Facilities Manager

Job Category

Job Profile

Job Title

Department

Compensation Range

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 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

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

Job End Date

This position is expected to be filled by promotion/reassignment and is included here to inform you of its vacancy at the University.

This is an 12-month leave replacement position.

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.

Job Summary

The Facilities Manager is responsible for general management of the Librarys physical facilities and buildings including day-to-day management of physical resources security issues maintenance and repair and movement of equipment furniture and physical systems management and response to physical health and safety and security issues. The position supports the Director Finance and Facilities in the planning and development of the physical facilities of the Library system including new facilities changes in the use of existing facilities and renovation and remodelling. Additionally the position manages the day-to-day activities of the Library Facilities Assistant.

Organizational Status

Reports to the Director Finance and Facilities and works closely with all UBC Library staff; Building Operations Infrastructure Development Risk Management Services Parking and Access Services Campus Security; external representatives of WCB Fire Department RCMP and contractors vendors or suppliers; and other UBC departments and others as required.

Work Performed

• Responsible for the management of maintenance renovations upgrades and installations to the Librarys facilities; including the Walter C. Koerner Library the Irving K. Barber Learning Centre Woodward Library Library PARC; branches such as Education Law Xwi7xwa and Asian Libraries housed in other buildings on campus; and the offsite Biomedical Branch at Vancouver General Hospital. The facilities are staffed by some 450 employees and used by a 30000 user community and provide services seven days a week.
• Manages maintenance and customer funded requests quotations order to facilitate the repair maintenance or installation of physical facilities and equipment in the Library. Works with Building Operations and other external contractors as required to expedite physical work. Responsibilities are discharged independently or as part of a design/implementation team depending on the scope of the project. Resolves issues relating to regular operational maintenance.
• Decides on capital spending in order to address immediate and urgent physical issues in Library facilities.
• Manages all moves of physical Library books and equipment into designated space including work coordination contractor hiring and other staffing.
• Recommends changes and actions as necessary in the development of policies related to facilities space planning facilities health and safety and security. Provides information and interpretation of University policies and procedures to the Faculty as a whole related to facilities space planning and security.
• Responsible for the management of facilities health and safety issues within all libraries. Ensures compliance to building fire and safety inspections; Fire Safety Plans Disaster Plans and Safety Program manuals.
• Works closely with Library managers staff Health Safety & Environment staff WCB staff RCMP Campus Security and the Fire Department. Ensures that building and facilities are secure functional and safe.
• Plans and coordinates custodial requirements and schedules including special event and cyclical cleaning. Responds to custodial maintenance issues as required. Coordinates service shutdowns.
• Manages and coordinates minor renovation projects within the library. Participates in major renovation projects as directed by the Director Finance & Facilities.
• Plans and coordinates the purchase and delivery and installation of equipment and furniture. Maintains and orders equipment furniture and supplies for Library Facility operations.
• Assists the Director Finance and Facilities in preparing and maintaining an inventory of Library space throughout the system specifically including book storage capacity including both present and projected.
• Oversees functionality of ASRS facilities
• Manages the day-to-day work of the Facilities Assistant and assigns work activities as identified and required.
• Responsible for maintenance and management of Library wide security systems equipment procedures and enhancements including access cards keys and personal security.
• Utilizes building security and lock systems and procedures in accordance and with assistance from University Secure Access.
• Participates in the development of appropriate security procedure for the Library branches.
• Performs other duties related to the requirements of the job.

Consequence of Error/Judgement

Exercises considerable judgement in the management of the Library facilities and in the provision of Health and Safety. UBC Building Operations and other contractors as required perform the work initiated by the Facilities Coordinator; however non-trade or technical matters are the full responsibility of the position. Mistakes and errors in judgement may result in monetary loss collection loss physical plant malfunction health and safety issues staff and patron dissatisfaction. Deviation to Health & Safety code could result in fines and /or work orders.

Supervision Received

Works independently under broad directives and general guidelines and policies and under the general direction of the Director Finance and Facilities. Consults on new or unusual issues. Work is reviewed for impingement on other units and achievement of objectives.

Supervision Given

Manages assigns directs work and conducts performance reviews of the Facilities Assistant. Provides daily supervision to staff in assigning work monitoring quality and output to ensure unit requirements are met. Gives direction to the Finance and Facilities Administrative and Project Assistant.

Minimum Qualifications
Undergraduate degree in a relevant discipline. Minimum of four 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

University degree in a relevant discipline preferred. Knowledge of University and Library policies and procedures relating to facilities management Building Operations policies and procedures work ordering custodial services required. Related work experience within a Library environment is required. Demonstrated knowledge of space safety procedures Knowledge of space planning and management building trades and building systems Library routines Health & Safety regulations is required. Ability to effectively recruit train supervise manage and motivate employees. Demonstrated ability to plan and execute workflow and to coordinate the work of staff to meet unit requirements. Ability to exercise judgement in the interpretation of applicable operational and human resources policies and procedures. Ability to deal with a diversity of people in a calm courteous and effective manner. Computer experience required. (Library databases Word Outlook Excel and preferred). Ability to communicate effectively verbally and in writing. Ability to analyze problems identify key information and issues and effectively resolve. Ability to take initiative exercise tact and discretion and judgement in complex situations. Ability to effectively manage multiple tasks and priorities and work effectively under pressure to meet deadlines. Ability to work effectively independently and in a team environment. Work may on occasion involve exposure to unusual elements such as extreme temperatures dirt dust fumes smoke unpleasant odours and/or loud noises. Work is generally of a light nature and may involve standing or walking usually not more than 2 hours a day.