Supervisor of Recreation Facility Operations

at  The City of Spruce Grove

ABOUT US

The City of Spruce Grove is a fast growing, dynamic city committed to building and maintaining a fiscally responsible community that serves our residents, attracts visitors, and promotes future growth.
The “Values, We Live By” are accountability, communication, leadership, integrity, and respect while we work towards maintaining a work/play balance.
We are an organization that cares, an organization that is committed to our city and committed to you. The City of Spruce Grove is committed to public service, where everyone feels empowered to contribute their best work. We believe that by working together in a spirit of collaboration and respect, we can achieve great things.

QUALIFICATIONS

• Post Secondary Education - College/ Technical Diploma in Recreation and/or Culture Management, Business Certified Engineer Technician (CET)
• Completion AARFP - Recreation Facility Master Operator Certificate (RFMOC)
• 10-12 years of related knowledge and experience in the operation of recreation facilities in a municipal setting.
• Advanced communication skills and excellent presentation skills.
• Excellent collaborative negotiation and problems solving skills.
• Ability to work effectively and professionally with all levels within the organization and externally.
• Ability to effectively transfer ideas, concepts, and information into effective and efficient strategies.
• Ability to develop, implement and evaluate innovative plans.
• Ability to work both independently as well as within a multifaceted team environment.
• Strong customer service orientation and the ability to build positive, productive business relationships.
• Ability to exercise tact and diplomacy in interpersonal dealings which are difficult, highly sensitive and confidential and may involve exposure to the media or public criticism.
• Enhanced knowledge of Microsoft Outlook, Word, Excel, Teams, and PowerPoint

Operations Management

• Responsible for the overall operations and the supervision and scheduling of Facility staff in all identified recreation department-operated facilities. (e.g. Agrena, BPAC, Fuhr Sports Park, Border Paving Athletic Center, Civic Center, Jubilee Spray Park, etc.)
• Works closely with Bookings staff, monitors and advises on contractual requirements and requests of renters and users of the facilities, determining feasibility and limitations.
• Works closely with the Bookings staff to coordinates and /or plan all Facility staff, contractors, and other service providers, working to minimize impact to the public and maximize resources.
• Works closely with Bookings staff to coordinate and maximize bookings and facility use, identifying opportunities to maximize revenue and facility use.
• Acts as the department supervisor for all identified inter-departmental and inter-agency operations of identified recreation facilities including, but not limited to those facilities that are supported by Fleet and Facilities, and Public Works & Parks. (Jubilee Spray Park)
• In collaboration and consultation with other department work areas supports the establishment of service levels for recreation facilities in the portfolio, maximizing public access and use, and meeting revenue targets.
• Plans and oversees all operational and maintenance activities, ensuring asset management meets or exceeds corporate standards and planned repairs, preventative maintenance and replacement projects are adequately resources through corporate processes and timelines.
• Develop yearly maintenance plans for all recreation facilities and participate in the life-cycle management with other departments as required.
• Manages and monitors contracts and timelines for all service providers, tenants, contractors, and other civic departments working in the facility to ensure expected safety and security, workmanship, contractual obligations and service levels are maintained.
• Works with supervisor to monitor facility revenue and expense forecasts and act as needed to meet identified cost recovery targets or to report variances.
• Assume the role of ’owners’ representative’ at the City Spray Park, as identified in the Public Health Act, Public Swimming Pools Regulation. Specifically, ensuring equipment, operations and maintenance follows the applicable regulations.
• Recommends and supports the development, maintenance and implementation of written policies in accordance with legislations, corporate policy and standards.
• Maintains an accurate inventory of equipment, tools and City assets.
• Ensures directional and other required signage in the identified facilities meet or exceed corporate standards.
• Implementation of corporate plans that impact facility standards and requirements including, but not limited to, accessibility, equity, diversity and inclusion, and environmental standards.

Facility and Parks Planning

• When required, acts as expert on operational considerations related to recreation and sport facilities and spaces.
• When required, supports corporate facility and space plans and initiatives, ensuring the timely implementation and reporting of these plans occurs.

Stakeholder and Customer Relations

• Provide safe facilities for the tenants, users and general public.
• Answer inquiries from the public and users in a timely and professional manner, aligning with corporate policy and priorities.
• Establish service delivery standards to ensure optimum service levels are met.
• Monitor recreation facility user expectations and experience by interacting with clients.
• Communicate and respond to stakeholders regarding issues and inquiries.

Project Management

• Administer assigned projects in accordance with the City’s established project management framework. This includes establishing project plans, project cost tracking, reporting raid logs (risks, action items, issues and decisions) and close out reports for assigned projects.
• Identify project issues that may impact the project plan, the implications of the issue and recommendations to resolve. Administer project change, track and monitor change requests and identify overall impact to cost, schedule and scope of the project. Through change management, the supervisor will identify approvals required for change and make recommendations on contemplated changes.
• Accountable for the overall success of project teams assigned to projects assigned to the Supervisor. Identify project teams, roles of team members and expected results. Chair team meetings, assign tasks and compile team information. Team members may include staff from other civic departments and/or work groups, other agencies, contractors, consultants and community groups and agencies.
• Through rigorous planning, identify and execute communication and engagement plans for projects. Determine the need and results of the communication and engagement plans and through close consultation with Corporate Communication and Project Sponsors create strategies to meet these needs.
• Represent the Recreation & Culture Department on assigned corporate and community teams, committees and projects. Responsible to bring the community’s view and expectations to the decision-making table on projects impacting the recreation, culture and parks community advocating for the community and/or users.
• Prepare and establish project procurement documents and process’s (tender, RFP, RFQ, Pre-Qualification etc.) that are congruent with corporate purchasing policies as well as fair trade legislation and practices.
• Administer vendor contracts, inspect progress claims, and verify amounts claimed prior to payment and ensure vendors are working within the contracted expectations, issue orders to correct if not.
• Prepare and present project reports and updates to project sponsor as required.
• When required prepare project cost and schedule estimates and establish accuracy of estimates using reliable research both internally and externally.

Leadership and Supervision

• Manage the daily operations of recreation facilities, setting goals and expectations for the team, making decisions regarding staffing matters, stressing the importance of teamwork, ensuring the overall efficiency of the services provided by the team as a whole.
• Ensure leadership and supervision aligns with the City’s Strategic and corporate plans, Union Agreement as well as shared principles and policies.
• Develop and communicate annual goals and objectives consistent with the City’s Corporate Plan.
• Lead employees to meet the organization’s expectations for productivity, quality and goal accomplishment.
• Lead regular meetings and team building exercises designed at improving communication and enhancing collaboration.
• Delegate operation authority as required and supervise, where appropriate, to ensure high quality service is achieved and maintained.
• Participate in all hiring processes related to assigned facilities and ensure staff are appropriately trained to operate the facility, equipment and to handle emergency and health and safety working requirements.
• Prepare and conduct positive and constructive employee discussions and performance reviews on a regular basis, as per City standards.
• Provide a high level of coaching, training, and mentoring to section staff in the achievement of their goals and projects on an ongoing basis, as well as through the performance management process and constructive discipline.
• Ensure training is well-planned and contributes effectively to increasing competencies in accordance with Learning Paths.
• Support and promote an atmosphere of continuous improvement and self-assessment.

Financial Management

• Participate in annual operating budget planning exercises and contribute to the planning of capital expenditure requirements and Life-cycle/Asset Management.
• Manage Recreation & Culture and Facility Operations budget as per City policies and processes.
• Participate in the review of market assessments, including user fees, rental charges, and development of operational practices.
• Complete monthly and quarterly projections, and variance reporting and explanations, as required for work area.
• Demonstrates solid understanding of all expenditures and operation costs related to recreation and culture facility operations, regardless of department oversight for those expenditures. (e.g. Janitorial contracts, utilities, etc.)
• Approve all area staff expenditures and procurement as per corporate policy and processes.

Safety & Risk Management

• Oversees the development of risk management and safety programs for both staff, volunteers and contractors that is consistent with City standards and policy as well as Provincial and Federal legislation in areas of responsibility.
• Designs and executes safety management plans and emergency response plans for all assigned recreation facilities and spaces, ensuring plans are congruent with corporate policies and legislations.
• Ensure facility tenants’ safety management plans and emergency response plans meet legislation and contractual requirements.
• Ensures department staff and volunteers are adequately trained and aware of emergency response plans, their roles and their responsibility to facility tenants and members of the public.
• Establish inspection schedules for all department facilities and equipment in a manner that pro-actively identifies deficiencies and hazards ensuring required action(s) are completed.
• Manages the conduct of rental groups and program patrons, including conflict resolution as required. Decides suitable consequences for inappropriate behaviour.
• Approves and monitors community access to facilities.

Administration

• Understand and adhere to City policies, procedures and standards, whether written or implied, as amended from time to time.
• Work within the collective agreement, ensuring compliance and informing potential changes required.
• Provide leadership for Health and Safety by making every reasonable effort to ensure the health and safety of staff within the section. Understand the safety incident reporting requirements.
• Act as a steward of the City’s Corporate Culture through empowerment and support to staff.
• Act as a steward of the City’s Corporate Culture by following the “Values, We Live By”.
• Perform other job-related duties.