Assistant Manager, Capital Planning (Term)

Job Summary

UBC Facilities is responsible for the planning, development, renewal and renovation of campus facilities, providing stewardship for all institutional facilities projects, including Housing and Athletics projects, at UBC's Vancouver and Okanagan campuses. UBC Facilities oversees and directly manages in excess of 200 projects each year, valued at over $700 Million.

The Assistant Manager, Capital Planning & Development contributes to the major capital building projects process by supporting the Manager, Capital Projects & Development and the Director, Capital Planning & Development in tasks related to the administration, reporting and financial management of major and routine capital projects involving campus infrastructure (buildings, landscape and utilities). These tasks may include preparation of project progress, compliance and close-out reports to Government and other funding partners, quarterly capital forecasting, support on preparation of submissions to Executive and Board of Governors and related Business Case submissions for Government and external funding, and support on Capital Project Updates to the Board of Governors.

Organizational Status

Reports directly to the Manager, Capital Planning & Development. Liaises closely with UBC Finance, other units within Facilities (UBCV and UBCO), and works collaboratively with project stakeholders from various University faculties and departments, as well as major external stakeholders, including government. Work performed is reviewed and evaluated by the Manager, Capital Planning & Development, in terms of technical competence and effective administration.


Work Performed

The Assistant Manager, Capital Projects supports, and works closely with the Manager Capital Projects and the Director, Capital Planning & Strategic Project Development on tasks related to the administration, reporting and financial management of major and routine capital projects, including but not limited to the following:

• Leads and prepares major monthly, quarterly, compliance and close-out reports to Government and other funding partners on major capital projects. These reports may include analysis and verification of project progress and financials, and require a comprehensive understanding of the projects and of the Government or other partner agency's reporting requirements.

• Gathers information from campus entities that is required to prepare quarterly forecasting information for Government, and bi-annual Capital Projects Updates for the UBC Executive and the UBC Board of Governors. Analyzes information and prepares reports in collaboration with the Manager, Capital projects.

• Leads the document preparation in support of the annual Capital Project Prioritization and Five Year Plan process.

• Attends capital project steering committee meetings, prepares minutes, and maintains familiarity with the progress of all major capital projects in order to support the preparation of capital project approval requests and information reports to the UBC Executive and UBC Board of Governors submissions.

• Assists in the writing of Business Cases to the Ministry of Advanced Education and Skills Training for capital project funding, in collaboration with Manager, Capital Projects and other University project stakeholders.

• Develops strategy and budget information, for capital project funding opportunities from external programs and agencies. Assesses eligibility, and prepares and submits applications for funding.

• Assists in financial and administrative management of routine capital programs and renewal programs, and in writing the annual submissions for funding and close-out.

• Liaises and works with other campus entities as required, including Facilities Planning, Project Services, UBC Properties Trust, Treasury, UBC Finance, Campus & Community Planning, Building Operations, and Energy & Water Services,

• Relieves the Manager, Capital Projects during vacation periods.

• Performs other related duties as required.

Consequence of Error/Judgement

The results of the work by the Assistant Manager, Capital Projects are used in decision-making, reporting, planning, and provision of information to the University and the Ministry of Advanced Education. Must exercise independent judgment in all areas.

Requires accurate knowledge of a wide range of university policies and procedures. Accurate and timely work is critical to the academic mission of the university and impacts recommendations affecting the commitment of capital funds and in dealing with policy issues.

At any given time, Capital Planning may be involved in 30 to 50 capital projects with a total value exceeding $200 million dollars. Error in judgement can have serious financial impact for the University as a whole.

Supervision Received

Receives direct supervision from the Manager, Capital Projects. Works to broad directives and established policies and guidelines to achieve overall objectives. Work is reviewed in terms of overall results and achievement of objectives.

Supervision Given

This position may have direct supervisory responsibility over students, support staff, professional staff, and consultants retained. Makes a continuous check of work progress to ensure milestones are achieved. 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. Minimum of five years of related experience 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

Undergraduate degree in a relevant discipline, commerce or business degree preferred but not mandatory. Specialized training and accreditation in project management, construction

management, or business management would be an asset.

Minimum of five years work experience in the building design and/or construction industry in an

institutional setting, leading to comprehensive understanding of the project planning, design and construction process, as well as building systems.

Demonstrated ability to analyze and summarize complex project information and to write succinct, coherent business reports. Demonstrated knowledge and advanced skills in project financial management and key stakeholder relations. Strong analytical, organizational, customer service,

communication, interpersonal and administrative skills. Results oriented with the ability to

self-establish priorities, multi task and work under pressure to meet established timelines.