Description
The Caretaking Department within the Facilities Management is currently seeking a Full-time Staff Limited Term Supervisor (3 positions) for approximately 2 years.
Facilities Management (FM) is responsible for providing the Operations Management functions for the University. Operations Management includes all activities associated with the routine, day to day use, support and maintenance of buildings or physical assets; inclusive of administration, management fees, normal/routine maintenance, custodial services and cleaning, fire protection services, pest control, snow removal, grounds care, landscaping, environmental operations and record keeping, trash-recycle removal, service contracts, leases and utility charges (electric, gas/oil, water).
The Caretaking department is responsible to provide a professional, efficient, cost effective and safe cleaning service to the campus building entries, corridors, stairs, elevator lobbies and cars, washrooms, shower and locker rooms, classrooms, lecture theatres, teaching and performing arts theatres, sports facilities, teaching labs, research labs, and offices in which cleaning functions are performed on set schedules. Garbage removal, interior and exterior building entrance maintenance, window cleaning and recycling is all a part of the Caretaking portfolio. Finishes in these spaces vary from concrete to carpet. Current staff complement is 265 Full-time employees. The Caretaking staff carries out a variety of duties from light dusting to floor scrubbing using heavy machines. Work is carried out on a 24-hour basis, 365-days per year.
This position reports to a Caretaking Area Manager. Work is performed under minimal supervision. This position prepares and monitors cleaning schedules with assigned duties and audits completion of work for approximately 50 -100 Caretaking Staff in the assigned area as well as for providing contract supervision support for contractors working in the assigned area. Develops and maintains communications with all clients/users.
The normal shift is 7 hours per day, five days per week, usually Monday to Friday, however, transfer to other shifts, with notice, is a possibility. Overtime may be required and the incumbent might be expected to be on standby. Callouts to the campus can be expected during emergencies.
Primary Purpose of the Position (Key purpose, functions, roles):
Identify staffing, equipment, and supply needs, assist in budget planning, preparation and ongoing review of assigned budgets, are responsible to manage the supply and equipment portion of the budget for their areas. In addition, they will make recommendations on operational departmental policies, practices, processes and procedures. Responsible to ensure that staff training is kept current. Responsible for the ongoing interaction with staff in relation to their performance status, performance reviews and overall work performance.
Specific duties include, but are not limited to:
- Approval of staff absences, preparation of vacation rosters, conducting performance reviews, participating in performance management and subsequent actions, making recommendations for staff advancements and salary adjustments, participating in recruitment and hiring, orientation and training.
- Accurately recording activities and discussions with staff and forwarding these records to the appropriate department.
- Planning and organizing the work, assigning the work, and ensuring the work is carried out, in a cost-effective manner, meeting established standards and under established procedures.
- Maintaining an inventory of supplies, sundries and equipment, and ensuring equipment is maintained and replaced as required within budget limitations.
- Responsible for the monitoring of budget areas assigned and to communicate any variances through daily review and weekly reporting to the Area Manager.
- Ensuring that keys are properly controlled and regularly audite.
- Responding to client questions or complaints, inputting responses in Archibus System.
- Establishing and maintaining good communication links with the staff assigned to the area and keeping the staff informed on relevant matters.
- Ensuring that security, safety and building repair requirements are logged and reported through established procedures and processes, and taking appropriate action to rectify the situation if it is felt that the need is critical.
- Acting as the contact person for their assigned area with Campus Security, Safety Office EHS and other Facility Services personnel and is responsible for emergency response and reporting.
- Be willing to engage in lifelong learning with respect to training, in-service and courses of study.
- Conduct oneself in a manner appropriate to an educational environment.
- Deal tactfully with staff, students and the public.
- Be knowledgeable and supportive of applicable University policies and procedures.
- Schedule staff and monitor workflow and productivity in collaboration with the Area Manager.
- Perform a daily inspection of the entire area of responsibility.
- Practice and encourage safe work habits at all times.
- Maintain a daily log book of activities and issues, staff interactions and meetings.
- Ensures that personal hygiene, attire and grooming are appropriate for the work environment.
- Ability to maintain current knowledge of safe practices and techniques by engaging in lifelong learning with regard to training, in-service and courses of study.
- Performs other related duties which may be assigned by the Area Manager, Associate Director or Director, from time to time.
Summary of Key Responsibilities (job functions include but are not limited to):
- Prepares and adjusts work routines as required according to service levels and funding.
- Ensures the work assigned is completed as required and is in compliance with the University specifications, standards and procedures.
- Responsible to become familiar with all existing University structures and systems, as well as acquire knowledge of new trends, techniques, codes and equipment as they become relevant to the operational requirements of the University.
- Ensures that equipment, workspaces, and tools supplied by the University are used for their intended purposes, and are maintained in a safe working order.
- Manages own time effectively and ensures the Area Manager is kept informed of activities, and progress of work.
- Pleasantly and respectfully interacts with co-workers, supervisors, contractors, consultants, suppliers, students and other members of the University community.
- Discretion, confidentiality, and attention to detail are required attributes.
- Is willing to learn and adapt to change and is expected to actively participate in own training and development in coordination with the department.
- Meets all ongoing OHS initiatives, follows University OHS policies, procedures and OHS Legislation as required ensuring personal, public and co-worker safety when completing tasks or engaging in potentially hazardous situations.
- Is familiar with the University of Calgary "Statement on Principles of Conduct" and conducts himself/herself according to these principles in all situations when acting on behalf of the University of Calgary.
- Accepts shift assignments, and ensures regular work attendance, and timely reporting for start of shift.
- Ensures that all staff monitor and adhere to vacation, attendance, performance review and succession planning management.
Qualifications / Requirements:
- Completion of a minimum level of formal education equivalent to an Undergraduate Degree or Diploma. Extensive supervisory experience within a Higher Education Facility will be considered.
- Must have 2-5 years of direct supervisory experience and minimum of 2 years of experience working in a role supplying cleaning services and as such should have a comprehensive knowledge of all cleaning functions, equipment, processes and activities.
- Must have proven communication and demonstrated leadership abilities with several years of proven, progressive supervisory experience in a diverse work environment.
- Specific training relating to Supervisory and/or Management functions is required
- Knowledge of and ability to complete basic computer-based tasks such as email, web-based learning and operating facility management software. Knowledge of the Archibus an asset.
- Ability to work independently with minimal on-site supervision demonstrating sound judgment and decision making skills to ensure quality of one's own work as well as others meets expected standards.
- Ability to establish and maintain effective working relationships in a courteous and friendly manner with staff, students and the public.
- Must be able to maintain composure under stressful situations and in a variety of situations.
- Must be able to produce accurate written reports and maintain accurate, clear and concise records.
- Must have proven organizational skills.
- Shall provide ongoing mentorship and training to staff relating to work requirements and personal development
- Must be familiar and comfortable with using personal computers.
- Must be physically able to perform the requirements of the position, and be able to work a variety of shifts.
- A valid Class 5 driver¿s license (cannot be a graduated license) with proven good driving record (abstract required) would be preferred.
Application Deadline: June 18, 2025.
We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.
This position is classified in the Management Career Band, Level M1 of the Management and Professional Staff Career Framework.
For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.
About the University of Calgary
UCalgary is Canada's entrepreneurial university, located in Canada's most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada's leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.
The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.
As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Institutional Commitments (equity@ucalgary.ca) and requests for accommodations can be sent to Human Resources (hrhire@ucalgary.ca).
Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.
We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.
