Facility Management Coordinator

About us:
The Facilities and Infrastructure Planning Office, consisting of Faculty Operations, Myhal Facilities Management (FM), Planning, and Health and Safety facilitates requirements and activities associated with those four functional groupings for the Decanal Units and the Faculty’s nine academic departments.

Your Opportunity
Faculty Operations provides day-to-day operational support to the Dean’s Office and its Shared Service Units as it relates to the suitability of their assigned accommodations, liaison with central University Facilities staff, safety and security within buildings, bookable meeting rooms, indoor and outdoor events, and the student Engineering Society (EngSoc) and its use of spaces.

Under the supervision of the Faculty Operations Officer, and in support of the Myhal Centre Facilities Manager, the incumbent works as a member of the Faculty Operations team by helping to record and report on space utilization, administering and participating in health and safety inspections, enhancing meeting room and event spaces along with ensuring their readiness, and helping to develop and sustain effective day-to-day operating arrangements within the buildings that the Faculty is in; both on and off the St. George Campus. The Facility Management Coordinator will fulfill tasks that improve the student, faculty and staff experience within the common areas of the buildings that the Faculty is in, including wayfinding, displays, cleanliness, accessibility, safety and security; often with Facilities staff.

Your Responsibilities Will Include

• Maintaining databases of available, assigned and occupied spaces, exhibit items and artwork.
• Preparing preliminary drawings and furnishing and interior space layouts.
• Scheduling the setup and takedown of equipment and furniture required for events.
• Maintaining information on a website/UT365 SharePoint site.
• Applying established standards for the control of access by people to buildings and spaces.
• Reconciling cost allocations with Units arising from monthly Facilities billings.
• Liaising between clients, Learning Space Management, Campus Events, and Facilities and resolving operational issues.
• Serving as the Secretary to the Faculty Joint Health & Safety Committee (JHSC).
• Identifying and reporting facility caretaking, repair and/or maintenance needs.
• Providing operational coverage during extended absences of the Faculty Operations Clerk or the Myhal Operations Coordinator.

Essential Qualifications

• College Diploma (2 years) or acceptable combination of equivalent experience.
• Minimum three years of related facilities and/or event support experience, preferably in a University environment.
• Computer and communication skills, including ability to correspond clearly and effectively through e-mail.
• Demonstrated experience working successfully with others in a multi-stakeholder context.
• Experience preparing event space layouts.
• Experience conducting evaluations of space-usage following events.
• Good understanding of occupational health and safety guidelines and practices.
• Strong knowledge of and experience with Microsoft 365, including SharePoint.
• Demonstrated ability to work independently and as part of a team.
• Proactive customer service orientation.
• Ability to juggle multiple tasks, prioritize and meet deadlines.
• Strong organizational and problem solving skills.
• Strong interpersonal and oral communication skills.
• Ability to manage small renovation projects is an asset.
• Demonstrated commitment to equity, diversity, inclusion and the promotions of a respectful and collegial learning and working environment.

Assets (Nonessential)

• Experience with CAD based software (i.e. AutoCAD, SketchUP) is an asset.
• Experience with Salto Security Systems and room booking systems is an asset.

To Be Successful In This Role You Will Be

• Courteous
• Multi-tasker
• Problem solver
• Resourceful
• Tactful

Diversity Statement
The University of Toronto embraces Diversity and is building a culture of belonging that increases our capacity to effectively address and serve the interests of our global community. We strongly encourage applications from Indigenous Peoples, Black and racialized persons, women, persons with disabilities, and people of diverse sexual and gender identities. We value applicants who have demonstrated a commitment to equity, diversity and inclusion and recognize that diverse perspectives, experiences, and expertise are essential to strengthening our academic mission.

Accessibility Statement
The University strives to be an equitable and inclusive community, and proactively seeks to increase diversity among its community members. Our values regarding equity and diversity are linked with our unwavering commitment to excellence in the pursuit of our academic mission.

The University is committed to the principles of the Accessibility for Ontarians with Disabilities Act (AODA). As such, we strive to make our recruitment, assessment and selection processes as accessible as possible and provide accommodations as required for applicants with disabilities.

If you require any accommodations at any point during the application and hiring process, please contact uoft.careers@utoronto.ca.