J0523-0359 - Assistant Manager, Facilities (Residences)

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Competition Number: J0523-0359

Position Title: Assistant Manager, Facilities (Residences)

Position Number: 00226570

Employee Group: Support Staff

Job Category: Facilities and Physical Plant

Department or Area: Housing & Ancillary Services

Location: Kingston, Ontario, Canada (On-site)

Salary: $63,762.00 - $77,750.00/Year

Grade: 08 Review Salary Information Here

Hours per Week: 37.5

Job Type: Permanent (Continuing)

Shift: 7.5 Monday - Friday

Number Of Positions: 1

Date Posted: May 10, 2023

Closing Date: May 29, 2023

Prior to May 1, 2022, the University required all students, faculty, staff, and visitors (including contractors) to declare their COVID-19 vaccination status and provide proof that they were fully vaccinated or had an approved accommodation to engage in in-person University activities. These requirements were suspended effective May 1, 2022, but the University may reinstate them at any point.

Queen's University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

Come work with us!

The Facilities portfolio within Housing and Ancillary Services (H&A) is comprised of 18 residence buildings, 3 dining halls as well as retail food service locations. More than 90% of first year students live in residence during the academic year. During the summer, we operate and support a thriving conference business providing a critical source of revenue to the University. Our facilities team plays a crucial role in both the academic year and conference season, providing service twenty-four hours a day, seven days a week.

Reporting to the Manager, Facilities, the Assistant Manager is a member of the Facilities leadership team, overseeing operational activities of custodial staff. The Assistant Manager provides consistent, decisive leadership to staff within a unionized environment, effectively directing and managing all custodial activities within the residence buildings. The incumbent will promote and maintain a safe and healthy work environment for staff, students and conference delegates. The Assistant Manager will ensure adequate assignment of resources, and work closely with custodial staff to ensure the determined APPA levels of cleanliness are achieved in each service area while ensuring excellence in customer service. The incumbent will lead and implement departmental initiatives which could include items relating to Quality Systems, Service Delivery, Health & Safety & Green Cleaning.

The schedule for this position is a day shift as well as participation in an on-call rotation, including weekends.

KEY RESPONSIBILITIES: • Lead custodians in an assigned area of responsibility by promoting the principles embedded within the International Sanitary Supply Association (ISSA) Cleaning Industry Management Standard – Green Building (CIMS-GB) criteria. • Monitor custodial activity on an ongoing basis to ensure that the appropriate level of cleaning and sanitizing services are being provided in a timely manner and to the set standard. • Continually improve the processes embedded within the operations CIMS-GB certification. Such processes include task specific SOP's, work schedules, areas of responsibility documents and emergency response procedures. • Analyze operational data relating to absenteeism, payroll, inventory min/ max levels, staff training and performance. Take action where appropriate or escalate to the Manager to determine appropriate next steps. • Monitor and assess forecasting reports and work orders to develop and execute weekly schedules, ensuring sufficient resources are assigned to complete work within timelines. • Participate in the development and execution of strategic plans. Ensure staff are aware of targets and provide coaching and direction in oversight of successful implementation. • In conjunction with the Manager, effectively administer a safety program in an assigned area ensuring compliance with legislated safety regulations, university and departmental safety programs, and that chemicals and equipment are used properly by custodial staff in their areas. Perform regular audits, and take appropriate measures to immediately rectify identified non-compliance or safety concerns. • Manage decentralized key management system and ensure employees comply with procedures. Address compliance issues effectively. • Collaborate with stakeholders within the H&A portfolio to meet the operational demands of the dual mandate – academic year student housing and summer conference business. • Directly responsible for managing the transition of 6 buildings and approx. 2300 rooms from academic to conference readiness within a short time frame, and ensuring transition back to academic readiness prior to student arrival. • Simultaneously manage the preparation of the balance of rooms (approx. 2600 spaces) for the academic year while operating the separate summer hotel conference business. • Work in partnership with the Residence Life Coordinators to identify and address resident needs. • Conduct Quality Assurance audits leveraging OrangeQC to ensure that the appropriate APPA cleaning level is being achieved. Where deficiencies are identified, determine root cause and implement measures to address. • Responsible for ensuring adequate resources are scheduled to support the Conference season operation as well as student preparedness simultaneously. • Participates in preventive and planned maintenance programs and supervises approved custodial maintenance plans. • Monitors custodial supply levels and approves expenditure of funds for cleaning supplies for each respective building within scope. Responsible for validating that the correct products were delivered and sign off as required. • Makes recommendations for expenditures related to custodial supplies, equipment, tools, and services, based on analysis of upcoming needs. • Participate in custodial related product / service Request for Proposals (RFP) and Request for Quotations (RFQ) procurement processes. Participate in the review of RFP submissions and provide recommendations around successful proponents. • Make recommendations on annual budgets • Monitor equipment reliability, assess equipment effectiveness and make recommendations regarding equipment renewal and capital investment. • Remain current with industry and university standards and systems related to cleaning service standards by ensuring technical and business skill competencies are continually developed in relevant area(s). • Plans, prioritizes and manages the work of employees, providing strategic and tactical advice, guidance and coaching. Identifies the need for staff resources, participates on staffing committees, and makes effective recommendations regarding employee selection. • Manages performance by ensuring established performance standards are met through reviewing and evaluating performance and conducting formal performance reviews on an ongoing basis. • Assesses staff training and development needs and ensures that employees receive training required to improve and sustain successful performance. • Investigates, addresses and resolves employee/labour relations issues, including disciplinary matters. Makes decisions or effective recommendations on matters involving possible discipline, discharge and probationary termination. • Creates a climate where collaboration and teamwork among diverse people and groups is the norm. • Respects diversity and promotes inclusion in the workplace. • Support or lead other departmental initiatives as required.

REQUIRED QUALIFICATIONS: • Two-year post-secondary program with 3-5 years progressive experience in custodial supervision or building maintenance, ideally in a unionized environment. • Thorough knowledge of the Occupational Health & Safety Act and how it applies to custodial work. • Knowledge of relevant building and safety codes such as the Ontario Building and Fire Code, and Municipal Construction Codes. • Intermediate working level in Word and Excel and demonstrated ability remain current and adapt to changing technology. • Knowledge of the Association of Physical Plant Administrators (APPA) cleanliness levels • Experience working within International Sanitary Supply Association's (ISSA), Cleaning Industry Management System – Green Building (CIMS-GB) • Understanding of custodial operating systems such as; Room Assessment Management (RAM), OrangeQC, WandaNEXT, Archibus, Meastro, APPA work loading, Key Tracer, etc. • Knowledge of schedule development and execution. • Experience in hotel environment considered an asset. • Satisfactory Criminal Records Check and Vulnerable Sector Screening required. • Valid Province of Ontario Class G driver's licence required. • Consideration may be given to an equivalent combination of education and experience.

SPECIAL SKILLS: • Excellent communication (both verbal and written) and interpersonal skills to deal with a variety of diverse people in many situations in a professional manger, demonstrating tact, diplomacy, and effective judgement. • Client service aptitude with the ability to maintain a service-oriented perspective while managing potentially challenging client service demands. • Maintain professionalism when interacting with clients, students, colleagues and other stakeholders. • Strong organizational, planning, problem solving and time management skills. • Promotes an environment where diversity is embraced and ensures all employees are treated equitably. • Analytical and problem-solving abilities in order to examine a number of alternative possibilities and arrive at the best solution. • Capacity to work independently and as part of a team, mindful of the interests of other stakeholders. • Leading by example by remaining adaptable and ensuring a high level of attention to detail in an environment constantly subjected to interruption and change. • Embracing change and promoting innovative technologies to increase efficiencies within the operation. • Sound supervising, coaching and team building skills. • Discretion in dealing with confidential matters.

DECISION MAKING: • Evaluates job candidates and makes effective recommendations on suitable hires. • Makes decisions and/or effective recommendations regarding transfers and promotions. • Evaluates employee performance and decides on appropriate training or coaching to address lack of proficiency in carrying out responsibilities, or remedial action for staff disciplinary situations. • Assesses investigation outcome of grievances and makes effective recommendations on appropriate course of action or next steps on grievances. • Makes effective recommendations on level of discipline up to discharge and probationary termination. • Decides whether a problem warrants notification to others. • Determine appropriate action to handle emergencies in accordance with departmental, university or legislated procedures, escalating where appropriate. • Approve expenditure of funds for cleaning supplies • Determines how to organize and prioritize ones' work schedule and the work of others. • Identifies potential inefficiencies and other opportunities for operational improvement. • Determines resolution on routine operational matters.

The University invites applications from all qualified individuals. Queen's is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at [email protected].