Description
is seeking an
ASSISTANT DIRECTOR OF FACILITIES
This management position reports to the Director of Facilities. In the temporary absence of the Director this position would assume responsibility for all aspects of the Facilities Department.
The Facilities Department serves as a support group of the School Division and has as it’s mission: “Optimizing the learning environment through excellence in facilities, we are dedicated to timely, cost effective, superior quality customer service.”
Responsibilities summary : Operations and maintenance planning & scheduling, Facilities staff supervision, Safety, Budgeting, Energy management, and custodial contract administration.
Operational Frame Work : This position is guided by the policy handbook of the High Prairie School Division; Provincial Building, Fire, Plumbing, Gas, Electrical, and Boiler Codes; Provincial OH&S, Labour, and WCB legislation; Alberta Infrastructure documents including The School Capital Manual, School Buildings Upgrades and Design manuals, Maintenance & Standards guidelines, and the legislation associated with these; and the commonly accepted practice of business ethics associated with publicly funded positions in an educational environment.
Principle Duties and Responsibilities :
1) Operations and Maintenance Planning & Scheduling .
Creates annual work projections and updates them monthly in a report to the superintendent.
Creates and maintains an audit of all school and support facilities for use in O & M and Capital Planning.
Creates, updates, maintains, and ensures the implementation of a comprehensive preventative maintenance program.Incorporated and integral to this is the use of a computerized Maintenance Management System.The present CMMS used is Maintenance Connection.
Assigns and prioritizes all work order requests from principals and facilities staff.Co-ordinates the relative priority of emergent work or repair requests; preventative maintenance work; and minor capital or repair projects to ensure timely and efficient response in all three categories.
Creates specifications, drawings, and tender documents for all O & M work done by contractors.Tenders and creates contracts as guided by policy.Ensures any required permits are taken out.
Reviews staff time sheets and expense sheets.Reviews reports generated via the CMMS, and reviews completed work orders.
2) Facilities Staff Supervision .
Provides overall direction and advancement of staff.Is daily aware of activities of staff and provides coordination between trades, assists in setting of individual priorities, and provides the support to ensure the safety, efficiency, productivity, and growth of staff.A coaching/supportive supervision model is used.
Periodically formally evaluates all staff.
Leads monthly staff meetings.
Provides the educational materials, opportunities and environment that promote safe work practices for all staff.
Disciplines, corrects, inspires, and or praises staff as required.
Hires replacement staff and temporary employees.
Through the Manager of Custodial & Purchasing, ensures all materials are available for scheduled projects and provides administrative support for custodial contractors.
With the assistance of a Safety Coordinator ensures the overall safety of Facilities staff. Is a member of the school division’s safety committee. Serves as Safety Officer on the division’s emergency response team.
3) Budgeting
Prepares an annual comprehensive department budget.Regularly monitors and controls expenditures by generating reports through the Division’s computerized Financial Management and Budgeting Program.
Approves and assigns all invoices.Some of this work is done through the Manager of Custodial & Purchasing.
Provides cost estimates for all projects funded by the O & M Budget.
4) Energy Management
Creates computerized spreadsheets and ensures the proper entry of all utilities in these reports.Summarizes this data and prepares an energy report annually.
As a part of the facilities audit, includes any potential energy saving projects or procedures.
Maintains an awareness of new energy saving technology, equipment, or processes that would create energy savings for the Division.
5) Custodial Contract Management
Provides overall direction and advancement of Custodial Contractors. SchoolAdministrators provide first line supervision. This position would become involved if the school administrator is unable to obtain satisfactory performance as outlined in the contract. He would also serve as an arbitrator in dispute resolution, would interpret the requirements of the contract for both the contractor and school administrators and serve as contract supervisor in all matters other than contractors duties.
Evaluate contractors as outlined in the contract.
Ensures consistant standards are maintained.
Distributes custodial supplies (or manages the distribution) and interacts with custodiansregularly.
Supervises summer staff involved in carpet cleaning.
Arranges safety training, custodial training, and annual meetings of custodial contractors.
Creates, maintains, updates and receives custodial checksheets as a tool to ensure contract compliance.
Manages the tendering process and contract implementation for replacement and new custodial contractors.
6) Other
Assists in the development of HPSD policies that affect the department.
Manages property and liability insurance as it relates to facilities and department staff.Ensures risk management procedures are put in place.
Ensure compliance with company policies, procedures, and relevant regulations. Identify and mitigate business risks.
Keeps up to date with, and implements new technologies as opportunities become available.
Works with school principals and other administration staff in a cooperative manner to ensure the overall objectives of the Division.
Ensures the maintenance and updating of all facilities drawings and other documentation in Autocad.
And other duties required ensuring Division facilities are maintained in a safe, secure, healthy, environmentally comfortable, operationally efficient, and sanitary manner.
Maintaining and upgrading this person’s own professional expertise by attending relevant workshops and seminars and by keeping abreast of current changes or developments with regard to this area of professional competence. Is a member of SPOSA.
Education, experience, abilities .
Must possess a minimum grade 12 education and a valid Alberta driver’s license.
Maintenance experience within a school setting is beneficial.
Previous experience in preventative maintenance methods and procedures; in project management, contract administration, planning & scheduling, and with project specifications and blue prints.
Proficient in Microsoft Office (Word, Excel, Outlook) and Google Workspace (Docs, Sheets, Gmail). Responsibilities include data entry and updates of records within the Serenic ERP system and data entry, scheduling, and ticket management in Maintenance Connection (Computerized Maintenance Management System). Familiarity with document scanning, archiving, in document management software is required. Experience with budget management software is desired
Previous experience in estimating, budgeting, and as a manager within an operational framework similar to the one detailed above. The ability to quickly generate numerous project estimates in all trade areas is important.
Experience in business management or related role involving budget management.
Experience in managing and leading a team, including hiring, training, and performance evaluations.
Certification as a Maintenance Management Professional is desired.
Proven ability to foster a positive and productive work environment in a coaching/supportive supervision model.
Ability to communicate effectively with staff, school professionals, and consultants - written and oral.
Advanced problem solving and decision-making capabilities. Able to provide lasting solutions to facilities problems.
High Prairie School Division, located in north-central Alberta, provides comprehensive educational programs and services to approximately 3200 students, kindergarten through to Grade 12. Its educational enterprise is carried out in 13 schools located in the communities of Falher, Donnelly, High Prairie, Joussard, Kinuso and Slave Lake. Approximately 550 full and part-time employees, including educational assistants, secretaries, librarians, janitors, maintenance personnel, bus drivers, mechanics, education specialists and Learning Support Centre administrators and personnel, directly supplement the endeavours of over 200 school-based teachers and administrators. Seven trustees elected by parents and taxpayers of the Division’s four subdivisions provide governance and overall direction.
Requirements:
All selected candidates must produce an ORIGINAL, acceptable, recent (less than six months old) Criminal Records Check which must include Vulnerable Sector Search.
If you require assistance with the application, please contact ApplyToEducation at:
1-877-900-5627 or email info@applytoeducation.com.
