Date: |
February, 2015 |
Reports to (Job Title): |
Assistant Director, Residence Facilities |
Jobs Reporting (Job Titles): |
Co-ordinator, External Services |
Department: |
Housing & Residences |
Location: |
Main Campus |
Grade: |
USG 8
35 hr/wk
|
Primary Purpose
The Manager, External and Safety Services is accountable to the Assistant Director, Residence Facilities for effectively leading the staff, processes, and activities involved in the provision of outstanding cleaning, maintenance, security, and facility renewal at non UW-owned residences and visitor accommodations under the umbrella of the Department of Housing and Residences Additionally, this position is responsible for co-ordinating department-wide initiatives pertaining to personal safety issues.
Key Accountabilities:
1. Leadership and Stakeholder Relations– Responsible for providing excellent leadership to staff, service providers, and partners.
- Create and maintain positive working relationships by establishing a clear set of reasonable and mutually agreed upon expectations that align with the Department’s mission and the University’s strategic plan to help employees create clear paths to success.
- Effectively measure and evaluate performance through both formal performance appraisals and informal methods such as regular feedback, coaching, and one-on-one conversations.
- Identify development opportunities for oneself and direct report(s) and create development plans that will enable employee growth and enhance performance.
- Foster and advance relationships with key external service providers and key partners across the department and university to aid in the achievement of goals and resolution of escalated issues.
- Maintain currency and expertise in best practices in campus housing cleaning, maintenance, and security
2. Operations Management: External Services– Overall responsibility for planning, developing, and implementing strategies and systems for the effective management of External Services.
- Ensure consistent standards and best practices are implemented and evaluated in external service cleaning, maintenance, security, and asset renewal.
- Oversee the planning and delivery of end of occupancy processes in co-ordination with existing tenants and external service providers accounting for the turn-over of residence spaces within very tight timelines.
- Collaborate with the Managers in Residence Facilities to lead and co-ordinate the development and management of 3rd party/external service agreements on behalf of Residence Facilities.
- Collaborate with the Manager, Residence Facility Renewal and Planning to create a capital infrastructure and asset renewal plan, including but not limited to facility infrastructure, furnishings, appliances, and supplies for the CLV-North residence community.
3. Operations Management: Safety– Responsible for leading and co-ordinating the department-wide safety strategies, processes, and activities
- Act as the department liaison with UW Safety Office for personal safety concerns within the Department of Housing and Residences
- Establish strategies and engage others in the development of processes to ensure safety standards and best practices across the department are implemented and evaluated.
4. Fiscal Management – Overall managerial responsibility for External and Safety Services financial resources
- Manage and oversee the annual External and Safety Services operating budget
- Follow and provide oversight to ensure university policies and procedures for the effective procurement of required supplies, equipment, and 3rd party service providers are adhered to
5. Project Management – Responsible for managing and directing the multiple regular and special projects that relate to External and Safety Services.
- Organize work of self and delegating the work of others to conduct research, compile statistics, develop reports, and communicate results.
6. Measurement and Evaluation – Overall responsibility for establishing a consistent monitoring process and reviewing External and Safety Services Key Performance Indicators and all other measures of performance of the External and Safety Services unit.
- Set targets and provide oversight of measures to ensure effectiveness and continuous improvement goals are achieved.
Position Requirements
Education:
- Completion of a post-secondary diploma or degree (or equivalent experience) required. Specialization in a planning, construction or facilities management-related field is an asset.
- Facilities Management credentials are considered assets.
Experience:
- Experience with building management and operations is required.
- Experience leading others is required.
- Experience developing and managing budgets is required.
- Experience managing multiple projects is required
- Ability to negotiate, resolve conflicts, and solve problems effectively is required.
- Experience managing multi-unit residential facilities is considered an asset.
- Experience working in a student environment is considered an asset
- Experience with procurement and managing contract providers is considered an asset
- Experience making evidence-based decisions considered an asset.
- Competencies will include, people management, resource allocation, interpersonal, organizational and communication skills
Technical:
- working knowledge of provincial regulations pertaining to Residential Tenancies Act is required
- Progressive experience with materials and methods involved in the cleaning, maintenance and security of buildings is required
- Working knowledge of the roles all building-related trades play within a facility management operation required
- Working knowledge of or ability to interpret occupational health and safety regulations, relevant codes i.e.) building, fire, and principles and practices related to the cleaning, maintenance, and security of multi-unit residential buildings required.
- Proficient computing skills, specifically with Microsoft Office applications and financial reporting related software required
- Ability to use web related and mobile communication tools required
- Demonstrated knowledge about relevant equipment, policies, procedures, and strategies to promote effective security operations for the protection of people and property required
- Working knowledge of capital planning strategies, models, practices, and techniques is preferred
- Working knowledge of project and contract management practices preferred.
- Operational knowledge of information systems preferred
Technical:
MS Word |
Excel |
PowerPoint |
Other |
word |
excel |
powerpoint |
other |
Nature and Scope
Interpersonal Skills:
Internally this position:
- interacts regularly with Managers in Residence Facilities, along with other Managers and staff in the Department of Housing and Residences.
- provides direction and support to the External and Safety Services staff
- collaborates, plans, and exchanges information regularly with colleagues in the Safety Office, Watcard, Key Control, Procurement and the larger university community
- creates a positive and productive environment for external service providers, trades staff, and others who bring specific expertise that is needed in the residences
Externally, this position
- interacts regularly with 3rd party service providers (contract cleaning/service companies),
- interacts occasionally with supply and equipment providers
- liaises occasionally with provincial and international service associations.
Level of Responsibility:
This position is responsible for managing and co-ordinating the provision of consistent cleaning, maintenance, security, and facility renewal for non UW-owned residence communities, along with department-wide safety initiatives in the Department of Housing and Residences. This includes effective management and supervision of staff, 3rd party partners and service providers, process and resources in order to fulfill this service requirement.
This position provides leadership, coaching, supervision, and direction to influence the actions of staff, 3rd party partners and service providers.
This position provides co-worker support to colleague Managers on the Residence Facilities Management Team.
Decision-Making Authority:
This position has decision making authority for accountabilities related to the provision of consistent cleaning, maintenance, security, and facility renewal for non UW-owned residence communities, along with department-wide safety initiatives in the Department of Housing and Residences. These types of decisions include: staffing (recruitment, performance, development, discipline, and assignments), business process related to resource allocation – both internal and external human resources -service standards, procedures, workload/priority management, and expense management for financial accounts related to the External and Safety service delivery.
This position makes recommendations to the Assistant Director of Residence Facilities about improved service and business process opportunities that impact External and Safety services.
Physical and Sensory Demands:
This managerial role is in an office setting, yet involves moderate physical demands (walking and stair climbing when performing building inspections and quality control), along with moderate sensory effort resulting in slight fatigue, strain, or risk of injury.
Working Environment:
This role is exposed to stress and pressure associated with positions that are responsible for supervising full-time employees. The role involves minimal-moderate exposure to psychological risk resulting from unavoidable exposure to hazardous, disagreeable, or uncomfortable environmental conditions. There may be unusual hours or schedules, multiple and/or tight deadlines beyond one’s control and constant interruptions (ie phone calls, emails, and unplanned but urgent service requests) that are impacted by varying student volumes at different times of year, resulting from working within a student residential environment.