Lead Operations Coordinator, Facilities

Lead Operations Coordinator, Facilities

Please note that a strong internal candidate has been identified.

The University of Saskatchewan is one of the top research-intensive universities in Canada. Guided by our University Plan : The University the World Needs, we work together across disciplines and with our communities to find creative solutions to the most pressing global challenges.

The main campus also houses our campus partners such as the Royal University Hospital, Jim Pattison Children’s Hospital, National Research Council, and others.

The total building area is million square feet (754,000 square meters) across 766 hectares of land.

The Facilities team is comprised of over 300 trades personnel and service workers that provide trusted services and stewardship in support of teaching, learning, and discovery.

This team is responsible for operations, maintenance, service, utilities distribution, and customer support. The Facilities Team Charter describes the purpose, vision, and values that in turn support the campus community.

Primary Purpose : The Lead Operations Coordinator is responsible for overseeing a team of Operations Coordinators while delivering exceptional administrative and operational support for Facilities operations.

This role is responsible for overseeing the daily progress of various projects and supporting, enabling, and improving Facilities processes and the delivery of Facilities services to the campus community.

The Lead Operations Coordinator works closely with their team and a wide complement of individuals in Facilities and related units;

supports a variety of administrative, coordination, reporting, and work execution activities; and is expected to be proactive, flexible, and accommodating in offering support to operations coordinators and Facilities colleagues.

Nature of Work : Reporting to the Manager, Business Operations and Innovation, the Lead Operations Coordinator will work in an environment of fast pace, continuous change, shifting priorities, and frequent interruptions.

The Lead Operations Coordinator must be able to exercise judgment to manage competing priorities and achieve positive outcomes.

This role will interact collaboratively with groups and individuals across all of Facilities, as well as in related units such as Safety Resources, ICT, and the Strategic Programs Office.

The work will be unstructured and of moderate to high complexity. Standard work hours are 8 : 00 to 4 : 30, Monday to Friday, but some flexibility will be required.

Typical Duties or Accountabilities :

• Supervise and offer support to a team of Operations Coordinators, ensuring effective performance and providing daily support
• Collaborate with Operations Coordinators and other related units to coordinate and streamline facilities operations
• This role involves participating actively in project execution, providing guidance to team members, and ensuring project milestones and deadlines are met
• Provide timely updates to Manager of Business Operations and Innovation on project updates, status, milestones and deadlines
• Actively participate in project plans, implementation, providing insights and contributing to project success
• Monitor project progress and address any issues or delays promptly to keep projects on track
• Investigate and understand how individuals and units in and related to Facilities work and interact, share information, and complete tasks as part of overall workflow processes
• Contribute to continuous improvement by investigating and understanding existing work processes, identifying opportunities for improvements in operational processes, assisting with recommendations, and leading the operationalization of changes
• Lead the creation, assembly, and maintenance of process and training documentation including business process and procedure documents
• Provide Facilities staff with training and information regarding workflow processes and the use of the work management system such as query creation, status updates, adding notes and attachments, and asset tagging
• Understand ongoing and available Facilities work to support the efficient distribution of resources and coordination of Facilities staff, contractors, and related units, especially related to scheduling, planned service disruptions, and prioritization
• Monitor the work management system from a quality assurance perspective to ensure work orders are created properly, that workflows are followed correctly, and that work is executed efficiently with consideration for priority, capacity, and timeliness
• Support Facilities leadership in the development, coordination, and execution of various business operational and administrative activities such as inventory management, onboarding, work assignments, etc
• Lead the design, reporting, and monitoring of key performance indicators (KPIs), financial information related to Facilities work, and other data as needed
• Foster a workplace environment that encourages accountability, innovative solutions, collaboration, and a learning environment to develop efficient, effective, and responsive workflow processes
• Must be aware and mindful of safety hazards and must always work in compliance with all safety practices and procedures
• Support various other Facilities initiatives and activities as needed

Education :

• Relevant post-secondary education, preferably in a business, engineering, or related field
• Three to five years of experience in a complex and dynamic multi-purpose facility or industrial operation setting
• Completion of a valid Red-Seal Journeyperson’s certificate as recognized by the Saskatchewan Department of Labour would be considered an asset

Experience :

• Experience in supervising teams
• Proven experience in operations coordination
• Excellent organizational and administrative abilities
• Strong organization skills with a focus on providing support for project tracking and meeting deadlines
• Ability to proactively identify, provide guidance and resolve project issues
• Experience working with forecasts, budgets, financial reporting
• Experience with work management software and asset management would be considered an asset
• Familiarity and experience in a trade, construction, or manufacturing environment is considered an asset
• An equivalent combination of education and related experience will be considered for this position

Skills :

• Highly self-motivated and directed
• Deliver clear and concise guidance and instructions to a team of Operations Coordinators
• Detail-oriented, analytical, adaptable, and able to quickly develop an understanding of business processes
• Effective written and verbal communication, facilitation techniques, and relationship management skills
• Proficient with information systems, programs, and applications (IWMS, Microsoft Office)
• Demonstrated ability to develop and maintain professional, collaborative relationships
• Excellent client service skills, ability to deliver to deadlines and adapt to changing priorities
30+ days ago