Assistant Director, Operations and Maintenance Full Time

Facilities proudly builds, maintains and improves campus facilities to create a safe and welcoming environment in support of teaching, learning and research. Reporting to the Executive Director, Operations and Engineering (Executive Director), the Assistant Director, Operations and Maintenance (Assistant Director) works closely with other Facilities leadership to deliver operations and maintenance quality and service excellence to the university community through the promotion of a supportive attitude, anticipatory service and extensive knowledge on how to best meet or exceed client service expectations.

As a member of the Operations and Maintenance leadership team, the Assistant Director actively participates in the development of strategic plans on quality and service excellence for the unit as a whole and for the management of the university’s deferred maintenance program, and maintenance of the university’s academic/administrative facilities, providing services for these facilities, and coordinating the technical review of all major capital projects.

The Assistant Director participates in annual and long-term planning, procedures and policy development, and implementation and has input into financial planning and resources allocation. The Assistant Director is a proficient quality assurance professional with competent quality management and oversight skills and is accountable for the implementation of published Standards of Service, measures compliance to ensure that the standards are met by the Operations and Maintenance team and are adjusted where necessary.

The Assistant Director possesses a broad knowledge of facilities management including, but not limited to, external and internal building systems; including roofing, windows, exterior cladding including limestone, support infrastructure, building automation systems, HVAC, elevators, electrical, mechanical and plumbing systems, and equipment maintenance. Committed to equity, diversity inclusion and indigeneity, the Assistant Director is an accomplished safety-focused leader and in partnership with the operations and maintenance managers, has management responsibility for successfully empowering the Operations and Maintenance team of Trades professionals to provide optimum client service with emphasis on overall client satisfaction through the daily provision of high-quality services to the university community.

KEY RESPONSIBILITIES:
• Develops and supports short and long-term plans/programs and annual performance targets for deferred and planned preventative maintenance activities, health and safety initiatives and projects related to new builds and renovations. Participates in the development and ongoing review of a strategic plan creating long-term and short-term plans for the Operations and Maintenance team.
• Directs, and has administrative accountability for, the maintenance of the university’s buildings and systems in accordance with the applicable legislation, regulations, codes, and standards by providing leadership to the team in the formulation of maintenance programs (emphasizing preventative and planned maintenance), preparation of budgets, and supervision of approved maintenance and some renovation projects. Manages a significant budget that includes maintenance project budgets.
• Accountable for exterior site service summer grounds (mostly in-house) and winter operations (mostly contracted) including seasonal planning, service standards, vendor KPIs/SLAs, storm response, and OHSA compliance.
• Co-develops and manages a client-centric system focusing on levels of quality outcomes underpinned by metrics on satisfaction.
• Participates in the development and implementation of a Quality Control program and ensures consistency in quality audits and methodology.
• Acts as the liaison officer between Facilities and the clients on campus in a manner that supports and adheres to the departmental mission, values and guiding principles.
• Provides technical expertise to assist the Operations and Maintenance and Design and Construction units, as well as provides technical instruction. Leads the implementation of special projects, such as replacing access control systems, emergency planning and identifies and contributes to sustainability initiatives.
• Determines the need for external contractors in consultation with the management team and coordinates the selection of service providers in accordance with the university’s procurement protocols.
• Develops, revises, and monitors business practices, policies and procedures to increase efficiency and deliver quality, client-centered services.
• Continually evaluates and monitors work to ensure fiscally responsible expenditure of university funds including labour, material, and the services contractors.
• Oversees the health and safety program in the Operations and Maintenance unit, and as a competent supervisor, is responsible for compliance with the health and safety program ensuring that legislated safety regulations, university and departmental safety programs are followed.
• Participates on the Facilities Joint Health and Safety Committee, ensuring appropriate risk management strategies are in place and enforced, to ensure the safety of staff and building occupants.
• Effectively interacts and cooperatively works with the Facilities leadership team to meet the operational demand of the Operations and Maintenance team.
• Fosters a productive and harmonious workplace through the promotion of a positive team environment which recognizes the value of all Facilities employees.
• Creates a climate where collaboration and teamwork among diverse people and groups is the norm.
• Promotes a culture where a diverse range of ideas and perspectives are incorporated into the decision-making process.
• Directly manages the Operations and Maintenance managers who have managerial accountability for the trades employees.
• Manages performance by establishing Key Performance Indicators, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Plans, prioritizes, and manages the work of employees, providing strategic and tactical advice, guidance, and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection.
• Manages performance by establishing performance standards, reviewing, and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses, and resolves employee/labour relations issues, including disciplinary matters. Makes decision or effective recommendations on matters involving possible discipline, discharge, and probationary termination.
• Other related duties as assigned by the Executive Director.

REQUIRED QUALIFICATIONS:
• A relevant university degree such as Engineering is preferred; post-secondary diploma in engineering technology, building trades, property management or related field may be considered.
• IFMA CFM or BOMI FMA/RPA (strongly preferred); PEO (P.Eng.) preferred, other recognized FM designations (IFMA FMP/SFP; BOMI SMA/SMT) are assets.
• Progressive facilities operations and maintenance leadership in complex, multi building portfolios (corporate/commercial or university, public or private sector), supervising unionized multi-trade teams.
• Sound working knowledge of HVAC, mechanical and electrical systems; energy usage and conservation; and exterior site services, including summer grounds programs and winter operations.
• Demonstrated understanding of relevant building, system and safety codes/regulations and accountabilities under each, such as, but not limited to:
Ontario Building and Fire Codes
Elevator Code
All trades codes – including TSSA fuel regulations, plumbing, ESA electrical, heating, ventilation, air conditioning
Occupational Health and Safety Act
Provincial Procurement Guidelines

• Proficiency with Computerized Maintenance Management Systems (CMMS) and Direct Digital Controls/Building Management Systems (DDC/BMS) is preferred.
• Capacity to be a competent supervisor within the meaning of the Ontario Occupational Health and Safety Act.
• Minimum Class G Ontario driver’s license and insurable under the university’s insurance plan.
• Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
• Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS:
• Proven leadership, communications, organizational and analytical skills.
• Superior skills in the technical aspects of building maintenance with the ability to read and translate architectural, mechanical, electrical, and structural drawings and specifications.
• General knowledge of civil engineering and architectural drawings.
• Strong computer aptitude with the ability to learn new applications, knowledge of computer systems and in particular computerized building automation control systems.
• Knowledge of ISO standards and in particular ISO 9001:2015 and ISO 41001:2018, as well as Association of Physical Plant Administrators maintenance standards.
• Strong business and financial acumen; able to develop and monitor budgets and take appropriate remedial action if needed.
• Demonstrated experience in strategic planning, policy development and writing, data acquisition and analysis and report writing, and project management.
• Ability to communicate effectively with people who have a wide range of skills, experience, and responsibility inside and outside the university community.
• Ability to think strategically and communicate long term priorities to the operations and maintenance groups.
• Strong analytical, problem-solving, and negotiating skills with the ability to influence others.
• Ability to adapt quickly and handle evolving priorities on an on-going basis.
• Business analysis skills with the ability to see implications and provide consultative solutions and recommendations.
• Exceptional attention to detail with superior organizational and planning skills to manage multiple priorities and make decisions regarding competing and sensitive priorities.
• Excellent interpersonal skills with an ability to deal with sensitive issues in a confidential and/or professional manner, demonstrating tact, diplomacy, and effective judgement.
• Ability to develop professional working relationships across all levels.
• Ability to lead a team of professionals to ensure deliverables are met on time and within scope.
• Capacity to work under pressure and to embrace change.
• Strong customer service aptitude.

DECISION MAKING:
• Determines goals, objectives, strategic initiatives.
• Determines content of various reports, such as business plans and other short- and long-term planning documents that provide direction and propose objectives.
• Undertakes technical problem solving related to building systems such as heating, ventilation, electrical, plumbing and decides best course of action.
• Manages budget and approves expenditures of funds; identifies when corrective action may be required and implements appropriate steps to address variances.
• Effectively resolves client complaints.
• Identifies and seeks resolution to unique problems/issues, involving others and ensures background information is documented.
• Recommends long-term capital improvements.
• Recommends replacement or repair of building systems and infrastructure.
• Determines how to support the maintenance plans and priorities to ensure physical operations and facilities are maintained and services are provided at an acceptable level and in compliance with established standards.
• Determines when and what operations and maintenance policies need to be developed or amended.
• Participates in the procurement process and provides coordination between the unit, supplier and procurement services.
• Accountable for major operational and maintenance decisions in collaboration with key stakeholders (e.g., a complete plant shutdown, replacement of equipment or systems requiring capital funding).
• Develops maintenance plans and priorities to ensure facilities are maintained.
• Determines when to advise the Executive Director of any situation that might impact negatively on the Department and formulates strategies for remedial action.
• Allocates work assignments and assesses effectiveness of work including quality assurance/control.
• Evaluates job candidates and make effective recommendations on suitable hires.
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying our responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcomes of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.