Facilities Coordinator

Position: Facilities Coordinator
Department: Facilities
Status: Contract Full-Time
Site: The Michener Institute
Salary: $30.24 - $37.80 per hour
Hours: 35 hours per week

The Michener Institute of Education at UHN is Canada's only post-secondary institution devoted exclusively to healthcare professions, offering full-time, part-time and continuing education programs. For more than 65 years, Michener has prepared generations of professionals for applied health careers and responded to emerging health system priorities. We're uniquely situated within University Health Network (UHN) in downtown Toronto, one of the largest and most highly ranked hospital systems in Canada and internationally. Our curriculum is informed by cutting-edge research and clinical innovations, giving Michener graduates an advantage as they begin their careers. At Michener, we make healthcare happen.

If you want to work with a team of professionals dedicated to the advancement of applied health sciences to enhance the health of individuals and communities in Ontario and beyond, we encourage you to apply for the Facilities Coordinator position with The Michener Institute.

The Facilities Coordinator, reporting to the Director of Facilities, is responsible for assisting in financial and office administration functions within the Facilities Department; coordinating minor projects, playing a key role in assessing client requirements to ensure the efficient utilization of manpower, supplies, utilities and equipment in a cost effective manner while providing quality delivery of projects for the benefit of all students, staff and visitors at the Michener; submitting ideas on continuous quality improvement; performing cross-functional and/or other duties consistent with the job classification, as assigned or requested.

Event Planning & Project Management

• Provide day-to-day administrative support to the director and departmental staff (i.e. schedule and organize team meetings, etc.)
• Provide administrative coordination within Facilities (i.e. Distribution and Receiving, Reception, Housekeeping, Events, etc.)
• Administers and directs the day-to-day accounting function, including determining appropriate vendor to contact for purchases, determining items to purchase depending on cost and quality, negotiating price with vendor, ordering supplies for the department, keeping track of project costs.
• Establish work priorities, maintain filing system, and coordinate office activities.
• Support departmental quality assurance by conducting process gap analysis between team members and other departments.
• Manage vendor files and vendor and contractor correspondence.
• Update and maintain the Facilities web page on the internet and intranet.
• Create, update, and maintain departmental forms and policies.
• Prepare monthly budget reports.
• Liaise with clients to identify their project needs, e.g., minor renovations, furniture procurement, office relocation, etc.
• Identify staffing requirements; prepare a statement of work and trending contracts.
• Coordinate scope of work with contractors/vendors and end-users.
• Assist the Facilities Director in assessing all additions and modifications to the elements of the building.
• Attend regular schedule meetings with internal and external stakeholders, and other relevant parties to discuss project updates and status.
• Coordinate the activities of minor projects with those of various user groups within the organization and with external stakeholders including UHN.
• Submit ideas on continuous quality improvement.
• Perform cross-functional and/or other duties consistent with the job classification, as assigned or requested.

• Undergraduate degree or equivalent and/or the completion of post graduate certificate in administrative services, business, facility management or similar
• Minimum 3 years of related experience
• Must be proficient in Microsoft office suite and Acrobat Pro.
• Must have excellent communication, interpersonal, and time management skills.
• Strong planning and organizational skills
• Excellent problem-solving skills; ability to use own initiative and exercise sound judgment, tact, diplomacy.
• Knowledge of Codes, Regulations, WHMIS, OHSA Policies preferred.
• Knowledge of financial management procedures is an asset.
• Project management experience is an asset.
• Ability to read and interpret engineering and architectural drawings is an asset.

Closing Date: Until Filled

Qualified applicants are invited to submit a detailed resume and cover letter.

For further information on The Michener Institute, please visit our website at www.michener.ca.

The Michener Institute is publicly funded by the Ministry of health and is a respectful, caring and inclusive workplace. We are committed to championing accessibility, diversity and equal opportunity.

We offer accommodation for applicants with disabilities during the recruitment process providing the applicant has met the Bona-fide requirements for the open position. Applicants need to make their requirements known when contacted.

While we thank all applicants only those selected for an interview will be contacted.