Facilities Manager, Academic Learning Spaces

Job Summary

The Space Planning and Facilities Management unit supports the Faculty s academic mission and strategic pillars by ensuring that education and research programs have the spatial and infrastructural requirements to support academic activities across the province. The Faculty has over 1,900,000 square feet of academic space located at twenty-eight Health Authority sites and four University Academic Campuses.

The Facilities Manager, Academic Learning Spaces provides day-to-day facility operational support for over 150 VC rooms, 175 non-VC rooms, and other shared Faculty of Medicine academic learning spaces including on-call and clinical skills rooms, libraries and study spaces located at university and clinical sites across the province.

Organizational Status

The Faculty provides innovative educational and research programs through an integrated and province-wide delivery model. The Space Planning and Facilities Management unit is responsible for efficient and effective management of existing Faculty of Medicine space and facilities, planning for future space requirements, and coordinating renovations, relocations, maintenance, and capital construction projects across all Faculty sites.

This position works closely with faculty, staff, department administrators, Health Authorities, external consultants, engineers, architects, and contractors as well as university service units such as UBC Building Operations, Facilities Planning, Project Services, Access & Security, and Safety & Risk Services .

The Faculty of Medicine (FOM) is composed of nineteen academic basic science and/or clinical departments, three schools, and a number of research centres and institutes. Together with its partners including BC s six Health Authorities and their affiliated teaching hospitals, the Faculty provides innovative programs in the areas of health and life sciences through a province-wide delivery model. University-based teaching, research, and administrative sites include UBC Vancouver campus , UBC Okanagan, Diamond Health Care Centre, and the Universities of Victoria and Northern BC, home to our affiliated medical school training programs as well as other education centres. Faculty, staff and students are also located within our clinical academic campuses in hospital settings and other regionally based centres across the province.

Work Performed

FACILITY MAINTENANCE & OPERATIONS:
-Manages the facility operations of over 150 VC rooms, 175 non-VC rooms, and other shared academic learning spaces including on-call and clinical skills rooms, libraries and study spaces across four university and twenty-eight clinical sites around the province.
- Monitors the condition of spaces and furniture and initiates action to improve deficiencies. Works with UBC Building Operations and Health Authority Facility Managers on associated reactive and preventative maintenance.
-Works closely with Health Authority Facility Managers, UBC Building Operations, Campus Security & Health Authority Security. Ensures that facilities are secure. Directs and maintains building access permission for facilities users.
-Oversees internal and external trades, technicians and contractors involved in maintenance, repairs and building services and communicate project status and impacts to Faculty of Medicine stakeholders as required.
-Transition to operations any new academic learning spaces including facilitating site visits and arranging orientation and training sessions on Faculty of Medicine booking systems and processes for Faculty of Medicine and Health Authority users.

PROJECT MANAGEMENT:
-Manages and plans renovations and maintenance projects across academic learning spaces including coordinating user requirements, assembling specifications and cost estimates, monitoring budgets and schedules, ensuring communication to stakeholders, liaising with contractors and working with Health Authority, University and Faculty contacts to successfully attain project objectives.
-Attends site meetings with UBC Building Operations, Project Services, Health Authority Facilities Management, external consultants, contractors and end users to review progress of projects.
-Leads the annual Space & Technology Renewal Needs Assessment process in partnership with Digital Solutions and UBC IT/AV to create the Faculty’s learning spaces renewal project pipeline.

POLICY/PROCEDURE DEVELOPMENT:
-Maintains thorough knowledge of the policies, procedures, guidelines, standards, protocols work flows and systems employed by UBC and Health Authorities for maintaining facilities.
-Identifies and documents patterns in reoccurring issues related to use of academic learning spaces. Assesses and develops approaches for standardized processes, work flow and issues resolution. Resolves complex and sensitive issues on a regular basis.
-Develops and maintains Faculty of Medicine academic learning space booking policies and agreements and provides guidance to facility users on their interpretation and implementation.
-Participates in the development and implementation of safety and security policies and procedures.
-Member of Faculty of Medicine Space Planning and Facilities Management Team helping to implement policies and procedures affecting daily operations of the academic learning spaces.

ADMINISTRATION & COMMUNICATIONS:
-Builds and maintains a strong strategic network with University and Health Authority key stakeholders on integrated use of academic learning spaces.
-Builds relationships with space users and facility operations providers and solves problems associated with property, security and access through timely review, communication and documentation.
-Takes a leadership role in communicating any events which may affect the teaching or administrative functions in academic learning spaces.
-Prepares and manages budgets, payments and purchase orders, monitors and reconciles building operating expenses, sources and provides costs estimates.

SAFETY & RISK MANAGEMENT:
-Responsible for ensuring the safety of learning spaces through constant awareness of safety issues and initiatives. Works with UBC and Health Authority Safety & Risk Services teams to ensure that the facilities meet Health and Safety requirements.

Consequence of Error/Judgement

Makes decisions regarding budget expenditures, administrative processes and procedures and delivery of renovation/relocation projects. Inappropriate judgement or premature disclosure of confidential, sensitive or incorrect information could have a detrimental effect on Faculty of Medicine operations. Poor execution of duties can lead to increased operating costs and/or decreased academic and research productivity.

Supervision Received

Works independently with full latitude and broad mandate. Reports to Director, Space Planning and Facilities Management.. Performance is evaluated against set goals and expectations.

Supervision Given

May be required on occasion to oversee staff assisting with special projects. Manages external consultants as required.

Minimum Qualifications

Undergraduate degree in a relevant discipline. Minimum of four 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

Experience in project coordination, space planning and facilities management. Experience using ARCHiBUS and CAD programs an asset. Experience working in University and/or Healthcare sector preferred. Must possess excellent computer skills, communication oral and written, organizational and conflict resolution skills. Ability to manage multiple projects simultaneously and work under pressure to meet deadlines. Proven ability to build and maintain business relationships and to exercise tact, diplomacy, and discretion.