Assistant Director: Facilties

Staff – Non Union

Job Category

M&P – AAPS

Job Profile

AAPS Salaried – Facilities Management, Level C

Job Title

Assistant Director: Facilties

Department

Administrative Leadership | Department of Earth and Ocean Sciences | Faculty of Science

Compensation Range

$6,378.58 – $9,189.17 CAD Monthly

Posting End Date

August 5, 2021

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

Job End Date

Oct 31, 2021

Job Description Summary

This position is responsible for supporting the Department s teaching and research mission by providing direction and leadership in the following areas:

• Facilities management for the three buildings that make up the Earth, Ocean and Atmospheric Sciences Department and the 88 acre property, currently under major redevelopment, which forms the EOAS Geology Field School complex in Oliver, BC. This includes supporting the complex needs of our 40+ wet labs, multiple environment-controlled spaces, clean labs, and additional large scale operations such as the Pacific Centre for Isotopic and Geochemical Research, Electron Microbeam / X-Ray Diffraction Facility, computer based labs, and office facilities.
• Oversees all aspects of facilities management for the Dean of Science Office, Department of Statistics, and the Pacific Institute for the Mathematical Sciences, who are also resident within ESB.
• Planning, and directing the allocation of departmental resources for all minor, major and cyclical projects.
• Directing all aspects of the operations of the Departmental Workshop, EOAS Stores, and Shipping and Receiving facility.
• Responsible for long range strategic planning to ensure departmental technical services continue to support the Department s ongoing research and teaching vision.

Organizational Status

Reports directly to the EOAS Director of Resources and Operations. Works closely with the various building occupants, faculty, students, and ESB Department Administrators, as well as university service units such as Campus Security, Secure Access, Building Operations, and Project Services to ensure the smooth operation and care of EOAS/ESB facilities and physical assets. Manages student workers, support staff, technical staff, professional consultants and contractors.

Work Performed

Projects

Upcoming major projects include replacing/repairing the EOS-Main Strobic exhaust system ducting and control valves, and building envelope. Seven upcoming retirements will necessitate the renovation of multiple lab and office spaces for subsequent new faculty hires. Responsible for guiding and assisting new faculty with the renovation portion of their start-up allocations and working closely with them in initiating new or renovation projects.

• Provides leadership to and works with consultants and key stakeholders to develop and define the leadership and direction of major and minor construction projects.
• Implements targeted construction projects and manages the associated logistics and budgets, including scheduling project activities with trade contractors.
• Contributes to the preparation of contracts by providing direction and leadership on the identification of deliverables, drafting RFP s (Request for Proposals), and developing budgets. Establishes and maintains effective communication with stakeholders. Resolves funding, purchasing and cost issues associated with assigned projects, consulting with EOAS Director of Resources, and Operations as needed.
• Develops and manages preventative and special maintenance projects; monitors the quality of work in progress; schedules labour and materials; and certifies the completed project.
• Liaises with contractors, consultants and maintenance staff to ensure project budget, contract specifications and time lines are met.
• Develops short and long term plans for upcoming renovation and building project development in EOAS Facilities.
• Chairs/Co-Chairs multiple committees determining ongoing health and safety needs, space requirements and allocations, renovations, and new construction projects.

Geology Field School

• Represents the Geology Field School to potential users internal and external to UBC; negotiates and coordinates bookings and manages budgets, with the eventual goal of making the facility self-sustaining.
• Develops and implements rental and use policies and establish annual financial targets for the facility.
• Directs and ensures maintenance of the Geology Field School facilities: sources local contract personnel to professionally and reliably staff and maintain the premises year-round; costing of estimates and tender documents to professional standards.
• Initiation and implementation of strategic planning overviews.
• Responsible for arranging for annual provincial health and safety inspections and ensuring implementation of required remedial action for both the Geology Field School and associated Susie Mine.
• Designs and manages budgets associated with the maintenance and operation of the Field School.

Space & Equipment

• Advises individual laboratories on the development of space for special applications and equipment; provides recommendations and advice on space issues, requirements and utilization.
• Provides design input involving aspects of functional space utilization compatible with manufacturer and end users requirements and laboratory safety.
• Provides input and recommendations where supply of services such as connectivity of telephone, power, HVAC and water are required.
• Acts as a resource regarding policies, procedures, issues and projects related to EOAS facilities, equipment and space management. Implements the decisions of the space planning committee.
• Attends site meetings with EOAS Management, UBC Maintenance, engineering consultants, trade contractors and end users to review progress of projects.

Operations

• Liaises with outside contractors and service providers on security and access issues coordinating services shutdowns as required.
• Inspects and evaluates work in progress and identifies potential problems with scheduled work requests and services.
• Responds to emergency situations as required by liaising with First Responders, investigating circumstances, problem-solving and delegating work while mitigating the impact of the situation on the facility and personnel.
• Manages the EOAS/ESB Disaster response plan in collaboration with other ESB Departmental Administrators, UBC Risk Management Services, Campus Security, RCMP, and Fire Department. Ensures compliance with Provincial and UBC safety regulations. Chief Fire Warden and First Aid Coordinator for all EOAS/ESB facilities.
• Provides first response to fire alarms in conjunction with UBC Fire Life Safety, security personnel and other stakeholders.
• Oversees the development, implementation and management of preventative maintenance contracts and work request programs as related to facilities management.
• Liaises with UBC Secure Access, outside contractors and service providers on security and access issues; coordinating services shutdowns as required.
• Inspects and evaluates any renovation/repair/construction work in progress and identifies potential problems with scheduled work requests and services.
• Directs the management, safe handling, storage and removal of compressed gas cylinders, garbage, and bio-hazard waste disposal.
• Reallocates resources within designated areas and budgets. Reallocation of financial resources between projects where required.
• Prepares the facilities department budget by making recommendations, providing justifications and anticipating future budgetary needs.

Employee Relations:

• Directs the activities of four direct reports, establishing clear definitions of responsibility for each employee, reviewing workload assignments and adjusting schedules according to workload to ensure levels meet operational requirements. Monitors performance and provides ongoing feedback. Responsible for the hiring, review and discipline of direct reports in conjunction with Human Resources.

Finance

Consequence of Error/Judgement

This position is responsible for providing planning, procurement, and contract management advice and management and leadership support in the development of major and minor infrastructure projects. This position must exercise good judgment and ensure due process has been followed in all areas, all of which requires significant coordination with both internal and external stakeholders.

Failure to manage customer service request satisfactorily or detect and properly follow up on operations and maintenance issues could result in increased costs and setbacks to research programs. Failure to ensure that buildings are properly maintained could result in dissatisfied users, higher costs for increased repairs or maintenance and potential safety and security risks.

Supervision Received

Works independently under established guidelines and policies receives directives from the Director, Resources and Operations when responsibilities deviate from normal routine. Work is reviewed against set objectives.

Supervision Given

The Assistant Director, Facilities is responsible for providing direct supervision to the Mechatronics Engineering, Buildings and Purchasing Assistant, and two Sea Technicians. The incumbent also provides oversight and direction to multiple other staff members who are responsible for managing research laboratories, facilities and projects. This includes adhering to best practices, research protocols and guidelines to maintain high quality occupational health and safety standards.

Preferred Qualifications

Undergraduate degree in a relevant discipline.Minimum of four years experience or the equivalent combination of education and experience.Experience in space planning and facilities management for a large complex building.Strong written business English and oral communication skills.Proven success in space planning and facilities management.Strong computer skills.The ability to exercise tact, discretion, and to maintain composure in tense situations; professionally representing the Department, Faculty of Science, and University in all business dealings and negotiations. The ability to lead and inspire a team.The ability to strategize, and to identify opportunities and problems; to be thorough, accurate, and have a high level of attention to detail.The ability to prioritize and work on several concurrent complex tasks and to work effectively under pressure to meet deadlines.First aid certification preferredA valid BC Driver s License and safe driving record.