The Department of Facilities Management serves the University community through the planning, design, construction, operation and maintenance of its physical facilities. These services support and enhance the academic, research and administrative environment of the University.
Reporting to the Bursar, the Director of Facilities Management (the Director) leads the Department of Facilities Management in providing client-focused services through the planning, design, renovation, construction, operation and maintenance of all University physical facilities as well as energy management; security and custodial services; groundskeeping; waste management; parking services; and fire, health and safety programs. The Director serves as a liaison for facility services to all University departments.
The Director acts as a resource to the University playing a key role in the evolution of capital renewal and sustainability strategies, supporting the continuous commitment to providing excellent service and ensuring fiscal responsibility. The Director establishes and implements short- and long-term goals and priorities for identifying critical issues and risks and developing strategies to address them.
- Responsible for the total Facilities Management operating budget of approximately $2 million per year; utilities budget of $0.5 million per year and major capital budget (varies from year to year depending on size of projects).
- Personnel: Two department supervisors, six full time employees, three-four students during the summer and/or academic year.
- Campus buildings (14) and their associated systems (approximately 245,000 gross square feet)
- All campus grounds and associated systems.
- All equipment within the Facilities Management operations.
- Preventative maintenance program.
- Space management
- Directs, oversees and evaluates all aspects of major facilities renovations/refurbishment and new construction including design, construction, engineering and maintenance services. Liaises with architects, engineers and contractors/subcontractors engaged in such projects and acts as principal point of contact in efforts to ensure the interests of the University are protected.
- Plans, directs, and oversees all aspects of facilities maintenance and operations including the maintenance and repair of all facilities, buildings and grounds; energy management; custodial services; security services; and parking services.
- Guides and advises Senior Administration of the University on the most cost-effective means of providing, maintaining and utilizing the physical facilities.
- Evaluates and ensures the efficient operation of the department, controlling operational expenses at a level consistent with sound maintenance practices.
- Develops innovative approaches to the maintenance of quality in the face of increasingly restricted funding.
- In consultation with the Facilities Management Supervisors, ensures the supervision and training of building, grounds, maintenance, custodial and security personnel; tradespeople; contractors and/or their employees hired for specific work; and such other personnel as may be assigned or designated.
- Provides direction, motivation and training to Facilities Management supervisors and staff to ensure satisfactory performance. Provides a supportive work environment, together with personal growth and career opportunities. Makes recommendations concerning the hiring, promotion and termination of Facilities Management personnel.
- Develops and maintains positive relations with internal and external clients, various municipal and provincial bodies, consultants and contractors.
- Keeps the University community informed and up-to-date on the status of construction projects on campus, facilities management matters and problem areas.
- Works with the Procure-to-Pay Officer on the negotiation of and/or bids for construction and renovation contracts; and administers such contracts.
- Maintains a repository of all building blueprints and drawings and updates floor plans to reflect physical changes.
- Discusses, plans and delegates assignments to supervisory staff; determines building and maintenance priorities that are of significant scope.
- Ensures the proper upkeep of facilities to include heating, ventilation, lighting, cleanliness, sanitation, general appearance of the buildings and grounds, snow removal, and addresses emergency situations affecting the campus.
- Develops, implements and maintains cost-effective preventative maintenance and deferred maintenance programs.
- Ensures that parking facilities/areas are maintained in good condition with adequate lighting and safety features.
- Reviews, updates and communicates fire and safety protocols to the University community.
- Assists in the maintenance of adequate fire, safety, security, insurance, health, and other related campus programs.
- Directs the administration of service contracts for maintenance, repair, custodial, security and other services affecting facilities, equipment and furnishings.
- Oversees the coordination of work orders to ensure the timely and adequate accomplishment of projects.
- Directs the purchase of necessary materials, equipment and services from appropriate sources in accordance with the University’s Purchasing Policy.
- Monitors the purchasing requirements and inventory management of the Facilities Management Department.
- Develops, defends and administers, in coordination with the Bursar, the departmental capital and operating budgets and forecast future financial requirements.
- Works closely with the Procure-to-Pay Officer on managing bids for construction and renovation contracts; ensuring compliance in accordance with the Atlantic Procurement Agreement, the Canada Free Trade Agreement (CFTA), the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), the Nova Scotia Public Procurement Act and the University’s Purchasing Policy.
- Assures mandatory inspections and repairs of fire safety/suppression systems and that other such systems are completed, as required.
- Ensures compliance with all municipal, provincial and federal regulations and rules that affect the operation of the University campus.
- Maintains proper records, files, controls, and procedures to ensure management and work production.
- Enhances the working and learning environment of the King’s community through adherence to the Campus Master Plan and constant improvement of the physical facilities, in coordination with the Campus Planning Committee.
- Participates on several Board, Presidential and operational committees including the Campus Planning Committee, Occupational Health and Safety Committee and Property Grounds and Safety Committee.
The above accountabilities are not intended to be an all-inclusive list of the duties and responsibilities of the position described.
Education, Experience and Key Attributes:
For this pivotal position, King’s is seeking a creative and dynamic individual with a keen sense of excellence in service delivery and a positive, problem-solving approach to plant management issues. Recognizing that no candidate for Director of Facilities Management is likely to possess all the following criteria, nevertheless, these characteristics are seen to be desirable, and will be sought in candidates for this position:
- Ability to put the academic mission of the University at the forefront of everything the Department of Facilities Management does.
- Bachelor’s degree from an accredited institution, preferably in Engineering or other relevant discipline. A combination of related experience and education will be considered.
- Ten (10) years of professional experience with progressively increasing responsibilities in facilities operations. Some of this experience must include staff supervision and performance management. Five (5) of these years must be in a senior administrative position.
- Five (5) years (minimum) of experience in project management and administration for the on-time, on-scope and on-budget delivery of small to large scale capital projects, ensuring quality and operational alignment while mitigating risks to the university.
- Strong administrative and financial management skills, gained through extensive experience in the development, maintenance and administration of physical facilities programs.
- Ability to work with a closely associated organization with which important assets and systems are shared.
- Strong client-focus with the ability to implement best practices aimed at improving service levels and client satisfaction.
- Service and results-oriented.
- Solid communication and interpersonal skills.
- Highly-developed leadership and team-building skills with an ability to motivate and energize staff.
- Familiarity with a University setting would be an asset.
- Experience with reading and understanding facilities plans and specifications.
- Demonstrated knowledge of all aspects of facilities operations.
- Broad range of experience in major aspects of facilities management – personnel management, operations and maintenance, planning, and construction management, space management.
- Knowledge of methods and practices used in the building trades and crafts, custodial and grounds keeping services, and safety and environment.
- Familiarity with facilities work order management systems and current desktop software.
- Knowledge and understanding of applicable laws, ordinances and codes related to the operation and safety of facilities.
- In-depth knowledge of and experience in construction-related tender documentation and construction procurement methods. Knowledge of the requirements of the Atlantic Procurement Agreement, the Canada Free Trade Agreement (CFTA), the Canada-European Union Comprehensive Economic and Trade Agreement (CETA), the Nova Scotia Public Procurement Act.
- Experience implementing and managing preventative and deferred maintenance programs
- Experience developing short (3 – 5 years) and long-term (strategic) plans.
- Ability to plan, schedule, supervise, and coordinate the work of others; to assist in estimating, planning, and allocating budget funds; to prepare and approve a variety of regular and special reports; to deal effectively with professionals and other employees in a pleasant and effective manner.
- Willingness to be accessible and available at the University in time and presence to properly manage and oversee the operation of all Facilities Management activities.
Closing Date: February 28, 2019
Salary will be commensurate with level of education and experience. A comprehensive group benefits package is offered including membership in the Nova Scotia Public Service Superannuation Plan (PSSP).