Portfolio Manager, Ottawa Public Library Facilities Development - Jobs in Ottawa, ON

Job Description

Competition Number: 2021-EX-EN-53296985-01Competition posting date: 2021-06-02Competition closing date: 2021-06-16Ottawa Public Library, Corporate Services, Library Facilities Planning & Development1 Full-time Continuous Position - 35.00 hours/weekAffiliation: MPESalary: $84,020.30 to $106,260.70 annually (2019 rates of pay)Location: Library, 120 Metcalfe StreetCategory: Current OpportunitiesEmployment Group: LibraryJob SummaryResponsible for the planning, co-ordinated development, management, implementation and evaluation of all library facilities activities, programs, services and initiatives consistent with the library's strategic directions and corporate vision. The Portfolio Manager, Library Facilities provides professional leadership and coordination in the planning, implementation, and administration of facility policies, programs, and projects for the Ottawa Public Library (33 branches, 191 Laurier St. and the Materials Handling Centre). The Portfolio Manager, Library Facilities oversees the development of new community branch facilities, the renewal of existing facilities and the coordination of lifecycle projects. The Portfolio Manager, Library Facilities is responsible for establishing and maintaining positive client relationships with internal and external management and stakeholders.The Portfolio Manager, Library Facilities is the Ottawa Public Library lead in the planning, development, implementation and evaluation of facilities planning, renewal and lifecycle including:Developing, implementing and maintaining an OPL facilities strategy for new library branches, based on growth predictionsDeveloping standards and initiatives for a facilities management program within OPL, ensuring roles and responsibilities for internal staff, City of Ottawa staff and external partners are coordinated and effectively managedDeveloping and managing large project budgets (operating, capital, and development charges) related to new, renewed, and lifecycle facilities programsDeveloping and ensuring an effective project management approach is applied to all capital projectsManaging and coordinating the end-to-end delivery of all capital facilities development, renewals, retrofit, and lifecycle projectsCoordinating and ensuring OPL's lifecycle facilities management work is done in alignment with OPL interests and requirementsEnsuring general repairs and maintenance to OPL's facilities are done in alignment with OPL interests and requirementsOverseeing projects relating to furniture acquisition and replacement, developing and ensuring standards are in place, and that system-wide needs are met through the identification of branch requirements and priorities.Developing, implementing, and maintaining an OPL signage programManaging and promoting interest in OPL's greening approach within facilities, including adherence to Council approved LEED standardsManaging accessibility requirements for the built environment in compliance with the Accessibility for Ontarians with Disabilities Act (AODA) and the City of Ottawa Accessibility Design StandardsRepresenting OPL to internal and external audiences as required regarding all facilities issues and projectsEnsuring all stakeholders are provided with appropriate and timely communicationsConsulting with/engaging OPL/branch management or staff to understand emerging community needs and challenges and to develop and implement appropriate facilities services/supports which respond to changing community needsActing as a relationship manager with staff regarding the strategic planning, development and ongoing lifecycle requirements for OPL facilitiesLeading, consulting and/or supporting strategic partnerships and corporate projects as assignedAssisting the Division Manager with strategic/budget plans and policy development.The Portfolio Manager, Library Facilities is responsible for developing and monitoring operating and capital budgets, and for managing the human resources of the Unit, including hiring, termination, performance management and discipline of staff as necessary.Education & ExperienceFour (4) year Undergraduate degree in Architecture, Engineering or a related degree.A minimum of five (5) years of experience in facilities planning and project management, with progressively responsible management positions, preferably in a library or municipal setting.

• Alternative educational credentials combined with job-related experience, demonstrated performance, and ability may be considered in lieu of stated academic requirements.

Language, Certificates & LicensesEnglish oral, reading, writing requiredKnowledgeGeneral knowledge of the Ottawa Public Library, City of Ottawa and of corporate and OPL policies and proceduresSound knowledge of the mission, vision and values of the OPLGeneral understanding of governance structures between the OPL and the City of OttawaRelated federal, provincial and engineering legislation, regulations, standards, codes and by-laws pertaining to environmental impact assessment, building, fire, health and safety, constructionLegislation, policies, regulations, guidelines and operational procedures relevant to the operational area, including the Public Libraries Act, the Municipal Freedom of Information and Protection of Privacy Act, Copyright Act and Accessibility for Ontarians with Disabilities ActPrinciples of project management, including cost containment/control, and reportingProcesses for developing Request for Qualifications and Requests for Proposals, tendering and contracting work, and supervision of field servicesFamiliarity with and adherence to the principles of intellectual freedom.Ability to read plans and conceptual drawings is desirable.General knowledge in a wide variety of building construction related disciplines including but not limited to civil, structural, mechanical, HVAC, electrical, water and sanitary engineeringGeneral knowledge of LEED standards, greening opportunities and eco/environmental-friendly building materials/ furnishings;Supervisory experience and motivational techniques. Working knowledge of corporate human resource policies, practices and collective agreements related to managing in a unionized environment, including hiring, dismissal, performance management and the grievance procedureFinancial management practices and budget processesComputer applications, including MS Office, SAP, Computer Assisted Design (CAD), Markview, and familiarity with MS Project or alternate Project Management softwareMust be familiar with all applicable health and safety legislation, have knowledge of any potential or actual danger to health or safety in the work place, and have knowledge of appropriate actions to be taken in order to ensure the health and safety of staff in accordance with applicable legislation and City policies and proceduresRecognizes the benefits of change and understands the principles, processes and responsibilities for managing organizational change.Competencies & SkillsStrategic LeadershipDemonstrates in-depth knowledge of, and experience in local, provincial and national government, as well as business processes and decision-making, political sensitivity and accountability principles related to governmentsTranslates the organization's vision, mission and goals into clear and effective strategic and operational policies, plans, programs and servicesIdentifies and communicates a clear, motivating, and challenging vision and direction for the Unit/OPLMonitors and remains informed of current and future internal and external trends to identify long term impacts and opportunities, mobilizes and coordinates resources and delivers client centric resultsManages effectively in a complex, unionized work environmentForesees and solves problems where there is little or no precedent to guide the search for solutionsDemonstrates Business SenseCreates and communicates a clear strategic plan that integrates client needs, the financial situation, the regulatory environment and other factorsAnalyzes complex policy issues and makes complicated OPL/division/unit-wide business decisions and ensures linkages to the short and long term direction/sustainability of the organization with a broad understanding of corporate inputs and impactsUtilizes sound financial and business planning in the input, development and implementation of all budgets, plans, services and processesAssesses and effectively manages financial, reputational and operational risks; takes calculated risks and seeks new solutions through questioning and challenging the status quoBuilds Collaborative RelationshipsDevelops and maintains a network of effective strategic relationships with clients, internal peers and colleagues in municipalities, provincial and federal governments to gain support in order to achieve business goalsCommunicates effectively and concisely, both orally and in writing, at various levels on complex, sensitive matters with an ability to bring conflicting points of view to consensusFosters trust, cooperation and mutual agreementPromotes and works to eliminate cross-department or division/work unit/individual barriers and to facilitate collaborationDevelops collaborative relationships for the delivery of programs and services to meet term of OPL/Library Board/Council priorities and legislative agendaEffectively defines parameters of relationships and manages expectationsFosters Innovation and ChangePlans effectively for and manages change by shifting priorities and adapting to changes to meet organizational and program requirementsCommunicates change in a manner that invites support; keeps staff and/or clients informed of progress of proposed changesStays abreast of government, business, industry, and market information that may reveal opportunities for new products and progressive innovative approaches to service deliveryIncreases the productive capacity of the group by initiating new ideas, encouraging conceptual thinking/thinking 'outside the box', and initiating innovative processes and systemsEngages EmployeesLeads by example, promotes a safe work environment with a culture of trust, mutual respect and cooperationConsistently treats people with fairness and respect, is tactful and empathetic and follows through on commitmentsValues and solicits ideas and opinions of staff and others; involves staff in decision-making, allowing them to take ownership of decisions and actionsExpands individual staff responsibility with assignments that increase discretionary range and scope; allows others to exercise their freedom and act within their area of expertiseDevelops people through regular coaching, career planning and proactive performance managementFosters an environment where successes are celebratedCreates a culture that fosters equity and inclusionSpends time with employees to develop mutual trust within and outside the UnitDeliver ResultsAchieves goals by providing clear direction, setting realistic deadlines, effectively managing work, and allocating resources in an efficient manner, and accepts accountabilityProvides input to departmental plans, and creates OPL/division/unit work plans with measurable goals and objectives that are cascaded to direct reports and their work unitsDemonstrates and encourages a results-focused culture; holds themselves and others accountable for their actionsEmpowers staff and effectively delegates accountability for results in alignment with authority/job levelsMonitors progress / results against plannedClient-Centric FocusDrive and promote an outward-facing client centric culture, ensuring that programs and services employ a variety of client centric approaches for optimal service accessibilityDemonstrates skill in examining and re-engineering operations and procedures, formulating policy; identifying developing and implementing new service delivery models in accordance with client needs and performance measuresEmpowers and holds others accountable for ensuring that client service standards are defined, understood and met/exceededCommunicates with, and actively collects and uses input from clients on an ongoing basis through a variety of mechanisms (surveys, personal contact, etc.), to more effectively anticipate and meet their needs and demonstrate sensitivity to diversity and inclusivenessDraws upon the expertise and experience of other areas to ensure the most efficient and effective means for identifying and solving client issuesWeaves the principles of equity and inclusion into policy, program implementation and service deliveryReinforces how to contribute to the whole program and organization