Director, Facilities Planning

University of British Columbia

Staff – Non Union

Job Category

Job Profile
AAPS Salaried – Facilities Management, Level I

Job Title
Director, Facilities Planning

Leadership Infrastructure Development

Compensation Range
$11,364.67 – $17,733.42 CAD Monthly

The Compensation Range is the span between the minimum and maximum base salary for a position. The midpoint of the range is approximately halfway between the minimum and the maximum and represents an employee that possesses full job knowledge, qualifications and experience for the position. In the normal course, employees will be hired, transferred or promoted between the minimum and midpoint of the salary range for a job.

Posting End Date
December 1, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career. 

Job Summary

Facilities Planning supports the University’s strategic plan and academic mission through the planning, design and allocation of all teaching, research and administrative space on UBC’s multiple campuses, multiple sites, and all UBC owned and leased space. Facilities Planning activities regularly inform the space inventory which is the basis for UBC’s space planning at all levels and is used in policy support, decision-making, accountability reporting, and for facilities reports submitted to the Ministry of Post-Secondary Education and Future Skills.

The Director initiates and directs pre-design planning, leads staff, external consultants, and recommends the allocations for new and renovated campus facilities to accommodate full time equivalent enrollment growth, research growth, and renewal of campus facilities to meet the changing needs of the university. Directs the translation of user’s functional requirements into architectural programmes, planning strategies, masterplans and designs that meet campus needs and comply with faculty requirements, campus masterplans, policies, guidelines and provincial space standards.
Work performance is reviewed and evaluated by the Associate Vice-President, Facilities in terms of technical competence and effective administration.

Organizational Status

Reports directly to the Associate Vice-President, Facilities. Works closely with internal leaders and organizations such as Associate Vice-President Research & Innovation, Vice-Provost and Associate Vice-President Faculty Planning, Deans and Faculty Administrators, the Vice-President Students, UBC Treasury, the Property & Planning Advisory Committee, Safety & Risk Services, Student Housing & Community Services, Athletics & Recreation, Campus Security, Food Services, peer departments within the UBC Facilities group (e.g. Building Operations, Capital Planning & Development, Project Services), other UBC departments, UBC Properties Trust and external organizations such as the Ministry of Post-Secondary Education and Future Skills, The Research Universities Council of British Columbia.

The Senior Facilities Planners and Senior Learning Space Planner report directly to this position.

Work Performed

The Director, Facilities Planning meets UBC s mandate to accurately dedicate space, to intensify use and regularly inform UBC’s space inventory through continual liaison with the twelve UBC Vancouver (UBCV) Faculties, the UBC Okanagan (UBCO) Facilities Planning (Infrastructure Development) team and all other administrative departments by:

. Developing planning strategy for the effective utilization of space and the efficient and orderly growth, retrofit and replacement of campus buildings.

. Initiating and directing the pre-design planning process for new buildings, alterations and redevelopment of existing facilities.

. Analyzing and providing recommendations on the physical effects of changes in academic programs, enrollment and grant applications which provide Senior Executive decision makers with the relevant information for long-range planning and decisions directed at university improvements.

. Regularly informing and accessing the space inventory, analysis and space programming on Campus.

. Acting as a resource to the Vice-Provost and Associate Vice-President Faculty Planning, Associate Vice President Research & Innovation and Vice President Students on capital and facilities planning, for minor and major capital projects and faculty initiatives.

. Acting as Canada Foundation for Innovation (CFI) Coordinator, providing analysis, space and budget information and recommendations to the Vice President Research for Canada Foundation for Innovation / BC Knowledge Development Fund projects.

. Serving on a variety of programming and planning committees in a technical capacity for major capital and Canadian Foundation for Innovation / BC Knowledge Development Fund projects.

. Providing information, analyzing and resolving problems related to space, its allocation, function and utilization for the University community.

. Developing scope and preliminary budgets for projects such as department and faculty renovations and new expansion space.

. Providing leadership and direction to Facilities Planners, the Learning Space team, the Furniture Re-Use Initiative team and/ or consultants who manage and administer the pre-design phase of capital projects.

. Through consultative process, establishing and documenting user information as functional and programmatic documents to define facility use based on changing needs, growth and master plan undertakings.

. With the Director, Capital Planning & Development, working to prepare Board Documents & Business Cases and providing information for presentation to UBC Executive, UBC Board of Governors and Ministry of Post-Secondary Education and Future Skills.

. Formulating and recommending space options for campus users affected by whole building renewals, major renovations, Canadian Research Chairs, Canada Foundation for Innovation, academic program revision or new construction.

. With UBC Treasury, working to identify and procure off-campus facilities as required for UBC programs.

. Applying space allocation standards, institutional planning experience, knowledge of building code and construction practice in order to test planning assumptions for relocations of various groups on campus.

. Keeping current on facilities planning theory and best practices through affiliation with various professional associations (Society for College and University Planners etc.), use of professional journals, attendance at professional seminars and conferences, and continual communication with professional programmers, architects and engineers involved in University and other capital projects.
. Chairing or representing UBC Facilities on committees such as selected project steering committees and working committees,  campus planning committees, capital planning committees, space use committees, and space lease & license review committees.
. With the Director, Capital Planning & Development, meeting on a regular basis with the UBCV Provost’s Office, Deans, Vice Presidents and Ancillaries to provide guidance on capital planning and faculty initiatives.
. Providing a strategic connection between the Facilities group and the UBCV Provost’s Office and supporting a strategic connection between the UBCO Infrastructure Development team and the UBCO Provost’s Office.

Consequence of Error/Judgement

The work of Facilities Planning is used in decision-making, reporting, planning, and provision of information to the University and the Ministry of Post-Secondary Education and Future Skills. High level of decision-making is required. Must exercise independent judgment in all areas of the of Facilities Planning operation.

Accurate and timely work by Facilities Planning is critical to the academic mission of the university. The position must make responsible recommendations affecting the commitment of capital funds and in dealing with policy issues. Close attention is required to prevent inappropriately positioned planning initiatives which can derail long-term objectives or negatively influence the character of the university’s architecture or landscape.

Error in application of programming standards can result in misuse of space, departments being unnecessarily inconvenienced or under/over supplied or undermining of the University academic space planning process. Errors in the planning and linked construction process can result in delayed occupancy and result in faculty unable to teach/carry out research as required.

Government funding for projects relies on proof of responsible and accurate space dedication, compliance with BC Universities Space Standards and meeting the University’s enrollment targets. The loss of funding to the University is an additional potential consequence of any such error. Other potential consequences include damage to the reputation of the university and loss of economic and academic opportunity.

Supervision Received

Receives direct supervision from the Associate Vice-President, Facilities. Works within Department and University guidelines to determine what actions must be taken to achieve the ultimate project goal of meeting User and University requirements. There is also an informal link with the UBCV Provost’s Office through the Associate Vice-President Faculty Planning.

Supervision Given

Directly supervises the Senior Facilities Planners and the Senior Learning Space Planner, in all approximately 15 staff. Job supervision and procedures are directed by the managers. This position has direct supervisory responsibility over consultants retained. Makes continuous checks of work progress to ensure milestones are achieved. Position provides guidance to reporting staff on more difficult issues. Determines objectives, priorities and status and measures accomplishments against strategic business plan goals, objectives and performance standards
Minimum Qualifications

Undergraduate degree in a relevant discipline. Eligibility for membership in a professional Institute or Association. Minimum of ten years of related experience involving the management of professionals, or the equivalent combination of education and experience.
– Willingness to respect diverse perspectives, including perspectives in conflict with one’s own

– Demonstrates a commitment to enhancing one’s own awareness, knowledge, and skills related to equity, diversity, and inclusion

Preferred Qualifications

A university degree in Architecture, Engineering or Planning is required.
Eligible for membership in the appropriate provincial professional association and is therefore qualified for professional registration as an Architect (Architectural Institute of British Columbia) or Engineer (Engineers & Geoscientists British Columbia). A minimum of 10 years of experience involving the management of professionals or the equivalent combination of education and experience.

Supplementary knowledge and skills in financial planning, facilities administration and project management.
Experience in institutional planning at major academic centres including space programming, facility planning, capital budgeting, development process in an institutional setting.

Experience in institutional behavior and hierarchies as applied to the planning process. Experience in preparing and presenting information to senior management to assist them with making decisions

Experience in functional programming for academic, research and administrative and support units that provide service to the University Experience gathering and assessing needs, applying creative planning skills to resolve space issues for both learning and teaching Understanding of relevant governmental departments and ability to maintain relations with them. Design experience or in-depth knowledge of construction practices is essential.

Knowledge of space standards and understanding of building code.

Ability to develop creative solutions and apply space utilization standards to unique user requirements. A generalist by nature with the ability to motivate key staff by empowerment.
Relevant technical skills include:
Strong interpersonal and oral and written communication skills, emphasizing listening, and negotiating; bargaining, compromising, and conciliation; ability to summarize needs, determine priorities and necessities
Ability to develop creative solutions, apply space utilization standards to unique user requirements
Demonstrated organizational and leadership abilities; mature judgment; multitasking and the ability to set priorities.

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