Facilities Operations Manager - Jobs in Waterloo, ON

Job Description

Date: Mar 15, 2022Location: Waterloo, CACompany: Wilfrid Laurier UniversityDepartment: Faculty of MusicJob Type: ContinuingFull-time/Part-time: Full Time ( >=1249 hrs/year)Campus: WaterlooReports to: Senior Administration Officer, Faculty of MusicEmployee Group: ManagementApplication Deadline: March 22, 2022Requisition ID: 3326Wilfrid Laurier University is a leading multi-campus university that excels at educating with purpose. Through its exceptional employees, students, researchers, leaders, and educators, Laurier has built a reputation as a world-class institution known for its rich student experience, academic excellence, and global impact. With a commitment to Indigenization and commitment to equity, diversity, inclusion, Laurier’s thriving community has a place for everyone.Laurier has more than 19,000 students and 2,100 faculty and staff across campuses in Waterloo and Brantford, as well as a location in Kitchener. The university is committed to providing an inclusive workplace and employing a workforce that is reflective of local and national demographics. Our locations are situated on the traditional territories of the Neutral, Anishnawbe, and Haudenosaunee peoples. We recognize the unique heritages of Indigenous peoples and support their intentions to preserve and express their distinctive Indigenous cultures, histories, and knowledge through academic programming and co-curricular activities. Laurier’s Centre for Indigegogy is one example of how Laurier honours Indigenous knowledge.Position SummaryThe Aird Centre is home to the Faculty of Music department with facilities including, clinical musical therapy spaces, classrooms, faculty and staff offices, an electronic music studio, a recital hall (seating capacity of 327), and theatre auditorium.We currently have an opportunity to join the Laurier community for the position of Facilities Operations Manager in the Faculty of Music. As a member of the leadership team for the Faculty of Music (FoM), the incumbent will help to ensure the success of the Faculty through hands on executive support and oversight in the areas of facilities operations and management and related communications.The incumbent achieves this by:

• Providing executive-level support to the Dean and SAO for strategy, scheduling, task management, and expense reconciliation for the performance facilities and capital renewal budgets
• Special planning and logistics support related to major facility renovations beginning in 2022
• Leading, coaching, and mentoring administrative and technical staff, including student staffing
• Ensuring compliance with the IATSE and other collective agreements
• Managing facilities in terms of health and safety, office moves, and repairs; and,
• Managing and strategically developing special projects and events.

The incumbent reports to the Senior Administrative Officer of the Faculty of Music and takes guidance from the Dean and the Artistic Director of FoM concert activities. This position provides oversight to all matters related to staff within the Faculty of Music’s facilities operations including the technical production department, and will assist in the areas of production management.This position has a university-wide mandate and is based at the Waterloo Campus. The incumbent provides subject matter expertise to all campuses, requiring regular interpersonal interactions and collaboration with many departments and faculties. This position is responsible for the efficient operation of the Aird Building including the Maureen Forrester Recital Hall and Theatre Auditorium including but not limited to creating and implementing a strategy to update and modernize our performance facilities and the systems we use to produce concerts and events.AccountabilitiesAdministrative Functions

• Assures a high level of facility cleanliness and function with a continuous improvement approach and strong advocacy and accountability;

• Creates and manages the calendar of events for the Faculty of Music;
• Manages Faculty of Music instrument and equipment inventory;
• Creates and fulfills contracts for concert performers;
• Acts as administrator for faculty room booking software;
• Acts as administrator for faculty concert ticketing software;
• Provides strategy and oversight for digital displays and communications throughout Aird Centre, in performance facilities lobby areas, and any future outdoor signage;
• Prepares bi-annual SOCAN reporting requirements;
• Coordinates Studio Classes (Masterclasses) schedule.

**Facilities Duties

• Controls internal room access within Aird Centre; provides oversight for internal key distribution and OneCard access;

• Manages WLUSA and student staff involved in daily operations including daily booking of the Aird Centre classrooms, studios, practice rooms, and offices and the instruments within; is responsible for hiring, performance management, time scheduling and approvals;

• Provides oversight for distribution of instruments and equipment to students and faculty;
• Coordinates allocation, organization, and rental of studios, classrooms and pianos therein to external organizations, on behalf of the FoM; coordinates rental and liability agreements; conducts tours and arranges for access card/key distribution and collection; deposits rental fees; arranges keyboard and A/V requirements;
• Provides support to the Senior Administrative Officer with respect to office allocation planning, as well as all facility related requests;
• Identifies and recommends usage of physical infrastructure as it relates to finding and setting up faculty office space, including organizing the move with Facilities and Asset Management (FAM);
• Participates on committees for facility renovation and new building construction; acts as a key liaison for all such projects for the FoM;
• Communicates facility related updates to faculty and staff, both through presentations as well as written communication;
• Works with faculty and staff to review office needs (furniture and IT equipment) and works with FAM to implement;
• Receives faculty and staff concerns (facility related) and submits associated workorders into system; serves as key contact between FoM and FAM;
• Recruits and coordinates participants for the health and safety inspection team and the emergency warden team; ensuring the maintenance of facilities, team member training, and that policies and procedures are being followed.
• Coordinates minor repairs, and furniture purchases;
• Coordinates any facilities-related services such as campus access control, security, shredding, etc.;
• Coordinates facilities-related special projects. (e.g. installation of TVs, renovation projects etc.).

Performance Facilities Coordination

• Schedules and books all activities in the Recital Hall and Theatre Auditorium, including all required staffing;
• Manages all IATSE staff and is responsible for hiring, performance management, time scheduling and approvals (staffing listed under Reporting Relationships section below);

• Assists in the negotiation, interpretation and implementation of the Collective Agreement between the University and the International Alliance of Theatrical Stage Employees (IATSE);
• Manages WLUSA and student staff involved in the running of the Recital Hall and Theatre Auditorium as concert venues and is responsible for hiring, performance management, time scheduling and approvals (staffing listed under Reporting Relationships section below);
• Operates and maintains box office and ticketing system for all events in the Recital Hall and Theatre Auditorium; responsible for the sales of all pre-sale tickets for events, tracks and reports all concert ticketing revenue; responds to inquiries for information and tickets from concerts@wlu.ca
• Prepares and controls departmental budgets (maintenance, purchasing, labour, new equipment, and revenues) and assists with the establishment of production budgets for all users of the Performance Facilities and Aird Building;
• Negotiates, creates and signs contracts, for non-University clients, and prepares invoices for internal and external clients;
• Establishes policies and procedures for use of all lighting, audio, staging, and wardrobe equipment, in collaboration with IATSE staff;
• Works with the performance facilities committee and FoM’s leadership team to determine usage of the Recital Hall and Theatre Auditorium;
• Consults on behalf of the FoM for sponsored and co-sponsored conferences and events.

Reporting Relationships: WLUSA: Piano Technicians (1.5)Resources Coordinator (0.75 FTE)IATSE House Crew: Technical Coordinator, (1)Production Coordinator (1)Wardrobe Coordinator (part-time).Part-time IATSE Stagehands as necessary. Direct supervision including approval of work schedules, labour budgets and direction of day-to-day responsibilities.Student StaffFront-of-House staff, including House Managers, Ushers, and Box Office Assistants (40-60):Front-of-House Coordinator (1), Direct supervision of Front-of-House Coordinator (1) who acts as the direct supervisor of front-of-house staff;Student Inventory Coordinators (2): Direct supervision of Percussion and Community MusicStudent Theatre Technicians, (15-20): Indirect supervision of Student Technicians who are directly supervised by House Crew.Qualifications

• Honours Bachelor of Music degree or equivalent and 5 years of relevant experience showing progressive increases in responsibilities;
• 5 years work experience in all aspects of production for a wide variety of events
• Experience supervising employees whether directly or indirectly, through mentorship and coaching
• Excellent communication skills (written and oral)
• Analytical, problem solving and decision-making skills
• Demonstrated ability to work with a variety of stakeholders both internal and external to the University (e.g. faculty, staff, students, volunteers, alumni, businesses, professional associations) with competing demands
• Demonstrated time management, organizational and interpersonal skills
• Proficient use of University office software including presentation, desktop, database packages, and the web
• Experience in managing budgets, accounting practices and controls
• repeated
• Demonstrated professionalism, collegiality, and self-motivation

CompensationPosition Grade: MG-2ARate of pay: $66,301-$82,876Hours of Work: The normal hours of work are 8:30 am to 4:30 pm, Monday to Friday. Flexibility in hours will be required, including evening and/or weekend work due to productions and events. When possible, the manager will adjust the work schedule so that no more than 35 hours are worked in a week.All Laurier employees and students are required to comply with the Universitys Covid-19 mandatory vaccination policy. Prior to attending Lauriers campuses in-person, you must provide proof of your vaccination status.Wilfrid Laurier University endeavors to fill positions with qualified candidates who have a combination of education, experience, skills and abilities to successfully perform the duties of the position while demonstrating Lauriers Employee Success Factors.Equity, diversity and creating a culture of inclusion are part of Laurier’s core values and central to the Laurier Strategy. Laurier is committed to increasing the diversity of faculty and staff and welcomes applications from candidates who identify as Indigenous, racialized, having disabilities, and from persons of any minority sexual and gender identities. Indigenous candidates who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact the Office of Indigenous Initiatives. Candidates from other equity deserving groups who would like to learn more about equity and inclusive programing at Laurier are welcomed to contact Equity & Accessibility. We have strived to make our application process accessible, however if you require any assistance applying for a position or would like this job posting in an alternative format, please contact Human Resources. Contact information can be found at careers.wlu.ca/content/How-to-apply/Should you be interested in learning more about this opportunity, please visit www.wlu.ca/careers_ for additional information and the online application system. All applications must be submitted online. Please note, a resume and cover letter will be required in electronic form._Job Type: Full-timeQuick Apply

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