Senior Coordinator, Physical Resources

University of Ottawa•Lexington, MA

About The Position

Facilities services are characterized by a dynamic and creative growing team where the winds of change are blowing, offering people like you opportunities to use your leadership and innovation skills to contribute to the achievement of their inspiring mission: to deliver best in class research infrastructure, reshape campus life and student experience, and provide a sustainable environment for students, researchers, teachers and community. uOttawa’s facilities encompass three main sites that are comprised of over 600,000 square meters of building space (over 6.4 million square feet), 42.5 hectares of grounds, 125 buildings and 4,500 beds in 11 residences. There are over 150 employees in Facilities, including Project Managers, Energy and Commissioning Specialists, Mechanical and Electrical Engineers, Architects, and space Planners. The facilities capital and operating expenditures are in the range of $100M for the University’s $2.0 billion assets under management. The 20-year Capital spending plan envisions $4.0 billion of new investment highlighted by uOttawa launch of project Top Shelf, a $300 million capital investment to build a new facility for the Faculty of Health Sciences at uOttawa’s River Campus, as well as a tower at the Roger Guidon campus to house uOttawa’s new Advanced Medical Research Center (AMRC). Reporting to the Manager, the Senior Coordinator plans and coordinates the activities and projects related to the physical and material resources management to ensure that the facilities of the sector are safe and functional and that related policies and procedures are well understood and properly implemented. You must also be available to work evenings, weekends, and statutory holidays, depending on the operational needs of the department. This competition will be used to fill two (2) permanent positions as well as a twenty-four (24) months contract.

Requirements

Advanced knowledge of administration and project management principles normally acquired through postsecondary studies in a related discipline or an equivalent combination of education and work experience
Minimum 3 years of demonstrated experience in a similar role
Knowledge of relevant Health and Safety legislation and experience in its application
Knowledge of computer systems and software including spreadsheets, databases, Internet and e-mail
Knowledge of space management principles
Experience managing projects
Experience in interpreting, explaining and applying policies and regulations
Ability to produce high quality work under pressure while meeting strict deadlines
Strong interpersonal and communication skills
Strong organizational skills
Ability to solve complex problems
Autonomy, flexibility, and adaptability
Bilingualism – French and English (spoken and written)

Responsibilities

Physical resources management: Control the use of space in all facilities of the sector, such as offices, meeting rooms, storage space, classrooms, research labs, computing labs, etc., and decide upon allocation with the objective of maximizing space utilization. To this end, manage a space inventory, analyze and recommend space requirements, analyze feasibility and impact of recommendations and projects, plan and coordinate projects, and delegate internal/external resources for the accomplishment of tasks.
Physical resources maintenance: Perform regular inspections of infrastructure, furniture and telecommunications equipment of the sector to ensure that they are safe and functioning, to monitor compliance with accessibility standards and to ensure that all emergency, directional, and personnel signage is correct and updated. Identify discrepancies and initiate improvements when necessary. Recommend preventive repair and construction work in order to avoid the necessity of larger-scale repairs.
Health and Safety: Act as Health and Safety resource-person for the sector, monitor compliance with all relevant policies with the objective of minimizing risk to students and staff. To this end, control security access systems, ensure proper maintenance, implement ergonometric recommendations, manage accurate records of approved employee access and ensure timely updates. Inform, follow up and keep records to ensure that the sector meets the appropriate health and safety training requirements.
Materials resources management: Manage material resources of the sector to ensure that there is equipment available to meet ongoing operational needs. To this end, act as a designated buyer for the sector, interact with suppliers to obtain estimates, negotiate pricing, and create services contracts in compliance with all relevant policies.
Project coordinator: Manage assigned projects related to moves and renovations, repairs and space setup for the sector. To this end, develop project specifications, identify project steps and track all relevant progress, perform inspections upon project milestones and ensure effective communication among stakeholders, monitor expenses related to the project to ensure that they meet the limits of the budget, highlight and resolve any variance from budget.

Benefits

The University of Ottawa offers a generous pay and benefits package that includes a competitive salary, a defined benefit pension plan, group insurance coverage and an employee and family assistance program.

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