Manager, Facilities & Operations

About Queen's University

Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

Applicant Guidance & Information

At Queen's, we are committed to helping people achieve their best. Whether you are beginning your career at Queen's or seeking your next opportunity, we are here to support you. Visit our Applicant Resources for guidance on applying, showcasing your skills and experience, and preparing for interviews.

Disclaimer: As part of the application process at Queen's University, our recruitment system uses Artificial Intelligence (AI), as defined under the Ontario Employment Standards Act, to ask job-related questions and confirm eligibility for hire. All final hiring decisions are made using non-AI related processes.

Job Summary

Reporting directly to the Associate Director, Facilities and Operations, the incumbent is responsible for the day to day operations of A&R athletic facilities including functional leadership, administration and supervision of all facility personnel, execution of facility scheduling, set-up and use in alignment with approved policies, internal program coordination and education, venue maintenance, repairs, and minor renovations, equipment acquisition and inventory monitoring, coordination with external service providers. The incumbent also contributes to budget and policy development, capital planning, construction and renovation projects etc.
Revenue generation is a key objective of A&R, and for this reason the Manager works closely with the Associate Director to optimize facility use, balancing programming requirements to allow for the maximization of space and the creation of financial plans that increase and diversify sources of revenues from facilities initiatives at a suitable level to sustain high quality recreational and inter-university programs with the need to achieve financial targets from facility/service revenues.

The incumbent leads the facilities team instilling a culture of superior customer service and support and acts as a key representative for the department working closely with internal university departments and programs to ensure the use, planning, operation and maintenance of the university’s athletic venues at a premier level.

This position requires the incumbent to work flexible hours including frequent evening and weekends as required.

Job Description

KEY RESPONSIBILITIES:
• Under the direction of the Associate Director, manages the daily operations of athletic facilities. Manages the entry control systems for doors, access and controlled spaces with A&R. Oversees the incident reporting system, referring issues as appropriate. Oversees the department’s Fire and venue safety plans.
• Coordinates with internal (Facilities, Campus Security, Health and Safety, Hospitality and Event Services, external venue providers, etc.) and external service providers (i.e. FDF, FitServe) on equipment, building maintenance, repairs and alterations, and minor renovations.
• Liaise with external venue providers regarding A&R facility use (City of Kingston, School Boards, KMSRC); assists with promoting and securing major events reservations/contracts utilizing A&R facilities.
• Assists the Associate Director in achieving strategic facility priorities regarding the space development and restoration of indoor and outdoor facilities on main and west campuses including, facility management, operation and maintenance, information technology, budget preparation, human resource allocations, supporting training and development needs, capital investment, deferred maintenance, major equipment acquisition, equipment inventory, allocation and use of physical space and facility policies.
• Makes recommendations to implement changes to policy and procedures as necessary in order to adapt to new practices and procedures within the Department. Liaise with a broad cross-section of constituents to ensure that the facilities are operated in an effective, safe and efficient manner.
• Assists with budget development, establishing annual unit targets and KPIs, reserve planning and monitoring, facility annual and deferred maintenance schedules, major equipment acquisition, assignment of work to external contractors, etc. Regularly monitors and evaluate performance against established targets and provide feedback.
• Where requested participates in request for proposals (RFP) process and/or tendering processes. Assesses documentation and proposals making appropriate recommendations. Where assigned acts as the primary liaison between the project and the department.
• Monitor and ensure quality control of building maintenance cleanliness standards, coordinating with Central Facilities on building operational needs. Working with management on issues/concerns related to spaces or the operations of the building.
• Collects and conducts statistical analysis of facility and equipment use and prepares and presents reports as required.
• Responsible for the daily scheduling, supervision and education of A&R facilities staff. Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection and performance.
• Manages performance by establishing performance standards, reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis.
• Assesses staff training and development needs, and ensures that employees receive training required to improve and sustain successful performance.
• Investigates, addresses and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination.
• Promotes diversity, equity and inclusion in the workplace.
• Responsible for representing the interests of Queen’s athletics and recreation, serving on committees, working groups and task forces as required enhancing the image, increasing visibility and furthering the interests of Queen’s A&R. Prepare and present reports as necessary
• Participates in health and safety and risk management assessments, conducting regular building audits and inspections, including security walk around (ensuring doors are locked, etc) and compliance with fire alarm procedures.
• Other duties as assigned by the Associate Director, Facilities and Operations.

REQUIRED QUALIFICATIONS:
• Post-secondary degree completion in Recreation, Physical Education, Sport Management, Facility Administration or other relevant field of study.
• Must have substantial work related experience with a proven leadership record in a number of areas such as: facility management, fiscal, facility and human resource management; marketing and promotion skills; prioritizing work assignments for staff; strong interpersonal skills and demonstrated exceptional team building talents.
• Related work experience of 5 or more years in building repairs, alterations and maintenance combined with having solid technical knowledge of sport facilities and equipment.
• Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
• Knowledge of relevant building, system and safety codes/regulations such as: Ontario Building and Fire Codes, WHMIS, and Occupational Health & Safety Act.
• Background in supervising staff in a unionized environment and demonstrated ability to prioritize work assignments for staff is required.
• Certification, or actively pursuing certification, in CPR, AED, Emergency and First Aid
• Knowledge of and genuine interest in Canadian University sport would be considered a strong asset.
• Valid Province of Ontario Class G driver’s licence required
• Consideration will be given for the equivalent combination of education and experience.

SPECIAL SKILLS:
• Proven leadership, organizational and analytical skills. In particular must possess superior skills in the technical aspects of facility and people management.
• Demonstrate superior client service skills and orientation.
• Exceptional interpersonal skills and ability to communicate (internally and externally) proficiently, clearly and effectively both orally and in writing
• Technical knowledge in dealing with athletic facilities and surfaces (wood, ice, grass, etc)
• Service oriented and capable of dealing with a wide diversity of constituents
• Demonstrated experience in a continuous improvement approach to developing and deploying best practices, policies and procedures.
• Ability to establish and build healthy working relations and partnerships with clients, peers, and external programs.
• Strong marketing and promotional knowledge
• Proficient long range planning, asset management and program development skills
• A knowledge base of athletic programs at the community to post-secondary level
• Competence in the use of information technology
• Preparation of formal written reports and oral presentations
• Proficient in budget review, fiscal planning and program evaluation
• Ability to forecast short and long range expense and revenue projections
• Knowledge of Health and Safety regulations
• Familiarity in working with Unions

DECISION MAKING:
• Decisions related to the ongoing planning, operation and maintenance of athletic and recreation facilities.
• Decisions related to the safety of equipment and facilities
• Decisions related to personnel (hiring, evaluation process, vacation approvals, scheduling, and professional development opportunities).
• Decisions as to the scheduling priorities of academic, athletic and other non-athletic events (convocations, registrations, examinations, concerts, conference groups) consistent with written Department policies.
• Decisions related to marketing, promotion and public relations
• Formulate policies and policy statements for approval
• Risk management, with respect to health and safety
• Problem solve unusual/complex issues and respond to issues professionally and sensitively.
• Evaluates job candidates and makes effective recommendations on suitable hires.
• Makes decisions and/or effective recommendations regarding transfers and promotions.
• Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations.
• Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances.
• Makes effective recommendations on level of discipline up to discharge and probationary termination.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen's is strongly committed to employment equity, diversity, and inclusion in the workplace and encourages applications from Black, racialized persons, Indigenous people, women, persons with disabilities, and 2SLGBTQI+ persons. In accordance with Canadian Immigration requirements, priority will be given to those who are legally eligible to work in Canada.

The University provides support in its recruitment processes to all applicants who require accommodation due to a protected ground under the Ontario Human Rights Code, including those with disabilities.