Royal Architectural Institute of Canada

Senior Facilities Program Manager

Wed, 2019-06-05 12:22 -- grettainamahoro
Reference ID: 
Position #0009848/0009373
Organization: 
Ministry of Public Safety and Solicitor General
Job Description: 

JOB OVERVIEW

Serving the Ministries of Attorney General (AG) and Public Safety and Solicitor General (PSSG), the Corporate Management Services Branch (CMSB) strives to provide excellence in corporate services and partner in the outcomes of both Ministries. CMSB provides central corporate services to all staff and branches/programs in these two ministries.  We lead the preparation of budget submissions and financial reporting, and provide oversight, progress reports, and expert advice while performing day to day functions for our clients related to finances, strategic human resources, facilities (including Shared Services), and corporate risk and security.

Headquartered in Victoria, we also provide regional support throughout the province with teams located in the North (Prince George), Interior (Kelowna and Kamloops), Fraser Region (Maple Ridge, Port Coquitlam and Surrey), Vancouver Island (Nanaimo) and Vancouver (including Burnaby and New Westminster).

We are the lead strategic link between our partners, government central agencies (Treasury Board staff, Office of the Comptroller General, and Office of the Chief Information Officer) and shared services agencies.

In collaboration with the Ministry of Citizens Services (CITZ), the Senior Facilities Program Manager (supporting Adult Corrections Division, Court Services and/or other Branches) manages and oversees the facilities requirements for those Client Groups (and potentially others); to ensure that the appropriate level of facility services are provided to facilitate their success in delivering their respective programs. The scope of this responsibility includes budget development and management, project definition and delivery for new construction and renovations, portfolio management, leasing, property management, strategic planning (i.e. Capital Asset Management Planning) and general problem-solving and issues management.  The position also ensures the development, implementation and maintenance of appropriate facilities standards for the associated Groups.  The position is responsible for the management and coordination of applicable aspects of the accommodation budget for the various Groups. The scale of responsibilities of the position requires extensive expertise in complex financial analysis, and comprehensive knowledge of the pricing procedures and policies governing accommodation for the Provincial Government.

ACCOUNTABILITIES

Required:  

  • Collaborates with a team of skilled staff and professionals from CMSB, AG and PSSG including Judiciary as well as CITZ, WSI (property management) and consulting firms. The teams are responsible for working through all stages of program specification, design, and implementation, including the preparation of annual estimates related to mandatory operating equipment (MOE) and capital requests, supporting preparation of Treasury Board submissions and other approval documents, coordination of construction activities, and resolution of all issues leading to occupancy.  The scope of activity is governed by the Financial Administration Act, central agency policies, and applicable standards for correctional centres and courthouses.
  • Partners with an extensive network of headquarters, regional and local court/corrections and/or other branch client representatives and liaises with CITZ service provider staff as well as consultants and contractors.
  • Manages the overall financial planning of facilities expenditures for CMSB on behalf of the client. The position provides and advises CMSB and client branches regarding facilities strategic planning, project development and budget management including financial impacts created by program changes. 
  • Participates in the development, coordination and/or maintenance of the Courts and Corrections  multi-year Capital Asset Management Plan (CAMP) and participates in preparing related Treasury Board (TB) submissions for Minister’s approval.  
  • Collaborates with CITZ and BGIS to integrate capital tenant improvements, maintenance and renewal (M&R) and MOE projects for the Branch into ministry specific multi-year plans.
  • Accountable for the development and maintenance of ministry-specific facilities policies/procedures and program-specific standards and guidelines, in partnership with diverse stakeholders each with unique and competing interests.
  • Responsible for the direct management of the client’s MOE program for the Client Branch including: the development of strategic short and long term plans with the client; provide recommendations on project approvals based on program requirements and allocated budgets; in partnership with the client define project scope, schedule, budget, design, and implementation strategies while ensuring technical standards are adhered to; attend all construction meetings; resolve issues and provide final project evaluation and lessons learned. 
  • Responsible for the management of unique and complex facilities projects throughout its lifecycle, which may include multiple client groups and programs. Requires seasoned negotiating skills and tact.  
  • Establish and chair user committees.
  • Responsible for Client Branch facilities on a client portfolio basis and operates with minimal direction.
  • Accountable for developing a close working relationship with clients to define and plan for facilities needs with respect to current and emerging business plans.    
  • Defines, in consultation with the client, the scope of the project (i.e. major/minor space acquisitions, major/minor tenant improvements and capital projects) and assists the client to define budget requirements, prepare project cost estimates, participate in long-range budget planning, develop detailed budget proposals and related risks, control and monitor commitments, and prepare monthly status reports.   
  • Keeps informed of developments in the construction/technology industries as it relates specifically to correctional centres, courthouses and other justice building types, including security equipment and systems and personnel safety.
  • The position manages the budgets of a few thousand dollars to multi-million dollars for tenant improvement, MOE and major capital projects.
  • Manages the annual MOE budgets totalling approximately $3 million, new and existing building occupancy charges (BOC), and project budgets on behalf of and in consultation with the client.  This includes direct management of MOE multi-year budget forecasts, maintaining up to date reconciliation reports to reflect the fiscal impact of all approved and forecast projects, and reviewing/auditing CITZ documentation to ensure charges are appropriate. 
  • Valid driver’s licence, police records check.
  • Travel required viewing various client facilities and attending critical project and annual meetings.
  • Flexibility to manage urgent matters during non-business hours when required.

JOB REQUIREMENTS

Education and Experience:

  • Diploma or higher. Preference may be given to applicants with education in facilities management, space planning, architecture, design, construction, and/or project management.  
  • An equivalent combination of education and experience maybe considered. 
  • Minimum five years’ experience in facilities program management.
  • Experience in project management. 
  • Experience in budget management. 
  • Experience managing complex facilities and project budgets.
  • Experience in leading teams. 

Knowledge: 

  • Knowledge of Corrections and/or Court Services Branch organizations and procedures preferred. 
  • Knowledge of project management processes. 
  • Knowledge of basic accounting principles and excel software. 
  • Know how to read and interpret building plans. 
  • Familiarity with building codes, applicable acts and regulations such as WorkSafe BC regulations. 
  • Knowledge of administrative policies, practices and procedures in the provincial government especially those involving Treasury Board, the CITZ and those required for the acquisition of furniture, equipment and systems. 
  • Knowledge of processes relating to space planning, tenant improvements, leasing and property management.
  • Knowledge of security systems and emergency procedures. 
  • Knowledge of audio visual, sound amplification and recording systems. 
  • Extensive knowledge of the unique program requirements of CMSB and Client Branches and a well-developed understanding of how policy/process changes in other levels of government (federal, municipal, other provinces), central agencies (Treasury Board and Office of the Comptroller General) and service providers (CITZ, BGIS etc.) can influence the delivery of the client’s programs and their facility requirements.    

Skills & Abilities: 

  • Superior communication, facilitation, and interpersonal skills. 
  • Able to manage multiple complex projects at the same time.

BEHAVIOURAL COMPETENCIES

  • Integrity refers to actions that are consistent with what one says are important. People with integrity "walk the talk" by communicating intentions, ideas and feelings openly and directly, and welcoming openness and honesty even in difficult negotiations.
  • Planning, Organizing and Co-ordinating involves proactively planning, establishing priorities and allocating resources. It is expressed by developing and implementing increasingly complex plans. It also involves monitoring and adjusting work to accomplish goals and deliver to the organization's mandate.  
  • Service Orientation implies a desire to identify and serve customers/clients, who may include the public, co-workers, other branches/divisions, other ministries/agencies, other government organizations, and non-government organizations.  It means focusing one’s efforts on discovering and meeting the needs of the customer/client.   
  • Problem Solving/Judgement is the ability to analyze problems systematically, organize information, identify key factors, identify underlying causes and generate solutions.
  • Building Partnerships with Stakeholders is the ability to build long-term or on-going relationships with stakeholders (e.g. someone who shares an interest in what you are doing). This type of relationship is often quite deliberate and is typically focused on the way the relationship is conducted. Implicit in this competency is demonstrating a respect for and stating positive expectations of the stakeholder.
  • Results Orientation is a concern for surpassing a standard of excellence.  The standard may be one’s own past performance (striving for improvement); an objective measure (achievement orientation); challenging goals that one has set; or even improving or surpassing what has already been done (continuous improvement).  Thus, a unique accomplishment also indicates a Results Orientation.
  • Teamwork and Co-operation is the ability to work co-operatively within diverse teams, work groups and across the organization to achieve group and organizational goals.
  • Relationship Building is working to build or maintain ethical relationships or networks or contacts with people who are, or may be, potentially helpful in achieving work-related goals and establishing advantages.  These people may include customers, clients, counterparts, colleagues, etc.

The Senior Facilities Program Manager ensures the development, implementation and maintenance of appropriate facilities standards for the associated Groups. The position is responsible for the management and coordination of applicable aspects of the accommodation budget for the various Groups. The scale of responsibilities of the position requires extensive expertise in complex financial analysis, and comprehensive knowledge of the pricing procedures and policies governing accommodation for the Provincial Government.

You are strong at building relationships and able to work effectively in a collaborative team environment, while also independently managing projects and tasks.  You are a skilled analytical thinker, an effective communicator and have excellent time management techniques. You thrive in a dynamic environment with evolving priorities where flexibility and creativity are key.

For complete details about this opportunity, including accountabilities, please refer to this link https://bcpublicservice.hua.hrsmart.com/hr/ats/Posting/view/60594 .  For specific position related enquiries, please contact lorna.mcnally@gov.bc.ca  DO NOT SEND YOUR APPLICATION TO THIS EMAIL ADDRESS.  For more information about how to create or update your profile and how to submit your application, please refer to the Job Application page on the MyHR, Government of BC website.

Source URL: 
https://bcpublicservice.hua.hrsmart.com/hr/ats/Posting/view/60594
Location: 
Victoria, BC
Years of Experience: 
Required Degree Level: 
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