Board Policies & Administrative Procedures

View All Procedures

Administrative Procedure 454.2: ROLE OF DIRECTOR OF OPERATIONS AND MAINTENANCE

Background

Guided by the Division's vision, mission, values, and goals, the Operations and Maintenance Supervisor will assist the Secretary-Treasurer in fulfilling the general and specific aspects of the role description for the Superintendent as defined in the School Act and Board policy.

Procedures

The Director of Operations and Maintenance is directly responsible and accountable to the Secretary-Treasurer.

The Director of Operations and Maintenance  will have specific responsibilities for:

  1. Facility Services Leadership
    1. Provides leadership on all matters related to Facility Services.
    2. Formulates and implements preventative maintenance programs for utility systems, equipment and building maintenance.
    3. Develops and implements a facility operations strategic plan for improvements and modifications covering facilities, equipment and grounds.
    4. Supports the provision of facility services to all Division owned sites.
    5. Liaises with school administration on repairs and maintenance required in Division owned buildings.
    6. Supports capital project management.
       
  2. Human Resources Management
    1. Maintains a continual dialogue with Facility Services staff to ensure that good performance is recognized and that potential problem areas are identified and resolved.
    2. Conducts meetings and discusses with Facility Services staff any proposed changes to Board policy, administrative procedures or service delivery, or as the need arises. 
    3. Maintains all records for Facility Services staff necessary for the purpose of input documentation for the payroll department, including approval of all overtime and time cards.
    4. Sets staffing levels and provides recommendations on the hiring of Facility Services staff.
    5. Provides support for the professional development and certification requirements of Facility Services staff.
    6. Supervises, evaluates and recommends retention/termination and suspension of Facility Services staff.
       
  3. Student Wellness
    1. Provides support to ensure that the physical environment is safe and conducive to student learning.
       
  4. Facility Services Management
    1. Monitors daily operation of the department and, in conjunction with Facility Services staff, make any necessary changes that would improve the operational efficiency of the department.
    2. Screens all work requests; prioritizes individual requests.
    3. Coordinates the day-to-day maintenance program and ensures all work is carried out in a timely fashion.
    4. Meets with sales representatives; coordinates evaluation of all new and existing equipment and supplies.
    5. Ensures that all school grounds and student drop-off areas are properly maintained year-round.
    6. Coordinates all summer maintenance projects and any IMR projects that are scheduled.
    7. Consults with Facility Services staff to ensure that electrical, mechanical or architectural hardware systems are part of any new construction or modernization.
    8. Consults with the Secretary-Treasurer on requirements for teacher housing within the Division; ensures units are inspected and maintained.
       
  5. Fiscal Responsibility
    1. Prepares and administers annual operational budget.
    2. Updates the three-year IMR Plan for the Division annually, ensuring consideration of changing priorities.
    3. In conjunction with the Secretary-Treasurer, develops the Capital Plan, as required.
    4. Ensures ordering of all supplies, furniture and equipment required for Facility Services.
    5. Administers all contracts for Facility Services.
    6. Ensures analysis of all utility invoices.
    7. Coordinates the sale or disbursement of all surplus furniture or equipment within the Division.
    8. Ensures coding of all invoices and credit card transactions, ensuring all invoicing to the department is correct.
    9. Operates in a fiscally prudent and responsible manner.
       
  6. Policy/Administrative Procedures
    1. Participates in the planning, development, implementation and evaluation of Board policies and administrative procedures within areas of responsibility.
    2. Ensures the application of Board policies and administrative procedures as required in the performance of duties.
    3. Organizational Management
    4. Within areas of responsibility, demonstrates effective organizational skills resulting in compliance with all legal and Board mandates and timelines and adherence to Secretary-Treasurer directives.
    5. Ensures response to any intrusion or building alarm.
    6. Handles emergencies and deals with crisis situations in a team-oriented fashion.
       
  7. Communications and Community Relations
    1. Takes appropriate actions to ensure open and transparent internal and external communications are developed and maintained in areas of responsibility.
    2. Ensures staff, students and parents have a high level of satisfaction with the services provided and with the responsiveness of the Facility Services department.
    3. Initiates and maintains contacts with outside agencies, local community groups and School Councils.
    4. Confers with specialists, external consultants and government personnel to obtain information and resolve disputes.
       
  8. Secretary-Treasurer Relations
    1. Establishes and maintains positive, professional working relations with the Secretary-Treasurer.
    2. Honours and facilitates the implementation of the Board's roles and responsibilities as defined in Board policy and encourages staff to do the same.
    3. Provides the information the Secretary-Treasurer requires to perform his role in an exemplary fashion.
    4. Handles other duties as assigned by the Secretary-Treasurer.
       
  9. Leadership Practices
    1. Practices leadership in a manner that is viewed positively and has the support of those with whom she works in carrying out the Secretary Treasurer’s expectations.
    2. Exhibits a high level of personal, professional and organizational integrity.
       

References

Section 18, 20, 60, 61, 96, 113, 116, 117 School Act

Employment Standards Code

Freedom of Information and Protection of Privacy Act

Labour Relations Code

Occupational Health and Safety Act

Funding Manual for School Authorities

 

Approved: December 4, 2012

Amended: August 21, 2018

Last Updated: July 11, 2019