Program Manager, Finance and Business Services

JOB SUMMARY

The Library Facilities unit in the Ottawa Public Library (OPL) is reponsible for facilities planning and capital facilities development to develop and implement appropriate facilities services/supports which respond to changing community needs, including the development of new community branch facilities, the renewal and retrofit of existing facilities, and the coordination of lifecycle projects for the OPL (33 branches, 191 Laurier St. and the Materials Handling Centre); as well as the OPL signage program, promoting a greening approach within facilities, and managing accessibility requirements for the built environment. 

You provide professional leadership and coordination in the planning, implementation, and administration of facility policies, programs and projects, and are responsible for the planning, coordinated development, management, implementation and evaluation of all related activities, programs, services and initiatives consistent with the library’s strategic directions and corporate vision. You oversee the development of new community branch facilities, the renewal of existing facilities and the coordination of lifecycle projects. You are also responsible for establishing and maintaining positive client relationships with internal and external management and stakeholders.

You are the Ottawa Public Library lead in the planning, development, implementation and evaluation of facilities planning, renewal and lifecycle including: 

• Developing, implementing and maintaining an OPL facilities strategy for new library branches
• Developing standards and initiatives for a facilities management program within OPL
• Developing and managing large project budgets (operating, capital, and development charges) related to new, renewed, and lifecycle facilities programs 
• Developing and ensuring an effective project management approach is applied to all capital projects 
• Managing and coordinating the end-to-end delivery of all capital facilities development, renewals, retrofit, and lifecycle projects 
• Coordinating and ensuring OPL’s lifecycle facilities management work is done 
• Ensuring general repairs and maintenance to OPL’s facilities are done
• Overseeing projects relating to furniture acquisition and replacement
• Developing, implementing and maintaining an OPL signage program
• Managing and promoting interest in OPL’s greening approach within facilities 
• Managing accessibility requirements for the built environment
• Representing OPL to internal and external audiences as required regarding all facilities issues and projects
• Ensuring all stakeholders are provided with appropriate and timely communications 
• Consulting with/engaging OPL/branch management or staff to understand emerging community needs and challenges and to develop and implement appropriate facilities services/supports which respond to changing community needs
• Acting as a relationship manager with staff 
• Leading, consulting and/or supporting strategic partnerships and corporate projects as assigned
• Assisting the Division Manager with strategic/budget plans and policy development.  

You are also responsible for developing and monitoring operating and capital budgets, and for managing the human resources of the Unit, including hiring, termination, performance management and discipline of staff as necessary.

EDUCATION AND EXPERIENCE

Completion of 4 year university degree in business administration or financial management or related field.

Minimum of 7 years of related experience in management of operating and capital budgets, risk management and performance measurement, preferably in a municipal setting. 

KNOWLEDGE

• General knowledge of the Ottawa Public Library, City of Ottawa and of corporate and OPL policies and procedures
• Sound knowledge of the vision, mission and values of the Ottawa Public Library
• Legislation, policies, regulations, guidelines and operational procedures relevant to the operational area, including the Public Libraries Act and the Municipal Freedom of Information and Protection of Privacy Act, Copyright  Act and Accessibility for Ontarians with Disabilities Act
• Principles, processes and responsibilities for managing organizational change
• Familiarity with, and adherence to the principles of intellectual freedom
• Project management principles, approaches, tools and application
• General knowledge of the roles and responsibilities of the City’s Financial Services, Corporate Security, Procurement, Fleet Services staff, policies, practices and processes, including, vehicle acquisitions, disposal and maintenance
• General understanding of governance structures between the OPL and the City of Ottawa
• Principles and practices for the coordination of MFIPPA for the OPL
• Principles, standards, processes and practices of risk management, materials delivery and performance measurement 
• Financial management, budgeting, cash handling, purchasing/procurement principles, standards and practices
• Contract document preparation, the tendering process and supervision of field services
• Management leadership competencies and motivational techniques.  Working knowledge of corporate human resource policies, practices and collective agreements related to managing in a unionized environment, including hiring, dismissal, performance management and the grievance procedure
• Methods used to deal with the media in a professional manner
• Computer applications, including MS Office (with particular strength in MS Excel), SAP, and ILS.
• Must be familiar with all applicable health and safety legislation, have knowledge of any potential or actual danger to health or safety in the work place, and have knowledge of appropriate actions to be taken in order to ensure the health and safety of staff in accordance with applicable legislation and City policies and procedures.

COMPETENCIES, SKILLS AND ABILITIES

Core Behaviours
Core behaviours define the City's expectations of the behaviours employees should demonstrate in performing their work.  They are reflective of the City's culture and values and guide all our present and future activities.  Every employee is encouraged to learn, embody, and demonstrate these core behaviours.

Review the Core Behaviours.

Leadership Competencies
The City has defined key competencies that leaders are expected to embody and demonstrate to successfully move the organization towards achieving its strategic objectives and create an organizational culture that supports and empowers employees to excel, grow and reach their full potential. These leadership competencies and associated behaviours are expected to be demonstrated by leaders at all levels of the organization. 

Review the Leadership Competencies.