Manager, Facility and Equipment

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 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

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.

Job Summary

The Manager, Facilities and Equipment is responsible for overseeing the facility maintenance and equipment management of various recreation facilities including: the Student Recreation Centre (SRC), Recreation Centre North (REC North) the ARC, Ponderosa Commons studio and War Memorial Gym. The newest addition to these facilities, REC North is a new building which houses state-of-the-art equipment and recreational opportunities including three full gymnasiums, 24,000 sq ft Fitness Centre, strength and cardio equipment, functional training, multipurpose spaces, 3 lane running track and more. This is a larger, more active student recreational facility which in addition to fitness and recreation programming, will facilitate drop in programs, Kinesiology academic classes, Varsity practices, external and student group bookings.

This position is responsible to plan, implement and coordinate projects, building, fleet and equipment maintenance, large fitness equipment purchasing, safety protocols and sustainability initiatives for a select number of facilities managed by UBC Athletics and Recreation. The incumbent must maintain good relationships with operations managers, recreation programmers, facility users and students to resolve complaints and issues related to facilities and equipment managed by UBC Athletics and Recreation. This position works closely with the department of Risk Mitigation and UBC RMS (Risk Management Services) to develop, update and manage Health and Safety policies. Works with students and staff to coordinate efforts related to Climate Change Action Plan.

The incumbent should expect to be at their desk only 75% of the time as they are expected to travel between buildings to perform inspections of facilities or to meet with colleagues within the properties managed by UBC Athletics and Recreation. This position will require evening and weekend work. This position works primarily out of an office located in REC North.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees and is led by a strong cross-unit management team. It services over 20,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.

Work Performed

Facility Maintenance and Project Management

• Manages all aspects of building maintenance such as renovations, projects, preventative maintenance and custodial, using input from area managers for select buildings managed by UBC Athletics and Recreation focusing on to the Student Recreation Centre, REC North, ARC, Ponderosa Commons Studio and War Memorial Gym. Assembles specifications, drawings and cost estimates.
• Manages and administers department service contracts and capital renovations, including developing tender documents and supervising the performance of external service providers. Checks to ensure that work is completed in accordance with requirements and specifications.
• Monitors the condition of buildings and initiates action to improve deficiencies. Works with Building Operations on associated reactive and preventative maintenance
• Has a thorough knowledge of the complex policies, procedures, guidelines, standards, protocols, work flows and systems used for maintaining facilities.
• Facilitates the repair, maintenance, and installation of user equipment, products, materials and furnishings. Makes recommendations to departmental managers.
• Expedites delivery and installation of equipment and materials to support the completion or work requests within an established timeframe. Supports good customer service by providing timelines to departmental managers for special maintenance and small projects.
• Maintains departmental files, including blueprints, building manuals and warranty information. Coordinates provision and updating of files with consultants, vendors and contractors.
• Tracks, monitors and analyzes data related to maintenance, safety and sustainability and shares these metrics to assist facility and department staff in making informed business decisions.
• Manages department procedures related to vehicle use, vehicle insurance, maintenance, and accident reporting.

Fleet and Fitness Equipment Management

• Oversees department vehicle fleet including implementing guidelines for use, scheduling maintenance, and coordinating insurance and accident reporting.
• Manages strategic planning and recommendations for fleet vehicles and large fitness equipment purchasing, leasing, maintenance and replacement
• Sources and negotiates all large fitness equipment purchases.
• Develops and implements a long-term preventative maintenance plan for all fitness equipment and non-consumable sport equipment.
• Develops and maintains systems and procedures to ensure timely repair of equipment and accurate record keeping. Explores and builds internal equipment maintenance capacity. Works with external vendors where required.
• Tracks and monitors all warranty, purchase and lease records for fitness equipment, fleet vehicles and non-consumable sport equipment.

Safety, Risk Management & Climate Action

• Develops, leads, implements, and maintains all facility-specific risk management and safety protocols including: work safe standards, facility safety plans, policies and staff training.
• Manages a variety of functions associated with the maintenance and operation of gymnasium and specialty indoor activity surfaces while ensuring a safe and positive experience for all users. Maintains rigorous safety procedures, with comprehensive documentation.
• Ensures employees are working in a correct, safe manner, and are trained in regard to all necessary safety and environmental regulations, standards, practices and procedures.
• Provides leadership and guidance on policies, procedures, guidelines and standards on Operational Health and Safety procedures and protocols.
• Coordinates efforts related to Climate Change Action Plan and identifies opportunities for facilities to improve all aspects of sustainable operation.

Facility Administration & Staff Management

• Manages processes in place to safeguard master keys or other keys controlled by the Facilities division, and that building security systems are properly maintained, and provide reasonable protection for residents, guests, visitors, staff, and the university's assets from both fire and theft.
• Identifies and documents patterns in reoccurring issues related to facilities, services and event overlay coordination. Assesses and develops approaches for standardized processes, work flow and issues resolution. Resolves complex and sensitive issues on a regular basis.
• Assists with special projects or programs as requested.
• Hires, trains, supervises, and evaluates student staff fitness equipment team.

General Responsibilities

• Supports the Senior Manager with the building, maintaining of relationships with on-campus partners and indigenous community groups, and leads on the development of related program offerings for these communities.
• Assists in the development, implementation, monitoring, and evaluation of departmental policies and procedures.
• Plays an active role in furthering the Athletics and Recreation department vision, values and strategic objectives through facility, programming and staffing initiatives.
• Responsible for maintaining fiscal accountability, including the preparation of budgets, and reconciliation of all assigned accounts on a monthly basis.
• Prepares and maintains a variety of records and reports related to the work.
• Assists in the operation of the rec centre facilities as required.
• Acts as a leader with the department by actively participating in standing and/or adhoc committees to ensure department strategic objectives as met.
• Attends meetings, staff training retreats and completes other tasks as necessary.
• Performs related work as required.

Consequence of Error/Judgement
Errors or incorrect decisions could impact job schedules and result in increased costs, and could negatively impact service to students, external users and faculty staff. The work and decisions of this position have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Department and the University's reputation with students, staff, faculty and the broader community. Incorrect decisions will affect the University's ability to effectively communicate with its audience, with a direct negative impact on the student experience and the department's business objectives.

Supervision Received
Works autonomously. Reports to the Senior Manager, Capital Projects and Building Services and the Senior Manager, Fitness and Recreation Services. Maintains positive, close working relationships with all facility managers. Works under established guidelines and policies, receiving directives on matters deviating from normal policy. Selects methods and techniques to be followed in achieving objectives. Consults with Senior Manager, Capital Projects and Building Services and Senior Manager, Fitness and Recreation Services and other relevant facility managers for advice.

Supervision Given

Assigns and directs work, advises on technical problems. Reviews work for technical accuracy and adequacy. Exercises judgment and initiative in decision-making situations involving work methods and procedures within a defined area; in the selection and interpretation of information; in resolving issues not clearly covered by established guidelines; in coordinating staff and assessing performance.

Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating staff.

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 one's own

- Demonstrates a commitment to enhancing one's own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

• University degree plus successful completion of a building services management or building maintenance program at a technical institute or college, or an equivalent combination of on- the-job training and work experience in lieu of Journeyperson certification is preferred.
• Three years of experience in project coordination, sport facility management, safety management and scheduling.
• Previous experience and working knowledge of fitness equipment is required.
• Knowledge of project management software and literacy in architectural drawings are required. Knowledge and experience in maintaining or managing sports facilities is an asset.
• Previous experience in a municipality or a university is preferred.
• Ability to exercise initiative, tact and diplomacy.
• Strong leadership, organizational and time management skills required.
• Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job.
• Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines.
• Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve.
• Ability to carry out negotiations and interest-based conflict resolution.
• Demonstrated skills and competencies in planning, organization, and project management; leadership and team development; coaching and facilitation; and customer service.
• Strong knowledge and experience relating to federal and provincial legislation, acts and regulations related to building systems.
• Demonstrated experience in applying policies and collective agreements working in consultation with Human Resources.
• Strong computers skills essential including working knowledge of Microsoft Office Suite (including SharePoint).
• Must possess a full Class 5 driver's license.
• Excellent oral and written communication skills.
• Able to lift or move heavy objects of approximately 50lbs.
• Knowledge of pertinent WCB and OH&S standards.