per week:

35

Salary Grade:

SSUO Grade 08

Salary Range:

$62 218,00 – $78 589,00

About the faculty/service: Facilities

Facilities services are characterized by a dynamic and creative growing team where the winds of change are blowing, offering people like you opportunities to use your leadership and innovation skills to contribute to the achievement of their inspiring mission: to deliver best in class research infrastructure, reshape campus life and student experience, and provide a sustainable environment for students, researchers, teachers and community.

uOttawa’s facilities encompass three main sites that are comprised of over 600,000 square meters of building space (over 6.4 million square feet), 42.5 hectares of grounds, 125 buildings and 4,500 beds in 11 residences. There are over 150 employees in Facilities, including Project Managers, Energy and Commissioning Specialists, Mechanical and Electrical Engineers, Architects, and space Planners. The facilities capital and operating expenditures are in the range of $100M for the University’s $2.0 billion assets under management. The 20-year Capital spending plan envisions $4.0 billion of new investment highlighted by uOttawa launch of project Top Shelf, a $300 million capital investment to build a new facility for the Faculty of Health Sciences at uOttawa’s River Campus, as well as a tower at the Roger Guidon campus to house uOttawa’s new Advanced Medical Research Center (AMRC).

Position purpose:

Reporting to the Supervisor, the Senior Coordinator plans and coordinates the activities and projects related to the physical and material resources management to ensure that the facilities of the sector are safe and functional and that related policies and procedures are well understood and properly implemented. 

In this role, your responsibilities will include:

• Physical resources management: Control the use of space in all facilities of the sector, such as offices, meeting rooms, storage space, classrooms, research labs, computing labs, etc., and decide upon allocation with the objective of maximizing space utilization. To this end, manage a space inventory, analyze and recommend space requirements, analyze feasibility and impact of recommendations and projects, plan and coordinate projects, and delegate internal/external resources for the accomplishment of tasks. 
• Physical resources maintenance: Perform regular inspections of infrastructure, furniture and telecommunications equipment of the sector to ensure that they are safe and functioning, to monitor compliance with accessibility standards and to ensure that all emergency, directional, and personnel signage is correct and updated. Identify discrepancies and initiate improvements when necessary. Recommend preventive repair and construction work in order to avoid the necessity of larger-scale repairs. 
• Health and Safety: Act as Health and Safety resource-person for the sector, monitor compliance with all relevant policies with the objective of minimizing risk to students and staff. To this end, control security access systems, ensure proper maintenance, implement ergonometric recommendations, manage accurate records of approved employee access and ensure timely updates. Inform, follow up and keep records to ensure that the sector meets the appropriate health and safety training requirements. 
• Materials resources management: Manage material resources of the sector to ensure that there is equipment available to meet ongoing operational needs. To this end, act as a designated buyer for the sector, interact with suppliers to obtain estimates, negotiate pricing, and create services contracts in compliance with all relevant policies.
• Project coordinator: Manage assigned projects related to moves and renovations, repairs and space setup for the sector. To this end, develop project specifications, identify project steps and track all relevant progress, perform inspections upon project milestones and ensure effective communication among stakeholders, monitor expenses related to the project to ensure that they meet the limits of the budget, highlight and resolve any variance from budget. 

What you will bring:

• Advanced knowledge of administration and project management principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
• Minimum 3 years of demonstrated experience in a similar role 
• Knowledge of relevant Health and Safety legislation and experience in its application
• Knowledge of computer systems and software including spreadsheets, databases, Internet and e-mail
• Knowledge of space management principles
• Experience managing projects
• Experience in interpreting, explaining and applying policies and regulations
• Ability to produce high quality work under pressure while meeting strict deadlines
• Strong interpersonal and communication skills
• Strong organizational skills
• Ability to solve complex problems
• Autonomy, flexibility, and adaptability
• Bilingualism – French and English (spoken and written)

#LI-MP1

Key Competencies at uOttawa:

Here are the required competencies for all or our employees at uOttawa: 

Planning: Organize in time a series of actions or events in order to realize an objective or a project. Plan and organize own work and priorities in regular daily activities.

Initiative: Demonstrate creativity and initiative to suggest improvements and encourage positive results. Is proactive and self-starting. Show availability and willingness to go above and beyond whenever it is possible.

Client Service Orientation: Help or serve others to meet their needs. This implies anticipating and identifying the needs of internal and external clients and finding solutions on how to meet them.

Teamwork and Cooperation: Cooperate and work well with other members of the team to reach common goal(s). Accept and give constructive feedback. Able to adjust own behaviour to reach the goals of the team.

The University of Ottawa embraces diversity and inclusion in the workplace. We are passionate about our people and committed to employment equity. We foster a culture of respect, teamwork and inclusion, where collaboration, innovation, and creativity fuel our quest for research and teaching excellence. While all qualified persons are invited to apply, we welcome applications from qualified Indigenous persons, racialized persons, persons with disabilities, women and LGBTQIA2S+ persons. The University is committed to creating and maintaining an accessible, barrier-free work environment. The University is also committed to working with applicants with disabilities requesting accommodation during the recruitment, assessment and selection processes. Applicants with disabilities may contact [email protected] to communicate the accommodation need. All qualified candidates are encouraged to apply; however, Canadians and permanent residents will be given priority.

Note: if this is a union position: The hiring process will be governed by the current collective agreement related to the union affiliation noted above; you can click here to find out more.

If this is a front-line position with responsibilities to interact with students, selected candidates must be rated at the Low Advanced proficiency level or higher for both oral comprehension and reading comprehension in their second official language. The rating is determined by a proficiency test designed by the Official Languages and Bilingualism Institute.

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to be fully vaccinated against Covid-19 as defined in Policy 129 – Covid-19 Vaccination. This policy was suspended effective May 1, 2022 but may be reinstated at any point in the future depending on public health guidelines and the recommendations of experts.

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