Facilities Operations Officer

at  North Island College

POSITION SUMMARY

Reporting to the Manager, Facilities Operations, the Facilities Operations Officer (FOO) is the Manager’s liaison and responsible for providing organizational direction and coordination for the delivery of institutional wide facilities management operations, processes, and programs, including directing contractors in the delivery of minor Capital and Operational projects. The incumbent is responsible for general building and site maintenance, equipment renewals, janitorial requirements, Life Safety equipment and building systems such as Fire Alarm Panels and security services. The position will evaluate, develop, and implement facility operations processes and programs related to college operations and is a member of the Emergency Operations Centre (EOC).
The FOO is relied on to provide key communication and direction with external agencies, senior leadership and the college community to ensure emergency situations, life safety requirements and overall college conditions are managed. The responsibilities and actions of the FOO are key to prevent external agency fines/closures, ensuring safety of the college community in our buildings, preventing/correcting unsafe conditions on campus and in buildings as well as providing timely communications during emergency events.
The FOO co-ordinates with the Manager, Health and Safety to provide guidance, co-ordination and provision of information to external agencies including Municipal Fire Departments and First Responders. In addition, the incumbent provides confidential administrative support and provides backup for the Manager, Facilities Operations, while the Manager is unavailable. The Operations Officer is aware of the Mission and Values of North Island College and incorporates these values in everyday practice.

REQUIRED EDUCATION & EXPERIENCE

1. Two-year post-secondary diploma in business administration or management programs is required, as well as specialized training in Emergency Operations Centre (EOC) at a minimum level 2. Over five years’ related work experience is required, preferably within a post-secondary institution or large public sector Facilities Management organization in progressively more responsible roles. This experience will also include the following:

• Security and Access Control Systems programming and configuration. Knowledge of ANSI Code 156.2, Series 4000, UL 437 ratings for Master/Sub-Master/Change Key systems. Programming and assigning electronic Keycard, electric strike (Salto, Delta, or equal) along with cylindrical and mortise key core and bitting configurations for varying levels of secured access to all Campus buildings including perimeter securing, office and classroom access control.
• Fire Alarm Systems and Fire Alarm Monitoring requirements to CAN/ULC-S524 & CAN/ULC-S559 Standards.

REQUIRED KNOWLEDGE SKILLS & ABILITIES

1. Demonstrated ability to problem solve technical operational issues/information and provide advice to all stakeholders.
2. Proficiency with the Windows operating system, Microsoft Office programs including, intermediate Word and Excel as well as intermediate ADOBE and Smartsheet, plus research capabilities on the internet.
3. Advanced knowledge of SALTO and Kantech security systems.
4. Excellent interpersonal, written and verbal communication, human resource, and customer service skills along with the ability to work effectively with the public, College administrators, employees, and students.
5. Excellent project management, organizational and time management skills and proven ability to work cooperatively as part of a team.
6. Demonstrated ability to use computer applications to develop and maintain Operational programs, logistics, and procedures.
7. Advanced Emergency Operations Centre training or experience with EOC Operations, Planning, or Logistics teams would be an asset.
8. Ability to work independently with limited supervision, set priorities and work under pressure.
9. Possession of a valid driver’s license.
10. Conflict Resolution training is an asset.
11. Requires the ability to travel to and work from multiple campus locations

DUTIES & RESPONSIBILITIES

• Provides confidential administrative support to the Manager, Facilities Operations. Uses initiative and judgment to respond to unconventional issues and inquiries on Operational and Facilities related matters within established College policies, procedures and practices. Ensures that matters requiring immediate attention are referred to the appropriate authority and dealt with efficiently.
• Provides guidance and direction of work to the Facilities Operations Liaisons at CV, CR and PA locations. Assigns work associated with ongoing or special projects, determines priorities to help schedule work assignments. Provides training, guidance and direction on how to complete tasks assigned. Works with the FOL to create work procedures and document the procedures utilized by the FOL. Verifies assignments are completed correctly and provides feedback on performance of the FOL to the Manager, Facilities Operations. Responsible for training and coordination of the FOL roles across all campus locations and assists with hiring processes for these positions.
• Provides guidance to distribute work and scheduling to the Maintenance Support Assistants and Operations Level 2, and other temporary facilities employees.
• Responsible for operational contracts at all campus locations including but not limited to; janitorial, waste management, ground maintenance, snow clearing, security and fire system monitoring and security services. Provides feedback on contract details, supports creating tender documents, evaluates contractor bids/quotes on tender documents and provides guidance on selecting successful bidders. Will routinely audit, inspect and evaluate the overall adherence to these contracts and provide feedback to the contractor on performance. Responsible to deal with any re-occurring significant issues with these contracts as well as any major added scope items.
• Coordinates annual hazard tree assessments and deals with emergent hazard trees at CV, CR and PA campus locations and manages contractors to resolve highlighted issues.
• Provides direction in the development, upgrading, implementation and maintenance of door Access Control Systems such as SALTO and KANTECH. Responsible for programming new locks/devices into the system. This includes the creation of new key control systems in renovations or new construction and electronic access control software and databases.
• Responsible for directing the installation and upgrading of new fire panels and fire system components and creating Operational procedures to meet Ministry and Municipal Codes for the safe operation of Fire Alarm protection and Monitoring systems. Arranges life safety system testing for all locations including Fire alarm system testing, sprinkler system testing, cafeteria/kitchen suppression system testing, emergency light testing and fire extinguisher inspections. Reviews reports and is responsible to resolve all deficiencies. Communicates major issues with Manager, Facilities Operations.
• Responsible for ensuring the function of security and intrusion systems and writing operational procedures for intrusion and panic pendant monitoring.
• Arranges annual fire department site visits at all campus locations and provides direction to resolve highlighted issues and communicates major issues with Manager, Facilities Operations and/or Safety Manager.
• Provides support for special confidential security arrangements for campus, RAPT, EOC or SCMT issues.
• Working in conjunction with the Facilities Campus Technicians, the Operations Officer will represent Facilities and provide support to the Student Housing Department, in items related to facilities areas of responsibility in Operations and Maintenance.
• Working with the Capital Projects Team, the Operations Officer works alongside the Facilities Campus Technicians to provide guidance on Operational matters in minor and major Capital Projects.
• Plans, organizes and conducts campus fire drills and lock down drills at PA, CV and CR locations in coordination with the Manager, Health and Safety. Assists Manager, Health and Safety with the BC Shake out drills as required.
• Supports the Manager, Facilities Operations by representing Facilities in the coordination and function of campus-based meetings and related campus activities, including analyzing information, generating reports, responding to Stakeholder concerns, and giving direction to the operations team to resolve/support issues using their judgement.
• Uses judgement to provide direction and guidance to the FOL and administrators for alarm related emergencies, which includes fires, panic button response, gas leaks, chemical spills, bomb threats, lockdown, accidents, acts of violence, theft, requests for security, and other emergency situations. Has authority to make the decision to contact authorities such as fire, police, security, etc. Responsible for collecting information, and immediately report to the Manager, Facilities Operations, Director, Facilities Security & Safety, or designated administrator. Active member of the Emergency Operations Centre.
• Supports the Manager, Facilities Operations in maintaining effective communications and relations with college staff, contractors, other educational institutions, and various community groups. Also participates in various joint facility related meetings as required.
• Supplements the duties of the Facilities Operations Liaison when required
• This role may be contacted outside of normal working hours to resolve operational issues and may be required to travel to other campus locations to provide coverage, training and support. This position may work at other campus locations as required by the Manager, Facilities Operations.
• Requires the ability to handle multiple tasks and issues and make independent decisions on how to resolve issues while at the same time being frequently interrupted with other issues
• Is relied upon to attend or remain on campus in times of emergency such as power outages, weather emergencies, EOC activations, fires, campus evacuations, etc.
• This position will approve quotes and orders for up to $5000 for work in the listed areas of responsibilities or on projects assigned by the Manager, Facilities operations.
• Performs other duties related to Facilities operations, as assigned by the Manager, Facilities Operations.

1. Two-year post-secondary diploma in business administration or management programs is required, as well as specialized training in Emergency Operations Centre (EOC) at a minimum level 2. Over five years’ related work experience is required, preferably within a post-secondary institution or large public sector Facilities Management organization in progressively more responsible roles. This experience will also include the following:

• Security and Access Control Systems programming and configuration. Knowledge of ANSI Code 156.2, Series 4000, UL 437 ratings for Master/Sub-Master/Change Key systems. Programming and assigning electronic Keycard, electric strike (Salto, Delta, or equal) along with cylindrical and mortise key core and bitting configurations for varying levels of secured access to all Campus buildings including perimeter securing, office and classroom access control.
• Fire Alarm Systems and Fire Alarm Monitoring requirements to CAN/ULC-S524 & CAN/ULC-S559 Standards