Operations Coordinator

The Facilities team is comprised of over 300 trades personnel and service workers that provide trusted services and stewardship in support of teaching, learning, and discovery.  This team is responsible for operations, maintenance, service, utilities distribution, and customer support. The Facilities Team Charter describes the purpose, vision, and values that in turn support the campus community.

Primary Purpose: The Operations Coordinator is responsible for providing exceptional administrative and operational support for Facilities operations.  This role is accountable for supporting, enabling, and improving Facilities processes and the delivery of Facilities services to the campus community.  The Operations Coordinator works closely with a wide complement of individuals in Facilities and related units; supports a variety of administrative, coordination, reporting, and work execution activities; and is expected to be proactive, flexible, and accommodating in offering support to Facilities colleagues.

Nature of Work: Reporting to the Manager, Facilities Support Services, the Operations Coordinator will work in an environment of fast pace, continuous change, shifting priorities, and frequent interruptions.  The Operations Coordinator must be able to exercise judgment to manage competing priorities and achieve positive outcomes.  This role will interact collaboratively with groups and individuals across all of Facilities, as well as in related units such as Safety Resources, ICT, and the Strategic Programs Office.  The work will be unstructured and of moderate to high complexity.  Standard work hours are 8:30 to 4:30, Monday to Friday, but some flexibility will be required.

Typical Duties or Accountabilities:

• Is accountable to the Facilities Team Charter and is aligned with the purpose, vision, and values, and holds themselves and each other accountable to it.
• Investigate and understand how individuals and units in and related to Facilities work and interact, share information, and complete tasks as part of overall workflow processes.
• Contribute to continuous improvement by investigating and understanding existing work processes, identifying opportunities for improvements in operational processes, assisting with recommendations, and leading the operationalization of changes.
• Lead the creation, assembly, and maintenance of process and training documentation including business process and procedure documents.
• Provide Facilities staff with training and information regarding workflow processes and the use of the work management system such as query creation, status updates, adding notes and attachments, and asset tagging.
• Understand ongoing and available Facilities work to support the efficient distribution of resources and coordination of Facilities staff, contractors, and related units, especially related to scheduling, planned service disruptions, and prioritization.
• Monitor the work management system from a quality assurance perspective to ensure work orders are created properly, that workflows are followed correctly, and that work is executed efficiently with consideration for priority, capacity, and timeliness.
• Support Facilities leadership in the development, coordination, and execution of various business operational and administrative activities such as inventory management, onboarding, work assignments, etc.
• Lead the design, reporting, and monitoring of key performance indicators (KPIs), financial information related to Facilities work, and other data as needed.
• Foster a workplace environment that encourages accountability, innovative solutions, collaboration, and a learning environment to develop efficient, effective, and responsive workflow processes.
• Must be aware and mindful of safety hazards and must always work in compliance with all safety practices and procedures.
• Support various other Facilities initiatives and activities as needed.

Qualifications:

Education:

• Relevant post-secondary education, preferably in a business, engineering, or related field.
• Three to five years of experience in a complex and dynamic multi-purpose facility or industrial operation setting.
• Completion of a valid Red-Seal Journeyperson’s certificate as recognized by the Saskatchewan Department of Labour would be considered an asset.

Experience:

• Experience with work management software and asset management would be considered an asset.
• Familiarity and experience in a trade, construction, or manufacturing environment is considered an asset.
• An equivalent combination of education and related experience will be considered for this position.

Skills:

• Highly self-motivated and directed.
• Detail-oriented, analytical, adaptable, and able to quickly develop an understanding of business processes.
• Effective written and verbal communication, facilitation techniques, and relationship management skills.
• Proficient with information systems, programs, and applications (IWMS, Microsoft Office).
• Demonstrated ability to develop and maintain professional, collaborative relationships.
• Excellent client service skills, ability to deliver to deadlines and adapt to changing priorities.