Utilities Asset Management Coordinator

University of British Columbia - Vancouver, BC (14 months ago)

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Job Posting

Job ID:

Vancouver - Point Grey Campus

Employment Group:
CUPE 116(Service/Techs/Trades)

Job Category:
Engineer Technical - CUPE 116

Classification Title:
Engineering Assistant

Business Title:
Utilities Asset Management Coordinator

VP Finance and Operations

EWS - Eng & Util Admin

$61,032.00 (Annual)

Full/Part Time:


Desired Start Date:

Funding Type:
Budget Funded

Closing Date:

Available Openings:

Compensation: Base Salary + 10%

Job Summary

Under direction from the Manager, Mechanical Utilities, administrates lifecycle management and maintenance plans for Energy & Water Services (EWS) infrastructure assets. Responsible for asset inventorying, tracking, conditional assessment, data analysis and reporting.

Maintains UBC Sanitary Sewer hydraulic model (SewerGems) data including regular updates. Reviews as-built record drawings and updates UBC digital maps in 3D format using Auto CAD Map 3D 2019 version. Performs spatial analysis and distributes digital maps of the underground services for the University and consultants using ArcGIS and AutoCAD Map 3D software.

Organizational Status

Reports to Manager, Mechanical Utilities with direction from the Geospatial Information Manager. Works in conjunction with EWS staff, other UBC departments, contractors and consultants as required. Works from oral or written instructions, guidelines and departmental procedures and standards.

Work Performed

1. Contributes to the asset management strategy, presenting asset management functions, data and software, making recommendations and implementing asset attribute capturing methods and platforms and standardizing procedures.

2. Coordinates condition monitoring programs for various asset categories including UBC Water Distribution System (replacement value $70 Millions), UBC Natural Gas Distribution System (replacement value $30 Millions), UBC District Energy System (replacement value $90 Millions), UBC Sanitary Sewer Collection System (replacement value $80 Millions) and UBC Storm Sewer Drainage System (replacement value $100 Millions). Provides tradespeople with current inspection status and work packages for condition monitoring.

3. Reviews and field-checks UBC PT and PSG consultants record drawings for accuracy and for compliance with UBC Technical Guidelines and Engineering standards. Assigns inventory numbers for new assets installed by the project and drafts Preventive Maintenance procedures for them. Approves the remittance of holdback monies and makes recommendations on asset data submission standards.

4. Assists with developing engineering and asset data collection standards and specifications by researching and reporting on the best practices and staying current on regulatory additions and changes. Works with Technical Services to edit UBC Technical Guidelines to reflect best and current practices and regulatory compliance.

5. Researching and providing reports on current material and life cycle cost analyses to contribute to the development of capital works for infrastructure additions, improvements and replacement.

6. Researches, compiles, analyzes and enters geographic and asset inventory data from engineering as-built record drawings, tradesperson input and site observations and related documentation into an Enterprise GIS; produces computerized base, utility servicing drawings and hydraulic modeling maps and related material as required.

7. Provides estimates of an asset's remaining service life and costs for maintaining, repairing and replacing, making recommendations for maintenance and/or replacement.

8. Prepares sketches, custom maps and other graphic material for EWS Mechanical tradespeople and Engineers for excavation works, maintenance, design and reports. Assists EWS trades and contractors in locating existing services to prevent their potential damage.

9. Researches and provides factual information on the location of utilities, as-built drawings, assets and procedures to a variety of internal and external contacts such as engineers, tradespeople, contractors and consultants.

10. Maintains the Geographic Information database using manual and various automated routines to enter, update and convert spatial and attribute data; conducts quality assurance audits of the GIS data such as audits based on data attributes, record drawings, etc. Coordinates the implementation of the "closed loop" systems for asset inspection data capture and conversion into the GIS.

11. Assists their manager in regular updates and maintenance for software and procedural asset management related issues.

12. Assists with developing risk management procedures in lifecycle cost analysis and performance engineering by providing the most current asset maintenance records and the latest condition assessments.

13. Prepares engineering reports and studies, system statistics, condition assessments and updates technical correspondence related to underground infrastructure.

14. Analyzes user requests for information; consults with users on information requirements and provides advice on EWS capabilities; liaises with EWS staff, other departments and consultants to ensure data is correct; identifies and resolves anomalies in data quality as appropriate.

15. Conducts field inspections to verify site information as required

16. Conducts field surveys to accurately measure existing utility assets.

17. Operates various office equipment such as scanners, copiers, plotters and computers.

18. Performs general drafting duties such as calculating quantities and dimensions, preparing general analysis, updating databases, distributing, filing and indexing of material as required.

19. Performs other duties related to the qualifications and requirements of this classification

Supervision Received

Reports directly to the Manager, Mechanical Utilities. Exercises considerable independence of judgment and action in performing assigned duties referring or discussing the more complex problems with the manager who reviews work performance during progress.

Supervision Given


Consequence of Error/Judgement

An incumbent of a position in this class compiles asset maintenance records and generates lists of assets to be inspected/tested to meet regulatory requirements imposed by Vancouver Fire Department, Vancouver Coastal Health and BC Safety Authorities. This includes mandatory annual inspections and submission of annual reports to these Authorities ensuring UBC complies with their Safety Regulations. This work requires the utmost accuracy as errors may result in costly finds for noncompliance. The incumbent will also affect the allocation of funding in certain areas within project budgets of up to several million dollars. Errors in this work can cause problems of a financial, safety or political nature including, but not limited to: campus development OCP and CCP commitments, legal requirements of UBC as a water purveyor, regulatory requirements of GVRD (e.g. Liquid Waste Management Plan commitments), Gas and Electric Safety Act requirements for due diligence (supported by two BC Gas O&M studies), etc.


A technical diploma in an Architectural/Engineering program. Advanced Diploma in Geographic Information Systems or Diploma in Civil Engineering Technology preferred. 5 years relevant experience or the equivalent combination of education and experience. Minimum of seven years' drafting and GIS experience and minimum seven years' experience in a planning or engineering setting. Experience in asset life-cycle reporting and costing preferred. Experience preparing and managing contract agreements preferred. - Thorough knowledge of civil engineering and construction principles and concepts
  • Working knowledge of data requirements for modeling and asset management
  • Ability to perform skilled drafting tasks of a civil engineering or planning nature
  • Sound knowledge of computer assisted drafting methods, practices and techniques
  • Ability to spot inaccuracies in drawings and find (research) the correct information
  • Ability to produce drawings to established standards and requirements from written, sketched or oral instructions
  • Proven ability to meet deadlines/successful completion of deliverables
  • Sound knowledge of the applicable departmental standards, practices and procedures
  • Sound knowledge of the UBC Technical Guidelines and regulatory requirements
  • Working knowledge of software related to the work performed such as MS Office Suite products, maintenance management software, ArcGIS, SewerGEMS, AutoCAD Map 3D, and FME.
  • Good graphic presentation, researching and report writing skills
  • Ability to establish and maintain effective working relationships with internal and external contacts
  • Ability to communicate clearly and concisely (both written and verbal), exercise tact and good judgment. - Planning and organizing - Developing, implementing, evaluating and adjusting own plans and activities to reach goals, while ensuring the optimal use of resources
  • Initiative - Dealing with situations and issues proactively and persistently by identifying the immediate action needed and seizing the opportunities that arise
  • Information management - Demonstrates basic knowledge and ability and uses appropriate procedures to collect, organize, retrieve, maintain and disseminate information in common situations that present limited difficulties. Initiates and adapts procedures to meet unusual situations
  • Achievement orientation - Focusing efforts on achieving high quality results to help others meet and exceed the organization's standards
  • Attention to detail - Working in a conscientious, consistent and thorough manner in order to recognize less obvious information.
Equity and diversity are essential to academic excellence. An open and diverse community fosters the inclusion of voices that have been underrepresented or discouraged. We encourage applications from members of groups that have been marginalized on any grounds enumerated under the B.C. Human Rights Code, including sex, sexual orientation, gender identity or expression, racialization, disability, political belief, religion, marital or family status, age, and/or status as a First Nation, Metis, Inuit, or Indigenous person.

All qualified candidates are encouraged to apply; however Canadians and permanent residents will be given priority.