Facilities Project Coordinator

Facilities Project Coordinator

About Queen's University
Queen’s University is the Canadian research intensive university with a transformative student learning experience. Here the employment experience is as diverse as it is interesting. We have opportunities in multiple areas of globally recognized research, faculty administration, engineering & construction, athletics & recreation, power generation, corporate shared services, and many more.

We are committed to employment equity and diversity in the workplace and welcome applications from individuals from equity seeking groups such as women, racialized/visible minorities, Indigenous/Aboriginal peoples, persons with a disability, persons who identify in the LGBTQ+ community and others who reflect the diversity of Canadian society.

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Job Summary

Within the framework of established policies, regulations, and procedures, and under the direction of the Manager, Facilities Operations (Manager), the incumbent provides a coordinating role between the Library and Queen’s Facilities Operations. As well as coordinating any assigned in-house facility projects out of scope of Queen’s Facilities Operations, the Coordinator provides design, construction, and engineering guidance with respect to library requirements within the scope of the project being undertaken. Projects may be related to building renovations, or new construction, and may also relate to infrastructure updates within the control of Queen’s Facilities Operations.

The Coordinator ensures that all assigned in-house projects are undertaken and completed within reasonable timelines, taking into consideration the best times for projects in library facilities, within budget, and to established scope and standards. The Coordinator is accountable for various aspects of projects, as assigned by the Manager, and must be able to function with a high degree of autonomy in a demanding, deadline-driven environment.

The Coordinator will also act as the library’s primary lead as assigned by the Manager on Queen’s Facilities Operations led projects, to ensure appropriate and timely communication amongst key stakeholders (internal/external) and the efficient and effective support of projects from start to finish. The Coordinator brings specialized knowledge of building design and construction, library operational needs, or engineering to the team and has the capacity to support the project team in ensuring projects are on time, within budget and to established scope and standards.

The Coordinator provides assistive recommendations to the Office of the Vice-Provost and University Librarian (OVPUL) on the short- and long-term planning of library facilities projects. The incumbent coordinates a variety of building and maintenance projects delegated by the Manager and ensures proper policies and processes are in place and communicated to staff, building users, and external contacts (Fire inspector, Environmental Health and Safety etc).

Job Description

1. Under the direction of the Manager, coordinates the library’s role in facility projects being undertaken through Queen’s Facilities Operations, as well as assigned in-house projects for all library facilities.


2. Provides support to the Manager on a variety of building projects and initiatives. Makes recommendations on project plans, functional requirements, and budget considerations. Ensures the Manager is aware of risks and challenges that might impact the deliverables, timelines, or budget of any project.


3. Is the library lead on building/renovation projects and special projects managed in-house within the Library, as assigned. Oversees all aspects of the in-house projects including project schedule, progress, and costs. Working with Facilities and EH&S, ensures compliance with all applicable codes and acts.


4. Provides project support and advice to the Manager, Queen’s Facilities Operations, Library Director of Finance and Administration, and other stakeholders in a professional and timely manner.


5. Understands, collaborates, liaises, and communicates with both internal and external stakeholders, including university staff, external consultants, contractors, trades, and authorities having jurisdiction.


6. In collaboration with Queen’s Facilities Operations and other project partners, investigates and recommends optimal processes and procedures to support the successful completion of design, construction, and infrastructure projects, taking into consideration any potential risks and challenges within a given project.


7. Implements and communicates any operational or facility changes as a result of renovation projects, repairs or other works and implements strategies to mitigate impact.


8. Remain current with industry and university standards and systems as they relate to design, construction and/or engineering.


9. Assists the Manager in the preparation of Project Charters, and Space Requests forms.


10. Participates in or leads library planning groups in identifying detailed project requirements through meetings, with staff, and stakeholders as identified in the project charter.


11. Assists in the preparation, or prepares the requirements document from identified requirements, for both in-house and Queen’s Facilities Operations led projects.


12. Takes part in or leads library project meetings and assists the Manager with the scheduling, preparing agenda items/documentation, taking minutes, distributing information prior to and after meetings, and ensuring follow-up on identified action items.


13. Maintains project files and Teams folders and ensures that every document or file is properly designed, formatted, communicated, secured, stored, and archived.


14. Undertakes correspondence relating to projects.


15. Coordinates with the Administrative/Financial Assistant ensuring any invoices, sign-offs, and transfers are processed. Updating project financial tracking forms as necessary.


16. For Queen’s Facilities Operations led projects, attends all design meetings with or in place of the Manager to ensure that the Library’s requirements are followed throughout the process.


17. Brings any proposed changes to design, engineering, requirements, scope, or budget to the Manager for review and decisions.


18. In coordination with the Manager confirms the design concept drafted by Queen’s Facilities Operations and/or consultants reflects the Library’s needs through a thorough review of the requirements document as prepared by the Library.


19. Confirms the engineering designs are reflective of library needs in relation to University requirements and sound engineering practices. Queen’s Facilities Operations Engineering should be consulted as necessary.


20. Ensures OVPUL, heads, and building users are aware of building projects being undertaken with an understanding of impact on users. Recommends and implements changes to policy and procedures as necessary to accommodate project timelines.


21. Attends all construction meetings. Reviews minutes to ensure completeness and accuracy.


22. Conduct periodic project site walk-throughs to ensure library requirements are represented in final construction and troubleshoot and problems as necessary.


23. Is the Library lead on all project deficiency meetings to ensure all are addressed.


24. Attends the hand-over meeting with the Queen’s Facilities Operations team.


25. Completes the project closure report for the Library.

The incumbent works with, or comes in contact with, Library patrons and Library staff, University departmental staff (i.e.: Queen’s University Facilities, Purchasing, Printing Services, and Procurement Services), suppliers, consultants, service personnel, contractors, trades, and movers, in person, by telephone and electronically.

The incumbent will regularly use the following equipment:

1. Standard computer and library/office equipment.

1. Post-secondary diploma (3-year) in a related discipline (architecture, building related engineering disciplines, building construction) OR the equivalent combination of education and related experience.
2. Minimum of two years' proven and recent experience in construction and/or engineering and/or assisting in project management of building construction projects.
3. Applied knowledge of the application of project management methodology, construction techniques and activities.
4. Applied knowledge and understanding of building trade work (architectural, building systems, mechanical, electrical), and ability to read and understand construction drawings. AutoCAD an asset.
5. Knowledge of relevant building, system and safety codes/regulations such as: the Occupational Health & Safety Act (OH&SA), the Construction Act, the National Fire Code of Canada, Ontario Building Code, Accessibility for Ontarians with Disabilities Act (AODA), etc.
6. Computer and office skills; demonstrated proficiency in computer skills; working knowledge of web applications with the ability for creating or updating websites and/or SharePoint; skills using database management, spreadsheet and word processing applications.
7. Demonstrated experience working on project teams or other strongly demonstrated leadership skills.
8. Ability to utilize, understand and analyze construction and engineering drawings to a high level.

In keeping with article 15.05 demonstrated leadership capability is required; ability to plan, organize and direct the work of others; ability to communicate and cooperate well with others; ability to work independently and accurately, exercising tact and good judgement; strong service orientation. Ability to work in a team-based environment. Ability to play an integral role in the planning and implementation of significant projects. The incumbent must possess the ability to maintain a service-oriented perspective while dealing with competing demands on time. There is a significant physical demands aspect to this position: the incumbent must be able to lift and move (e.g., furniture, supplies).

Based on highly specialized skills, the incumbent is responsible for and implementation of facility projects for the library, both library-led in-house and Queen’s Facilities-led. The incumbent exercises a high degree of independent responsibility and decision making, initiative, judgment, and resourcefulness within the framework of established policy, regulation and procedures. The incumbent is responsible for and determines the requirements to meet goals and objectives. This may include planning and execution of operating procedures, problem solving, training, coordinating workflow, exercising initiative, judgment and resourcefulness in meeting assigned responsibilities. Decides when to recommend policy and/or procedural changes. Collaborates with stakeholders such as maintenance, contractors and/or consultants to determine the best routes for correcting project issues or other items requiring resolution. Consults with the Manager on an as needed basis.

Employment Equity and Accessibility Statement

The University invites applications from all qualified individuals. Queen’s is committed to employment equity and diversity in the workplace and welcomes applications from women, visible minorities, Aboriginal Peoples, persons with disabilities, and persons of any sexual orientation or gender identity. In accordance with Canadian Immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University provides support in its recruitment processes to applicants with disabilities, including accommodation that takes into account an applicant's accessibility needs. Candidates requiring accommodation during the recruitment process are asked to contact Human Resources at hradmin@queensu.ca.