Information & Process Coordinator

Western University

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Classification & Regular Hours

Hours per Week: 35

Salary Grade: 13


About Western

Considered Canada’s most beautiful University, Western’s main campus spans 400 acres of Gothic-style buildings mixed with modern LEED-certified capital structures providing an idyllic environment for our community of scholars. The university is located in London, Canada, a safe, vibrant and welcoming community of more than 350,000 people serving as a regional medical and industrial hub for southwestern Ontario.


About Us

Facilities Management is responsible for the planning, development, engineering, construction, operation, maintenance, and stewardship of all the buildings, infrastructure, sites and services within Western’s campus community. Our integrated Team provides excellence in creating and maintaining Western’s facilities and in serving the community. Our vision is to be recognized as the leader in facilities management among research-intensive universities worldwide.


Responsibilities

With significant growth in the number of capital projects planned on campus, the Information & Process Coordinator will coordinate the standardization of approaches to project management and departmental administrative processes. The Information & Process Coordinator will create access to accurate, up-to-date information on our buildings, grounds and infrastructure for all Facilities Management users. The role will oversee the ongoing management of drawing archives and related engineering documents, collaborating with various process stakeholders including Architects, Project Managers/Coordinators, Facilities Operations and project vendors to ensure the appropriate records are stored. The Information & Process Coordinator will contribute to the development of a governance strategy and implementation plan for legacy databases of drawings, specifications and operation and maintenance manuals as new buildings are built. The Information & Process Coordinator will implement an electronic document management solution as the primary system of record, ensuring integration into daily processes and working with departmental resources and users to manage document flow and ensure document accessibility and training for those who have access approval. The role will provide general capital process support and will ensure the efficiency, accuracy and continuity of capitol project data management operations.


Qualifications

Education:

  • Undergraduate degree in a related field
  • Social Science, Data Science, Computer Science, Business, or other related discipline with a strong systems orientation preferred
  • Change management and project management related certifications/training preferred

Experience:

  • 2 years’ experience in a large, complex environment
  • Experience with facility condition databases, asset management systems and digital workflow processes preferred
  • Project management experience preferred
  • Experience in a design, engineering or maintenance department preferred

Knowledge, Skills & Abilities:

  • Exceptional organizational skills with strong attention to detail
  • Resourcefulness with a strong sense of accountability and initiative
  • Ability to creatively adapt traditional methods, concepts, models, or systems to new applications
  • Innovative and flexible critical thinking skills to adjust to and implement new processes or technology to the University’s advantage
  • Demonstrated excellent oral and written communication skills to effectively interact with technical and non-technical users
  • High degree of professionalism and diplomacy with outstanding ability to work effectively and efficiently with internal colleagues
  • Judgment, analytical and problem-solving skills with a consultative and collaborative approach to addressing issues and opportunities
– Demonstrated ability to successfully manage multiple competing priorities, set both long- and short-term goals, and to adapt quickly to emerging priorities
  • Ability to maintain a high level of individual performance
  • Ability and willingness to stay abreast of technological developments
  • Ability to work well under pressure with large amounts of data and potential technical problems in order to meet critical operational deadlines
  • Demonstrated data management and database reporting skills; Intermediate computer skills with Microsoft Office
  • Ability to collaborate across internal and external boundaries to meet common objectives, improve outcomes and support work beyond one’s own unit
  • Verbal communication skills to clearly express ideas in an objective manner, and adapt communication style to suit the situation and audience
  • Proven ability and natural inclination to develop relationships by interacting with people in a professional, respectful, and diplomatic manner


Western Values Diversity

The University invites applications from all qualified individuals. Western is committed to employment equity and diversity in the workplace and welcomes applications from women, members of racialized groups/visible minorities, Indigenous persons, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression.

Accommodations are available for applicants with disabilities throughout the recruitment process. If you require accommodations for interviews or other meetings, please contact Human Resources at [email protected] or phone 519-661-2194.


Please Note:

We thank all applicants for their interest; however, only those chosen for an interview will be contacted.

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