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Work Request and Space File Administrator

Department: Plant Operations Effective Date: January 2011
Grade: USG 7 Reports to: Manager of Client Services

General Accountability

This position is accountable to the Manager of Client Services in the department of Plant Operations. The incumbent will be responsible for:

Nature and Scope

Work Requests

Design work requests are issued by various people on campus for renovations and enhancements to buildings and services on campus. Design work requests will also include capital repair projects funded by the Government of Ontario, Plant Operations operating budget and Housing capital repair budget. Work will be assigned to Architectural, Mechanical, Electrical and/or Furniture Design. A job captain is assigned to each project by the Project Manager in design services, who is responsible for managing the resources and scheduling of these jobs. A client approval and financial approval process is required before work can begin. Contracts and payments are not to exceed the approved budget. Issued payments must match the invoices and be assigned to the correct object of expense. Payments for work related to contracts are made either by a certificate of payment or a cheque request. Payments can also be made for goods ordered by  purchase orders or directly from the invoice without a purchase order or a contract. For work completed by our internal work force, charges are posted by creating journal voucher entries and exporting these to Oracle Financial. We will interact with Finance to reconcile accounts and financial information.

Capital Repair Support:

VFA is a web based facility assessment data base administered by each University. Using this software we track a list of deficiencies related to the University assets (buildings and infrastructure). Various reports allow us to view deficiencies, forecast our budget scenarios and monitor the Facility Condition Index of our assets. We create design work requests to address deficiencies each year with the amount to spend determined by the budget available in the capital repair programs. In any year the government may inject additional funds for special programs which can greatly increase the budget available and consequently the amount of work to be completed. Capital repair projects are a high priority and must be completed by the end of each fiscal year. Projects need to be monitored and reviewed regularly to keep the programs on track.

At the end of each fiscal year spreadsheet reports are generated to confirm the expense and the completion of the project within the budget provided. These reports are reviewed and verified by Finance and by the internal auditors.

Space File Administration

The Space File consists of a computerized inventory of all University space and its usage. It is impacted by renovations, alterations and new construction processed through the work request system. These changes are calculated from drawings provided by the Design section. 

For recently added or renovated space, the Space File administrator will be:

Calculating dimension changes and square footage using AutoCAD

Client Services Admin Assistant:

The Client Services Admin Assistant supports the administration of work requests assigned to Plant Operations’ design staff. The incumbent is responsible for:

Statistical Data

Specific Accountabilities

Working Conditions