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Maintenance Supervisor

Date: June, 2015
Reports to (Job Title):

Director, Maintenance and Utilities

Jobs Reporting (Job Titles): All skilled and semi-skilled classifications within the section.
Department: Plant Operations

Location:

Main Campus

Grade:

USG 9-11
37.5 hr/wk


Primary Purpose

The Maintenance Supervisor is accountable to the Director of Maintenance and Utilities for managing the operation and maintenance of the physical assets and infrastructure systems of the university in an efficient, reliable and safe manner. This role involves managing a multidisciplinary group of staff and external contractors to ensure responsive, timely, thorough and cost effective services are provided to meet the needs of the University community.

Key Accountabilities:

1.
  • Provide leadership in the Mechanical Section. This will involve creating and maintaining positive working relationships with both internal department staff and external clients, establishing appropriate performance expectations, monitoring and evaluating performance levels and providing feedback to ensure expectations are met.

 

2. 
  • Maintain the productivity, effectiveness, safety and morale of the Section members. This is accomplished by effective assignment of the available resources, providing clear instructions, evaluation of training requirements, evaluation of overall achievement of results, and implementing corrective action as necessary. This involves ensuring the application of safe work methods, compliance to codes and standards, and the creation of appropriate job procedures. Ensuring provision of appropriate training, both informally during job assignment and formally during safety meetings is a requirement. The correction of hazards identified through suggestions from the crew, performing inspections of the work place and the investigation of accident causes is instrumental in maintaining a safe work environment.

 

3. 
  • Provide technical support for the Section. Much of the effort of the section is devoted to preventing and correcting operating problems such as equipment failures. This position is closely involved in investigating, trouble-shooting and devising solutions to these problems either directly or by having resources to call on. Thorough knowledge of building, construction, plumbing and electrical codes and the hazards of all materials and processes encountered is required to comply with MOL standards, OSHA, WHMIS and other applicable regulations.

 

4. 
  • Management of the budget for the Section. The section is managed to a fixed budget by determining appropriate staffing levels, control of overtime, the prudent purchase of materials and services, good maintenance practices, and providing services to other departments on a cost recovery basis where possible (work requests).

 

5. 
  • The efficiency of the Section. This position has a responsibility to maintain and improve the section and utility system efficiency. This is done by performing facility inspections, maintenance operation reviews, developing and applying improved methods, evaluating equipment and techniques to improve the operating and maintenance functions.

 

6. 
  • The overall efficiency of the department. It is the responsibility of each member of the Plant Operations management group to ensure both section and overall department efficiencies are optimized. This requires a collaborative approach be used when evaluating work procedures and processes to eliminate duplication of efforts, reduce potential conflicts between the sections and achieve best overall value.

 

Position Requirements

Education:

A Certificate of Apprenticeship and Certificate of Qualification as well as five years of experience in a facilities operation / management role, with a minimum of three years proven supervisory experience, preferably in a unionized environment is required. A College diploma in a construction related field with similar levels of progressive experience or extensive facilities management experience with a broadly recognized designation from a Facilities Management Program are also acceptable.  

Experience:

The Maintenance Supervisor is responsible for the operation and maintenance of all the University’s internal building systems, physical plant equipment and utility distribution systems; managing daily operations, providing ongoing preventive, predictive and breakdown maintenance services in a cost effective manner, identifying areas for improvements, advising on capital repair priorities and carrying out capital repair projects.

The Maintenance Supervisor requires the skills of an experienced trade person who has proven technical, administrative, supervisory and problem solving abilities. This section is involved in computer technology in the office, in the operation and maintenance of various microprocessor-based building components as well as with the utilization of an electronic asset management system

 

 

NATURE AND SCOPE:

The position is one of two such positions in the Mechanical Section and one of eight reporting to the Director of Maintenance and Utilities; the others being the Electrical Supervisor, the Controls Section Supervisor, two Buildings Section supervisors, the Chief Stationary Engineer and the Energy Services Manager.

The Supervisor co-manages a mixed skills crew of approximately fifty, consisting of skilled trades’ people such as Millwrights, Plumbers, Electricians, Building Mechanics and Operators, as well as general repair people and helpers. Reporting to the maintenance supervisors are several group leaders who assist in work assignment, quality and productivity control, materials procurement and crew communications. Temporary and seasonal employees may be hired for short term and summer jobs. Additionally outside contractors are sourced and engaged to complete specific projects.

Management duties include determining the skills makeup and crew size required, recruiting and interviewing new employees, ensuring productivity in daily operations, coordinating and monitoring projects performed by contractors, updating capital expenditure forecasts and ensuring the section is performing to budget expectations. As the first line of supervision, (s)he has the  responsibility of supervising unionized employees, answering grievances presented as verbal complaints, handling disciplinary actions and communicating on behalf of the University. (S)He assigns and co-ordinates the section’s resources of labour, material and equipment to meet the demands of maintenance and renovation related work requests. (S)he inspects the workmanship, monitors the job safety measures and productivity of the crew and takes the necessary corrective and disciplinary action to maintain the Department’s standards. This includes the identification of the need for instruction and training and then providing or obtaining it as required.

Maintenance responsibilities include the coordination of preventive and predictive maintenance activities. This involves establishing, in consultation with the Director the methods and schedule for the regular inspection, testing, and servicing of the building infrastructure components and all related equipment, as well as directing the activities of the Preventive Maintenance crew as required. This maintenance program is developed and administered in conjunction with the Administrative Systems Supervisor utilizing a computerized maintenance management (work order) system.  This activity has a major impact on the cost of maintenance, the reliability and life of the equipment, safety of the campus and the physical environment in the buildings. This in turn affects the morale and productivity of the University community.

The other aspect of maintenance is resolving equipment breakdowns. This involves the application of specialized knowledge and experience in diagnosing and troubleshooting a wide variety of problems, as well as diplomatically handling the numerous complaints these situations create. The Supervisor is subject to being phoned for advice or called in to supervise emergency repairs at any time.

The managing of numerous renovation or alteration projects (discretionary work requests) and special requests is a non-maintenance responsibility. This requires consultation with the requestor, design involvement, material procurement, scheduling of construction activity and utility shutdowns, jobsite inspection and commissioning. Contractors and consultants are sourced and recommended to provide resources and skills unavailable in the section. Their work is then coordinated, supervised, and inspected.

It is the Supervisors’ responsibility to ensure all personnel performing work on the campus comply with both University safety policies and all applicable safety regulations. A monthly safety meeting is held for formal communication and training; a job hazard analysis is required to be developed for all activities and equipment inspection reports created and maintained for all equipment and tools. Routine safety inspections of all areas under the control of the department are required to be performed and documented, and any deficiencies found corrected or directed to the appropriate department.

Technical:

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Nature and Scope

Interpersonal Skills:

The supervisor co-manages a section staff of 50+ unionized trades’ people, and is the first response to labour relations issues within the group. Will routinely interact with members of the general campus community, faculty and staff of academic departments, senior administrative staff as well as outside contractors, consultants and regulatory authorities. Tact and diplomacy are required to respond to sensitive issues, and excellent communication skills are required.

Level of Responsibility:

Has a major impact on the cost of maintenance, the reliability and life of the equipment, safety of the campus and the physical environment in the buildings. This in turn affects the morale and productivity of the University community. The Supervisor is subject to being phoned for advice or called in to supervise emergency repairs at any time. It is the Supervisors’ responsibility to ensure all personnel performing work on the campus comply with both University safety policies and all applicable safety regulations.

The Supervisor sources and orders the parts and materials required for maintenance and alteration work, ensures compliance with procurement policies and has sole signing authority for purchases of up to $3000.00 (under review for an increase currently).

This position impacts upon the operation of the University’s teaching and research programs, as well as the effectiveness of the Mechanical section budget of approximately 4 million dollars (inclusive of utilities).

Decision-Making Authority:

Decision points include determining the skills makeup and crew size required, recruiting, interviewing and making recommendations on the hiring of new employees, ensuring productivity in daily operations, taking measures to manage the performance of both internal and external  personnel, coordinating and monitoring projects performed by contractors, updating capital expenditure forecasts, ensuring the section is performing to budget expectations and taking to measures to correct any variances.

Managing renovation or alteration projects (discretionary work requests from outside the department) and special requests can include consultation with the requestor, aspects of design, material procurement, scheduling of construction activity and utility shutdowns, jobsite inspection and commissioning. Contractors and consultants are sourced and recommended to provide resources and skills unavailable in the section. Their work is then coordinated, supervised, and inspected, and the financial aspects of these jobs are processed.

Physical and Sensory Demands:

Requires excellent attention to detail, the ability to multi task, and the ability to make decisions under the pressures of competing priorities. Moderate physical demands include occasional lifting of materials and components, the ability to comfortably access work at heights and in confined spaces. Sensory abilities consistent with being able to readily assist with diagnosing impending equipment failures are required.

Working Environment:

Extremely varied; split between office work, machine shop / mechanical equipment rooms which may be noisy, hot and or confined, as well as outdoors during at times extreme conditions to assist with managing breakdowns or other unforeseen events.