Director, Space Planning & Facilities Management

University of British Columbia • Vancouver, BC

1d • CA$11,706 - CA$18,265 • Hybrid

About The Position

The Director, Space Planning and Facilities Management is responsible for the overall strategic leadership of the planning, development, management and utilization of Faculty of Medicine Academic Space. The Director, Space Planning & Facilities Management leads staff and external consultants, ensures appropriate space allocation and management policies and procedures are developed and implemented, space and facility plans are successfully executed to meet the changing needs of the Faculty, key partner’s relationships are built and maintained, and a culture of integrity, collegiality, and agility is fostered. As most of the Faculty’s 1.8M square feet of Academic Space is built, owned, operated and/or maintained by other agencies and institutions under legislation, utilization agreements, or institutional regulations, the Director initiates, directs, and negotiates on behalf of the Faculty to ensure the Faculty’s space and facilities requirements are met.

Requirements

• Undergraduate degree in a relevant discipline.
• Eligibility for membership in a professional Institute or Association.
• Minimum of ten years of related experience involving the management of professionals, or the 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.

Nice To Haves

• Graduate degree in Planning, Project Management, Facilities Management, Business or Architecture from a recognized University.
• Related professional experience, preferably in the health or university sectors.
• Experience involving the management of professionals or the equivalent combination of education and experience.
• Proficient knowledge and oversight experience in financial planning, facilities administration and project management.
• Thorough knowledge of all aspects of space programming, facility planning and development in an institutional setting, and facilities operations, management and maintenance.
• Experience in developing and managing business cases and budgets.
• Full understanding of the tendering, RFP, and proponent proposal evaluation processes.
• Experience in functional programming for education, research, and administrative units.
• Experience gathering and assessing needs, applying creative planning skills to resolve space issues.
• Knowledge and experience in reviewing, interpreting, and applying BC building, health and safety, fire, and other appropriate codes, space standards, and requirements
• Proven sensitivity and expertise with complex matters, combined with demonstrated ability to think at both a strategic and tactical level to operate effectively at all levels of government, with health organizations and university administrators.
• Strong interpersonal and relationship management skills, including a high level of integrity, ethics, trustworthiness, professionalism, diplomacy, tact, and patience.
• Strong oral and written communication skills and being comfortable with facilitation and presentation delivery.
• Demonstrated arbitration, negotiation and problem-solving skills to facilitate resolutions to complex issues.
• Outstanding leadership, organizational, and planning skills to promote a positive teamwork environment, mature judgement, multi-tasking and ability to set priorities.
• Proficiency in the use of administrative management, information, and communications systems.
• Proficiency in AutoCAD or other drafting software, while not required, is advantageous.
• Ability to work comfortably with broad guidelines.

Responsibilities

• Represents the Faculty of Medicine’s interest while interacting with Ministries, Health Authorities and University Leaders regarding academic facilities, capital project requirements, and other related academic space issues.
• Makes recommendations to Senior Leadership Team on strategic and policy matters related to the allocation, management and utilization of Academic Space, construction and renovation projects, and facility operations.
• Resolves Academic Space disputes through negotiations and/or arbitration, developing innovative solutions and approaches to reconcile issues, ensuring that key partners’ relationships are built and maintained.
• Forms, leads and participates in University and Health Authority committees and meetings, ensuring that appropriate consultative processes have been followed when developing policies, space and facility plans and reviews or when planning for new capital projects.
• Provides strategic guidance and leadership to the Space Planning & Facilities Management Team, ensuring that resources and support are available to optimize performance and productivity within the unit.
• Initiates and develops strategic and operational plans for the Space Planning & Facilities Management Team, creating tactics and action plans so that team goals can be achieved.
• Provides leadership and direction for change management initiatives and risk management processes, with Health Authorities, University stakeholders, Faculty of Medicine key groups, consultants, contractors and other partners.
• Oversees the general administration, project management, renovation and equipment budgets for Space Planning and Facilities Management unit , as required.
• Develops projects, procedures, policies and other initiatives intended to maximize the allocation, management and utilization of Academic Space, reduce costs, or improve efficiency of space and facility operations.
• Leads short-term & long-term construction project planning for the Faculty of Medicine education programs, overseeing the compilation of requirements and specifications, evaluating and prioritizing options, coordinating funding requests, identifying and securing resources, obtaining financial and contractual approvals, establishing project goals, timelines and budgets.
• Oversees capital projects at University and Health Authority facilities across BC, ensuring that functional program and technical requirements, as well as space and other related guidelines and policies as agreed are followed by University and/or Health Authority planners, contractors, architects and other parties, at times within a Public Private Partnership environment.
• Ensures that the requirements and best interests of the Faculty of Medicine are realized in each project, integrating and coordinating with Academic Leaders of Clinical, Research and Education, Department Heads and School Directors, AV/IT professionals and other consultants.
• Forms, leads, and participates in project committees or working groups, ensuring that consultative processes have been followed and fostering relationships with key groups to enhance collaborations and partnerships.
• Engages in the selection and activities of planners, architects, consultants, and contractors retained for planning, designing, construction, operations and maintenance of Faculty of Medicine facilities, consistent with appropriate University, Health Authority and Ministry policies.
• Oversees the management of Ministry of Infrastructure minor capital l funding for Academic Space upgrades and renovations at Health Authorities sites.
• Ensures all engineering life-cycle and maintenance standards for faculty assets are adhered to by University or Health Authority staff and external contractors, as appropriate.
• Guides senior Academic Leaders in the design process for new and renovated teaching and learning facilities and the development of Academic Space allocation, management and booking policies.
• Initiates and approves the creation and development of functional programs for Faculty of Medicine teaching and learning facilities across BC, and provides technical expertise and recommendations to the Managing Director, Operations, Faculty of Medicine.
• Leads short-term and long-term space and facility reviews of Departments, Research Centres/Institutes, Schools, Education programs and administrative units, , including moves and new acquisitions, negotiating and coordinating with Ministry, Health Authority, University, and key partners to secure spatial resources and approvals.
• Provides direction and assistance to Department Heads, School Directors and Associate Deans in planning and allocating administrative and research space, ensuring compliance with Faculty space allocation & management policies and compatibility with the long-term objectives of the Faculty.
• Participates in University and Health Authority space planning and facility management committees, such as the UBC Property & Planning Advisory Committee, UBC Learning Spaces, and other initiatives, including negotiations for leasing, acting in the best interests of the Faculty.
• Ensures that all Faculty Academic Space is allocated and utilized equitably and efficiently, in accordance with Faculty, University and Health Authority guidelines, standards and policies, and as required in the Academic Space Protocols with Health Authorities
• Oversees the management of over 500+ Faculty of Medicine teaching and learning spaces including video-conference facilities, seminar rooms, lecture theatres, on-call rooms, lounges and other teaching facilities across the Province, ensuring that Faculty requirements are met, while promoting collaborative agreements with Health Authority and other University groups to attain optimal utilization of these spaces and resources.
• Oversees the development of tools, systems and processes to ensure efficient and effective management of Academic Space, including the Faculty of Medicine Academic Space Inventory (through Archibus).
• Leads the development of space policies, guidelines and processes for the Faculty of Medicine, incorporating national and international space standards for administrative, research and teaching facilities, and within the Health Authority and University contexts, to ensure equitable, efficient and collaborative allocation and utilization of Faculty resources.
• Participates on the Faculty of Medicine Health & Safety Committee to ensures that health, safety & security concerns in Academic Space are addressed appropriately, and any deficiencies are actioned.

Benefits

• The University of British Columbia is a global centre for research and teaching, consistently ranked among the top 20 public universities globally.
• Recognized as a leading employer in British Columbia and Canada, UBC supports inspired students, faculty and staff on their journey of discovery, and challenges them to realize their greatest potential.
• New ideas, changing infrastructure, innovative technology, and fresh approaches are opening up possibilities for the future of research, teaching, and work.
• Equity and diversity are essential to academic excellence.
• An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged.
• We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, and/or Indigenous person.

What This Job Offers

• Job Type: Full-time
• Career Level: Director