Assistant Manager, Campus Operations

JOB OPPORTUNITY
Professionals / Managers & Confidentials – Infrastructure and Sustainability

Posting Date: April 11, 2025
Closing Date: April 25, 2025
Position Title: Assistant Manager, Campus Operations
Department: Infrastructure and Sustainability (I&S)
Appointment Type: Continuing/Permanent
Classification: PM – 1
Salary: Target hiring range: $69,027.69 - $84,895.40 -- Range maximum: $106,385.61
Schedule: Full-time Sunday to Thursday. The regular schedule is Sunday from 8:00 a.m. to 4:00 p.m. and Monday to Thursday from 1:00 p.m. to 9:00 p.m. Occasional overtime or alterations to regular hours of work may be required when housekeeping is short staffed.

Victoria University is committed to equity in access to employment and a diverse and inclusive workplace. The University encourages applications from racialized persons/persons of colour, women, Indigenous people, persons with disabilities, 2SLGBTQI+ persons, and others who may contribute to the further diversification of ideas. If you require accessibility accommodation, please contact the Human Resources Department vic.hr@utoronto.ca


POSITION SUMMARY:

Under general supervision of the Manager, Campus Operations, the Assistant Manager is responsible for planning and organizing the daily tasks of Housekeeping and Grounds, plays a critical role in maintaining the cleanliness, safety, and aesthetic appeal of campus facilities and outdoor spaces. This position oversees custodial and grounds staff, ensuring the efficient day-to-day operations of custodial services and grounds maintenance while fostering a high standard of cleanliness and campus beautification. The Assistant Manager works collaboratively with campus departments, facilities teams, and staff to create a positive and safe environment for students, faculty, and visitors.

The general duties include monitoring staff performance to ensure quality of work and standards, providing guidance and training to all staff to ensure departmental goals are met, and resolving issues that may arise during department/project work on a timely basis.

The Assistant Manager is the first point of contact for addressing on-campus emergencies related to housekeeping, grounds, facilities, and maintenance. This role ensures timely resolution of issues before escalation to the Manager, Campus Operations, Manager, Capital Assets and Maintenance, Director, Campus Operation and Associate CAO, Infrastructure and Sustainability.

JOB RESPONSIBILITIES:

Human Resources

• Determines work assignments for staff based for evenings and nights on understanding of needs, individual skill, project requirements and availability of resources.
• Reviews and prepares work schedules for the housekeeping/grounds staff, altering these as necessary to provide uniformity in the daily operations of housekeeping and grounds maintenance services. Monitors maintenance team members’ schedule and attendance.
• Plans and implements holiday schedules and shares details with the Manager.
• Recommends and schedules approved overtime work when required.
• Performs payroll duties and maintains accurate staff records as they relate to sick and vacation time.
• Ensures work tasks are completed on schedule and standards and policies are followed by staff.
• Monitors work of staff to ensure quality of work and standards.
• Monitors staff attendance and performance. Communicates in writing to the Manager on any issues that may arise in the workplace concerning the overall performance.
• Provides input in the hiring processes.
• Discusses performance issues with employees to provide feedback and initiate a performance improvement plan as needed.
• Informs and consults with HR on any conflicts, complaints and/or employee relations and labour relations issues that cannot be appropriately handled at the departmental level.
• Develops plans and work processes for department projects based on understanding of project work requirements and timelines.
• Guides department staff by providing the necessary direction and training to complete department/project work, based on knowledge of department procedures and specialized expertise.
• Recommends training courses and seminars for staff to enhance their skills and knowledge.
• Resolves technical problems and staff-related issues that arise during department/project work on a timely basis, to ensure work can be completed with minimal delay.
• In consultation with HR, disciplines staff when necessary following collective agreement guidelines and the employee handbook.
• Provides documentation and information to Human Resources as it pertains to any disciplinary action or grievances.
• Resolves informal complaints and step 1 grievances from unionized staff with employees.
• Maintains positive relations with union representatives.
• Shares evidence with leadership to be presented at arbitration hearings as needed.
• Practices and encourages staff to practice service excellence with the Victoria University community.

Campus Operations

• Provides timely and efficient services in all areas of the Victoria University Campus, through the supervising of direct reports and overseeing the provision of housekeeping/grounds services. Offers support to the maintenance team after hours and weekends.
• Responsible for the standard of cleanliness being maintained in accordance with Victoria University’s policy. Ensures proper coverage and availability for emergency response.
• Coordinates with staff and contractors during emergencies to minimize downtime and disruptions.
• Directs and reassigns shifts for existing staff in response to operational requirements.
• Oversees seasonal grounds staff and contracted grounds maintenance staff where applicable.
• Reviews work schedules and alters as necessary to provide uniformity in the shift operation.
• Develops and implements cleaning schedules that accommodate high-traffic areas, special events, and seasonal demands.
• Develops budgets for cleaning supplies, equipment and landscaping materials for all buildings/grounds. Ensure adequate inventories are maintained to provide seamless operation throughout all buildings. Source suppliers, obtain quotes, investigates new products to provide the best possible product to the university and its customers.
• Monitor budgets and assist in tracking expenses related to housekeeping and grounds operations.
• Responds to emergency situations such as power outages, flooding, spills, and snow removal, coordinating with staff and contractors to resolve issues quickly and safely.
• Ensures that workplace health and safety standards are maintained and direct the enforcement of WHMIS and OHSA regulations.
• Maintains knowledge of workplace hazards, including bio/airborne pathogens, hazardous chemicals, unsafe practices, etc.
• Evaluates the effectiveness of material and equipment, identify and report defective equipment, and calls for repairs of equipment if necessary.
• Provides input on operational changes that may increase work efficiency and effectiveness.
• Organizes and oversees the cleaning after special events. Works collaboratively with Lead Hands to ensure seamless around the clock housekeeping and grounds services.
• Ensures that grounds department responds to all weather-related events to provide safe access to the campus (snow, ice wind related debris, fallen trees).
• Orders and maintains sufficient stock of supplies to provide seamless operation in all buildings.
• Initiates and supervises occasional contracts with outside contractors.

Customer Service

• Responds to community needs and customer concerns.
• Regularly reviews customer feedback data and creates summary reports which detail results relevant to customer needs.
• Supports campus operations staff and serves as the primary point of contact for faculty, staff, and students reporting facilities-related emergencies, ensuring their concerns are addressed promptly and efficiently.

Other:

• Co-operates with Fire Prevention Staff in matters relating to fire and safety regulations.
• Represents I & S in emergency situations.
• Assists the Manager, Campus Operations by providing information required for budget preparation.
• Provides information for purposes of billing customers for extra work.
• Other duties related to University business as assigned.

QUALIFICATIONS:

EDUCATION

Post secondary diploma from a recognized community college in Environmental Services or, an equivalent combination of education and experience.

EXPERIENCE

• Previous experiences in groundskeeping or custodial work, with at least 2 years of supervisory or leadership experience in housekeeping, building services, landscape maintenance or related settings.
• Previous experience managing unionized workers is strongly preferred.
• Familiarity with custodial and groundskeeping equipment, cleaning chemicals, and environmental sustainability practices.
• Experience in emergency response coordination in a facilities management context is highly desirable.

SKILLS

• Demonstrated ability to recruit, train, organize and motivate employees in a unionized, fast-paced environment. Expertise to train staff in the use of all equipment, chemicals and products related to environmental science services.
• Negotiate with suppliers and external contractors to provide the best pricing and quality of products and services. Anticipate customer needs and schedule staff according to those needs.
• Resolve interpersonal issues. Demonstrated experience in the use and management of an environmental sciences software management program.
• Highly developed organizational, written and verbal communication, and relationship management skills.
• Ability to practice professionalism and sound judgment under pressure and stress.
• A team player with demonstrated decision-making skills.
• Highly customer service oriented with sensitivity to various levels of expectation from faculty, staff and suppliers.
• Sound knowledge of computer applications that includes ability to use spreadsheet, word processing, financial management.
• Evaluating and developing procedures, standards and methods for building maintenance and improvement, and grounds keeping.
• Sound working knowledge of property and facilities management principles, services and operations.

TO APPLY:

Internal candidates are asked to submit their applications online by logging onto Dayforce. Please visit https://www.vicu.utoronto.ca/careers/ and click Internal Opportunities to login and apply.

External Candidates may proceed by clicking "Apply Now" below.

Victoria University thanks all applicants for their interest, however, only those selected for an interview will be contacted.