Coordinator, Facility Operations

Queen's University - Kingston, ON (30+ days ago)

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Job Summary
Under the direction of the Associate Director, Facilities and Operations (Associate Director), the incumbent is responsible for the management of the day-to-day operations of Athletics & Recreations (A&R) indoor and outdoor athletic facilities (gymnasium, fitness areas, pool, fields, stadium, etc.) and ancillary areas (i.e. meeting rooms, change rooms, etc.) (all together “Athletic Venues”) to ensure the safe, effective and efficient use and operation of all A&R Athletic Venues on main and west campus. The A&R facility team supports the programs and services of the department, and the incumbent will be responsible to interact with stakeholders with regard to facility reservation and requirements and for the delivery of exceptional customer service to all stakeholders of A&R. The incumbent directs full and part-time staff with regard to day-to-day operations of the areas Athletic Venues. The position also includes input in the development and implementation of standard operating procedures, budget preparation and monitoring, staffing requirements, supervision of maintenance, renovations and facility related projects, as approved by the Associate Director.

Note: The schedule for this position requires the incumbent to work flexible hours according to program or area needs and will be required to work a significant number of weekend and evening shifts.
Job Description

  • Ensures all Athletic Venues are operated in accordance with department and legislative safety requirements. Inputs to Athletic Venue emergency response procedures, and implements such procedures as required. Attends all emergency calls (i.e. Ambulance, Fire, etc.) while on shift.
  • Responsible for interfacing with A&R stakeholders on athletic venue reservations and requirements maintaining a high level of professionalism and exception customer services. Interacts with stakeholders pre, during and post activity, confirms venue set-ups, ensures day-of operations meets requirements, ensures venue rules and regulations are in place, answers questions, responds to complaints in a timely manner.
  • Management of the day to day operations of the Athletic Venues including staff (union and non-union). Monitors physical plan set-ups for internal and external sport functions to ensure the appropriate, safe and effective use of equipment and facilities. Provides input into annual plans for equipment and facility maintenance, and carries out approved plans. Liaises with PPS on projects and/or maintenance where directed. Participates in special events (i.e. championships) to ensure alignment of program and Athletic Venues needs.
  • Provides work direction, and technical/functional guidance to staff. Schedules and assigns work, and oversees its completion. Coordinates and monitors work flow.
  • Participates in screening and interviewing job candidates, and providing input into staff selection.
  • Provides orientation and on-the-job training to employees in the unit. Provides coaching and feedback on work quality issues, providing related day-to-day supervision. Escalates unresolved performance and/or disciplinary matter to management.
  • Implements seasonal, weekly and daily Athletic Venue use schedules in accordance with established policies and priorities. Ensures all program and rental activities are coordinated and posted correctly. Meets and interacts with a broad cross-section of constituents including faculty/staff, students, University personnel from other departments, local community groups on requirements and use of Athletic Venues. Coordinates delivery and return of A&R equipment to scheduled programs and events.
  • Handles issues and concerns in a professional manner; regularly monitoring staffing levels and physical plan set-ups for internal and external sport functions to ensure customer satisfaction and the appropriate, safe and effective use of Athletic Venues.
  • Responsible for training, updating and delivery of Athletic Venues standard operating procedures, shift log books, facility venue audits, casual staff manuals and all related software programs.
  • Supervises the shipping and receiving internal processes. Maintains inventory and distribution of supplies and equipment; assists with ordering supplies and equipment within the indoor/outdoor A&R facilities. Responsible for the supervision of the daily laundry and uniforms.
  • Performs and documents monthly health and safety audits (e.g. testing fire extinguishers, smoke alarms and carbon monoxide detectors, etc.), liaising with the University Environmental Health & Safety department when required. Serves on the department’s safety and risk management committees. Receives and submits facility related incident reports and notifies senior staff as required.
  • Responsible for the postponement, cancellation or re-scheduling of events due to unusual circumstances such as inclement weather, poor field conditions and safety concerns.
  • Assist in preparation of budgets and monitors budget lines associated with: part time and full time operations staff, approves and submits payroll information; as well as budget lines related to maintenance, repairs, equipment and projects as directed by the Manager.
  • Values individual differences. Deals effectively with persons of all races, nationalities, cultures, ages and genders as well as persons of different sexual orientations and those with disabilities, such that their own and others’ contributions are maximized.
  • Other duties as assigned by the Associate Director of Athletics and Recreation and the Manager.
  • Minimum 3 year post secondary education preferably in a sport, business or facility administration or equivalent work related experience. University degree preferred.
  • Experience supervising staff including with various aspects of human resources management such as scheduling, prioritizing work assignments, interviewing, hiring casual staff, providing input on work performance, and discipline of non-unionize employees.
  • Related work experience of 5 or more years in building repairs, alterations and maintenance combined with having solid technical knowledge of sport facilities and equipment.
  • Demonstrated knowledge of best practices in safety procedures and experience maintaining sporting and field maintenance equipment.
  • Knowledge of the design, construction and maintenance of athletic facilities.
  • Knowledge of athletic program and facility operations at the community to post-secondary level.
  • Satisfactory Criminal Records Check and Vulnerable Sector Screening required.
  • Valid Province of Ontario Class G driver’s license required.
  • Certification, or actively pursuing certification, in Certified Pool Operators, CPR, AED, Emergency and First Aid.
  • Consideration may be given to an equivalent combination of education and experience.
  • Leadership skills and ability to communicate effectively with peers and superiors.
  • Strong verbal and written communication skills with the ability to interact and communicate with a variety of stakeholders/users in a professional, respectful manner, demonstrating tact and diplomacy.
  • Strong interpersonal skills and demonstrated team building talents.
  • Organizational skills in order to coordinate the effective and efficient operation of athletic and recreational facilities.
  • Good understanding of personnel policies and regulations for unionized and non-unionized staff.
  • Ability to motivate and create a positive work environment.
  • Proficiency in the use of information technology.
  • Ability to work independently and as part of a team.
  • Ability to be proactive and regularly review staff scheduling, facility allocations, safety issues and customer services
  • Effective decision-making skills including knowing when to address issues independently and when to refer above.
  • Decisions to allocate approved resources for operational expenditures (services, purchases etc.).
  • Decisions related to the safety of equipment and facilities.
  • Decisions to postpone, cancel or reschedule events due to unusual circumstances.
  • Decisions related to scheduling priorities of athletic and other non-athletic events (convocations, registrations, examinations, concerts, conference groups) consistent with written policies.
  • Decisions related to public relations and the School’s interface with the community.
  • Assists with budget preparation activities; monitors budget lines, and determines when to raise more complex issues with Associate Director.
  • Assesses the suitability of job candidates and recommends the most appropriate person for hire.
  • Determines priorities and makes decisions about staff utilization and the assignment of work to achieve optimum efficiencies and productivity.
  • Assesses employees’ training needs and makes recommendations for internal or external training to attain proficiency.
  • Monitors and assesses output and the quality of employees’ work, and recommends need for formal training or development plans to management and identifies possible staff performance and/or disciplinary issues.
Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.
The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at .