Facility Asset Management Coordinator

Job Responsibility:

Date Posted: 11/27/2023 Req ID: 35123 Faculty/Division: UofT Mississauga Department: UTM: Facilities, Management & Planning Campus: University of Toronto Mississauga (UTM) Position Number: 00048841

Description:

About us: U of T Mississauga—the second largest campus of Canada's top-ranked university and the only research university in Ontario's booming Peel Region—is one of the world's great catalysts of human potential. Our employee community hums with the energy of 3,400 faculty, librarians and staff, who power our campus with curiosity, connection and care. We work together to spark life-changing research and innovation, make an indelible mark on the world by building equitable cities and societies, enable healthy lives, create a sustainable future and ignite entrepreneurship. Above all, we prioritize student success, and seek to give our 16,500 students the lift of a lifetime through learning and discovery. We love to open opportunities available nowhere else for our community to achieve their ambitions and make their unique contributions to Canada and the world. This work all comes together on a spectacularly green campus, alongside the Missinihe-ziibi (Trusting Creek or Credit River), where we seek to honour truth, reciprocity and reconciliation on the traditional land of the Huron-Wendat, Seneca and the Mississaugas of the Credit First Nation. We're thrilled to welcome those who want to learn more about us and to be part of what we do. Your opportunity: If you want to be part of a team that is developing an innovative asset management program for one of the leading Universities in the country and make a difference, this role is for you. The department of Facilities Management and Planning effectively serves the needs of the Mississauga Campus community for the development, space allocation, renovation, operation and maintenance of all infrastructure, facilities and related services. Reporting to the Senior Manager, Infrastructure & Asset Management, the Facility Asset Management Coordinator supports all work relating to keeping accurate records of UTM core and non-core tangible assets. The incumbent is responsible for keeping and collating information, cataloging and archiving records, and providing statistical analysis of data and generating reports that will be used to produce projects. The incumbent will ensure that record retention policies are followed, documents are organized and safeguarded and that data is easily retrievable. The incumbent would also perform the validation of data quality based on actual site condition and in consultation with relevant stakeholders. Your responsibilities will include:

• Assist with the review of drawings, project documents and actual site conditions to confirm the accuracy of data on record and update details (specifications, costs, quantities etc.) as necessary
• Advising on records management best practices and procedures, ensuring that procedures and guidelines are followed while updating and maintaining database records
• Developing information management methods in order to optimize the use of data
• Analyzing and producing complex statistical information/reports and/or financial information for management decision-making relating to university owned facilities and infrastructure
• Assist with developing and implementing standards and procedures for acquisition and disposal of tangible assets
• Generating reports including data quality reports and running queries to gather data
• Applying established file retention standards in data administration activities
• Assist in the development, documentation and delivery of training to staff, as required, relevant to asset management

Essential Qualifications:

• Bachelor's Degree in Engineering, Finance, or Building Science or an acceptable combination of equivalent experience
• Minimum three years' experience in facility condition assessments and assisting with development of tangible asset management programs.
• Experience in higher education or municipal setting considered an asset
• Understanding of how tangible assets are acquired, constructed, and managed
• Basic knowledge with PAS 55-IAM (Institute of Asset Management), ISO 55000 standards and International Infrastructure Management Manual (IIMM), data management tools & software i.e. GIS, CMMS, DSS (Decision Support Systems)
• Basic knowledge with the O.Reg. 588/17, asset management plans and other relevant best practices
• Demonstrated competence in developing, implementing and maintaining facilities and infrastructure data and document management systems required
• Experience working with legal documents and other critical records required
• Highly developed computer software skills in using AutoCAD, Microsoft Office, especially Word, Excel and Access, and Adobe required
• Experience creating templates and draft reports using MS Word, MS Excel and Adobe are required
• Excellent time management, organizational, planning and decision making skills is required
• Strong interpersonal and communication skills, ability to use tact and sound judgement in all activities and be able to interact with various stakeholders
• Results and service-oriented attitude with special attention to responding in a timely fashion, with accuracy and attention to detail
• Knowledge of tangible asset management principles, practices and procedures required

Assets (Nonessential):

• Basic understanding of a Facilities Management environment and its related documents

To be successful in this role you will be:

• Accountable
• Adaptable
• Diligent
• Efficient
• Insightful
• Procedural

This role is currently eligible for a hybrid work arrangement, pursuant to University policies and guidelines, including but not limited to the University of Toronto's Alternative Work Arrangements Guideline

Closing Date: 12/06/2023, 11:59PM ET Employee Group: USW Appointment Type : Budget - Continuing Schedule: Full-Time Pay Scale Group & Hiring Zone: USW Pay Band 10 - $69,455 with an annual step progression to a maximum of $88,819. Pay scale and job class assignment is subject to determination pursuant to the Job Evaluation/Pay Equity Maintenance Protocol. Job Category: Facilities/Ancilliary Services Recruiter: Valerie Davis

Lived Experience Statement Candidates who are members of Indigenous, Black, racialized and 2SLGBTQ+ communities, persons with disabilities, and other equity deserving groups are encouraged to apply, and their lived experience shall be taken into consideration as applicable to the posted position.