Manager, Custodial Services

Staff - Non Union

Job Category
M&P - AAPS

Job Profile
AAPS Salaried - Facilities Management, Level B

Job Title
Manager, Custodial Services

Department
Facilities | Athletics and Recreation

Compensation Range
$6,068.92 - $8,724.25 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
April 29, 2024

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

This position is responsible to plan, implement and manage day to day custodial service operations for all facilities managed by UBC Athletics and Recreation. The Manager, Custodial Services plans, manages and supervises the work of custodial staff to ensure a clean and safe environment for students, faculty, staff and guests in compliance with applicable policies, standards and regulatory requirements. The incumbent maintains good relationships with facility managers, staff, recreation programmers, facility users, UBC Building Operations and students to resolve custodial service issues or complaints related to facilities managed by UBC Athletics and Recreation.

Works in an office environment, but travels between buildings to perform inspections of facilities or to meet with colleagues within the properties managed by UBC Athletics and Recreation. Is required to wear appropriate business dress. Flexible hours, including evenings and weekends, are required. May work irregular hours to assist with events and respond to emergency situations.

Condition of Employment: Must agree to a criminal record search to document that no relevant criminal record exists.

Organizational Status
Athletics & Recreation (A&R) is a department within the VP Students portfolio, with a strong focus on creating an exceptional UBC student experience. The A&R Department has a team of approximately 125 employees, and is led by a strong cross-unit management team. It services over 60,000 students through recreational programming, 26 varsity teams, and 13 competitive clubs along with thousands of members of the UBC community.
Work Performed

Custodial Management & Administration

• Manages all aspects of custodial service for A&R facilities in accordance with University policies, standards and regulatory requirements.  Determines appropriate custodial service levels, approach, practices, and develops and implements strategic and operational plans for the custodial team to ensure effective staffing, work methodology, tools and systems.
• Develops, implements and maintains the quality standards required to maintain cleanliness and safety in the facilities. Develops programs necessary for the improvement of the custodial operations including standards and personnel training programs.
• Ensures that custodial services meet the needs of the department, the University, and established custodial guidelines by scheduling work activities and adjusting workloads to compensate for scheduled and unscheduled absences, changing priorities, and special custodial projects.
• Manages the inspection of the general condition of facilities buildings and initiates action to improve deficiencies. Ensures that the quality of custodial services meets established guidelines by inspecting the work of custodial personnel and directing corrective measures to be taken when necessary to meet those guidelines.
• Manages designated staff by performing duties such as prioritizing and assigning work tasks and inspecting completed work to ensure conformance with established standards. Attends the multiple facility sites to monitor staff performance, communicate with staff in person and provide training.
• Manages and administers department service contracts with UBC Building Operations and external contractors and supervising the performance of service providers. Checks to ensure that work is completed in accordance with requirements and specifications.
• Expedites delivery and requisition of equipment and materials to support the completion of work requests within an established timeframe. Supports good customer service by providing timelines to departmental managers for special projects. Facilitates the repair, maintenance, and installation of custodial equipment and manages inventory supply.
• Evaluates new custodial supplies and equipment by conducting testing of such items and recommending the appropriateness of their use.
• Maintains departmental files, including building manuals, equipment data sheets, material data and chemical information, and warranty information. Coordinates provision and updating of files with consultants, vendors and contractors.
• Identifies and documents patterns in reoccurring issues related to services provided. Assesses and develops approaches for standardized processes, work flow and issues resolution.
• Works with personnel to reduce incidents of vandalism and misuse of building property by recommending actions and changes.
• Coordinates resources, support, and supervision for special events, concerts, varsity games, department moves or changes, and/or other applicable events that affects assigned staffing. Accommodates requests for special cleaning or custodial special projects.
• Operates within authorized budget; evaluate fiscal needs, establishes priority spending, creates effective cost controls; manages fiscal resources in a sensible manner.
• Manages resources, sets expectations for service, and exerts quality control over Custodial Services to ensure responsiveness to campus needs;
• Responsible for the timely treatment and elimination of various pests from campus buildings, including various insects, rodents, small animals, and birds.

Staff Management

• Responsible for hiring, training, supervising, evaluating, retaining, and motivating custodial staff for all A&R facilities.  Works with 3rd party contractors, Building Operations, custodial suppliers, vendors and service providers as required.
• Develops an effective team of custodial personnel by educating all employees in the proper methods and use of materials and equipment for safe and efficient work performance, evaluating individual performances to meet established standards, providing required performance evaluations on custodial.
• Ensures that administrative records and reports regarding custodial personnel are accurate and current by reviewing employee time cards or monthly time sheets and monitoring employee absences.
• Responsible for resolving personnel issues for assigned staff such as performance evaluations, orientation and training. Works closely with employees to meet goals and performance targets.
• Participates in the management of grievances and other labour relations matters including disciplinary action and follow up in accordance with UBC policies and procedures.
• Provides the leadership to the custodial team in establishing and maintaining the highest achievable custodial programs commensurate with the resources made available.
• Ensures that custodial personnel have the equipment and supplies necessary to perform custodial services by issuing supplies as needed, completing request form(s) for replacement items, and storing the supplies and equipment in a secure storage facility.

Safety & Risk Management

• Develops, implements, and maintains all risk management and safety protocols including: work safe standards, policies, and staff training for custodial staff
• Maintains rigorous safety procedures, with comprehensive documentation.
• Ensures employees are working in a correct, safe manner, and are trained in regard to all necessary safety and environmental regulations, standards, practices and procedures.
• Provides leadership and guidance on policies, procedures, guidelines and standards on Operational Health and Safety procedures and protocols.
• Coordinates efforts related to Climate Change Action Plan and identifies opportunities for facilities to improve all aspects of sustainable operation.
• Tracks, monitors and analyzes data related to safety and sustainability and shares these metrics to assist facility and department staff in making informed business decisions.
• Performs other related duties as required.

Consequence of Error/Judgement

Work is subject to general checking by the Senior Manager, Facilities to ensure the desired goals and objectives are being achieved. Errors or incorrect decisions could impact job schedules and result in increased costs, and could negatively impact service to students, external users and faculty staff. Poor scheduling could lead to a loss of customer satisfaction and or a loss of revenue due to lost business opportunity.

The work and decisions of this position have a direct and critical impact on the reputation and effective operation of the Athletics & Recreation Department. Poor decisions or judgment will result in damage to the Department and the University's reputation with students, staff, faculty and the broader community. Incorrect decisions will affect the

University's ability to effectively communicate with its audience, with a direct negative impact on the student experience and the department's business objectives.

Supervision Received
Reports to the Senior Manager, Capital Projects & Building Services. Maintains positive, close working relationships with all facility managers. Works under established guidelines and policies, receiving directives on matters deviating from normal policy. Selects methods and techniques to be followed in achieving objectives. Consults with Senior Manager, Capital Projects & Building Services and other relevant facility managers for advice.
Supervision Given

Assigns and directs work, advises on technical problems. Reviews work for technical accuracy and adequacy. Exercises judgment and initiative in decision-making situations involving work methods and procedures within a defined area; in the selection and interpretation of information; in resolving issues not clearly covered by established guidelines; in coordinating staff and assessing performance.

Responsible for recruiting, interviewing, selecting, training, supervising, and evaluating staff. Manages full time and part time unionized custodial staff and contractors of up to 35 staff.

Minimum Qualifications
Journeyperson certification in an appropriate trade. Minimum of three years of related experience, or an equivalent combination of education and experience.
- Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

- Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

University degree plus successful completion of a building services management or building maintenance program at a technical institute or college, or an equivalent combination of on- the-job training and work experience. Minimum of three years’ experience or the equivalent combination of education and experience with custodial management and scheduling. Knowledge and experience in maintaining or managing sports facilities is an asset. Experience and leadership in customer service, project coordination, sport facility management is an asset. Strong practical and supervisory experience in all phases of custodial work. Must be familiar with industrial and commercial cleaning methods and procedures, and the operations of all related equipment.

Previous experience in a municipality or a university is an asset. Ability to exercise initiative, tact and diplomacy. Strong leadership, organizational and time management skills required. Ability to work effectively independently and in a team environment, and to bring energy, motivation and enthusiasm to the job. Ability to exercise sound judgment, multi-task, prioritize and work effectively under pressure to meet deadlines. Ability to take initiative, analyze problems, identify key information and issues, and effectively resolve. Ability to carry out negotiations and interest-based conflict resolution. Demonstrated skills and competencies in planning, organization, and project management; leadership and team development; coaching and facilitation; and customer service.

Strong computers skills essential including working knowledge of Microsoft Office Suite (including SharePoint). Must possess a full Class 5 driver's license. Excellent oral and written communication skills. Able to lift or move heavy objects of approximately 50lbs. Knowledge of pertinent WCB and OH&S standards. Strong knowledge and experience relating to federal and provincial legislation, acts and regulations related to building and custodial systems. Demonstrated experience in applying policies and collective agreements working in consultation with Human Resources.