Asset Management Coordinator - VancouverUBC, Canada - University of British Columbia

Description

Job Category
CUPE 116

Job Profile
CUPE 116 Salaried – Engineering Assistant

Job Title
Asset Management Coordinator (Term – 12 Months)

Department
Engineering & Assets Municipal Services Building Operations

Compensation Range
$5,877.00 – $6,269.00 CAD Monthly

Posting End Date
November 3, 2023

Note: Applications will be accepted until 11:59 PM on the day prior to the Posting End Date above.

Job End Date

Oct 31, 2024

Additional eligibility: CUPE 116 – 10% of Classification Grade

At UBC, we believe that attracting and sustaining a diverse workforce is key to the successful pursuit of excellence in research, innovation, and learning for all faculty, staff and students. Our commitment to employment equity helps achieve inclusion and fairness, brings rich diversity to UBC as a workplace, and creates the necessary conditions for a rewarding career.

Job Summary

Under direction from the Municipal Engineer, administrates lifecycle management and maintenance plans for municipal assets. Responsible for asset inventorying, tracking, conditional assessment, data analysis and reporting.

Maintains UBC GIS and asset maintenance management (Planon) data including regular updates. Reviews as-built record drawings and updates UBC digital maps in 3D format using Auto CAD Map 3D 2019 version. Performs spatial analysis and distributes digital maps for the University and consultants using ArcGIS and AutoCAD Map 3D software.

Organizational Status

Reports to Municipal Engineer with direction from the Landscape Architect in Municipal Services. Works in conjunction with Municipal staff, Geographic Information System (GIS) practitioners, other UBC departments, contractors and consultants as required. Works from oral or written instructions, guidelines and departmental procedures and standards.

Work Performed

1. Contributes to the asset management strategy, presenting asset management functions, data and software by making recommendations and implementing asset attribute capturing methods and platforms and standardizing procedures.

2. Coordinates condition monitoring programs for various asset categories including UBC Transportation and draining systems,, urban and natural assets ,Fleet assets and infrastructure, Waste infrastructure, and supporting inventory and tool management.. Provides team members with current inspection status and work packages for condition monitoring. Supports training, communicates changes and procedures with team members to ensure data integrity.

3. Reviews and field-checks consultants record drawings for accuracy and for compliance with UBC Technical Guidelines and Engineering standards. Assigns inventory numbers for new assets installed by the project and drafts Preventive Maintenance procedures for them.

4. Assists with developing engineering and asset data collection standards and specifications by researching and reporting on the standard methodologies and knowing the latest regulatory additions and changes. Works with Municipal Technical team to edit UBC Technical Guidelines to reflect best and current practices and regulatory compliance.

5. Researching and providing reports on current material and life cycle cost analyses to contribute to the development of capital works for infrastructure additions, improvements and replacements.

6. Researches, compiles, analyzes and enters geographic and asset inventory data from engineering as-built record drawings, tradesperson input and site observations and related documentation into an Enterprise GIS; produces computerized base, utility servicing drawings landscape areas, road and sidewalk servicing maps, waste servicing maps, and other and related material as required.

7. Provides estimates of an asset's remaining service life and costs for maintaining, repairing and replacing, making recommendations for maintenance and/or replacement.

8. Prepares sketches, custom maps and other graphic material for Municipal team and Engineers for excavation works, maintenance, design and reports. Assists Municipal team and contractors in locating existing services to prevent their potential damage.

9. Researches and provides factual information on the location of assets, as-built drawings (CAD), , GIS information (SHP),and procedures to a variety of internal and external contacts such as engineers, tradespeople, skilled staff, contractors and consultants.

10. Maintains the GIS database using manual and various automated routines to enter, update and convert spatial and attribute data; conducts quality assurance audits of the GIS data such as audits based on data attributes, record drawings, etc. Coordinates the implementation of the "closed loop" systems for asset inspection data capture and conversion into the GIS.

11. Assists their manager in regular updates and maintenance for software and procedural asset management related issues.

12. Assists with developing risk management procedures in lifecycle cost analysis and performance engineering by providing the most current asset maintenance records and the latest condition assessments.

13. Assists in preparing engineering reports and studies, system statistics, condition assessments and updates technical correspondence related to infrastructure.

14. Analyzes user requests for information; consults with users on information requirements and provides advice on Municipal capabilities; liaises with Municipal staff, other departments and consultants to ensure data is correct; identifies and resolves anomalies in data quality as appropriate.

15. Conducts field inspections to verify site information as required.

16. Conducts field surveys to accurately measure existing utility assets.

17. Operates various office equipment such as scanners, copiers, plotters and computers.

18. Performs general drafting duties such as calculating quantities and dimensions, preparing general analysis, updating databases, distributing, filing and indexing of material as required.

19. Other similar duties related to the qualifications and requirements of this classification

Consequence of Error/Judgement

An incumbent of a position in this class compiles asset maintenance records and generates lists of assets to be inspected/tested to meet regulatory requirements imposed by Vancouver Fire Department, the Province of British Columbia, Metro Vancouver and BC Safety Authorities. This includes required annual inspections and submission of annual reports to relevant authorities ensuring UBC aligns with their regulations. This work requires the utmost accuracy as errors may result in costly finds for noncompliance. The incumbent will also affect the allocation of funding in certain areas within project budgets of up to several million dollars. Errors in this work can cause problems of a financial, safety or political nature including, but not limited to: campus sustainability commitments, regulatory requirements of Metro Vancouver (e.g. Solid Waste Management Plan commitments), Renewable and Low Carbon Fuel requirements regulations etc.

Supervision Received

Reports directly to the Municipal Engineer. Exercises considerable independence of judgment and action in performing assigned duties referring or discussing the more sophisticated problems with the manager who reviews work performance during progress.

Supervision Given

May provide guidance and direction to seasonal or coop students and works with operations staff on ensuring data integrity, procedures, processes and technology.

Minimum Qualifications

A technical diploma in a relevant program and a minimum five years of related experience or an 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

High school graduation plus Advanced Diploma in Geographic Information Systems or Diploma in Civil Engineering Technology. Eligibility for membership with Geospatial Information & Technology Association or the Applied Science Technologists and Technicians Association of BC (ASTTBC).

Certificate in asset management would be considered an asset.

Valid Class 5 BC Driver's License. 5 years proven experience or the equivalent combination of education and experience. Seven years' drafting and GIS experience and seven years' experience in a planning or engineering setting preferred. Experience in asset life-cycle reporting and costing preferred. Experience preparing and managing contract agreements preferred.

• Detailed knowledge of civil engineering and construction principles and concepts
• Solid understanding of data requirements for modeling and asset management
• Solid understanding of regulatory requirements and asset management standards
• Ability to pull data, interpret and communicate analytics and generate graphical presentations and reports.
• Ability to perform skilled drafting tasks of a civil engineering or planning nature
• Sound knowledge of computer assisted drafting methods, practices and techniques
• Ability to spot inaccuracies in drawings and find (research) the correct information
• Ability to produce drawings to established standards and requirements from written, sketched or oral instructions
• Proven track record to meet targets/successful results
• Sound knowledge of the applicable departmental standards, practices and procedures
• Sound knowledge of the UBC Technical Guidelines and regulatory requirements
• Proficient in MS Office Suite products, maintenance management software, ArcGIS, and AutoCAD Map 3D.
• Ability to establish and maintain effective working relationships with internal and external contacts
• Ability to communicate clearly and concisely (both written and verbal), exercise tact and good judgment.

Expected competencies

– Planning and organizing – Developing, implementing, evaluating and adjusting own plans and activities to reach goals, while ensuring the optimal use of resources

– Initiative – Dealing with situations and issues proactively and persistently by identifying the immediate action needed and seizing the opportunities that arise

– Information management – Demonstrates basic knowledge and ability and uses appropriate procedures to collect, prioritize, retrieve, maintain and disseminate information in common situations that present limited difficulties. Initiates and adapts procedures to meet unusual situations

– Achievement orientation – Focusing efforts on achieving high quality results to help others meet and exceed the organization's standards

– Attention to detail – Working in a conscientious, consistent and detailed manner in order to recognize less obvious information.

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