Senior Officer, Facility Administration and Operations

Competition 1969

This position is part of the Association of the Academic Staff of the University of Alberta (AASUA).

In accordance with the Administrative and Professional Officer Agreement, this position has a comprehensive benefits package and an annual salary range of $69,169 to $115,281.

Location - This role is in-person at North Campus, Edmonton.

Working at the University of Alberta

The University of Alberta acknowledges that we are located on Treaty 6 territory, and respects the histories, languages and cultures of First Nations, Métis, Inuit and all FirstPeoples of Canada, whose presence continues to enrich our vibrant community.

The University of Alberta is a community of knowledge seekers, change makers and world shapers who lead with purpose each and every day. We are home to over 14,000 faculty and staff, more than 40,000 students and a growing community of 300,000 alumni worldwide.

Your work will have a meaningful influence on a fascinating cross-section of people — from our students and community members, to our renowned researchers and innovators, making discoveries and generating solutions that make the world healthier, safer, stronger and more just. Learn more.

Working for the University of Alberta’s Animal Care and Use Program

The University of Alberta’s Animal Care and Use Program, under the direction of the University Veterinarian, is responsible for providing support to the animal-based research and teaching community associated with the University of Alberta and its affiliates through its veterinary services team, Research Integrity Support compliance team, and its animal facilities. The University of Alberta is committed to providing excellence in support to all UA faculty, staff and trainees with accountability, communication, cooperation, customer service and integrity. 

The North Campus Animal Services Facility is composed of three operationally consolidated animal facilities, namely, the Health Sciences Facility, the Biosciences Facility and the Centre for Prion Diseases and services to Alternate Animal Housing sites, encompassing over 100,000 square feet (~9200 sq.M) on the University’s North Campus.

Position Summary

The Senior Officer, Facility Administration and Operations will oversee the administrative and operational management of the North Campus Animal Service facilities. Reporting to the Director, Operations, the Senior Officer, Facility Administration and Operations is pivotal in ensuring efficient operations in areas such as facility maintenance, animal ordering, cage washing, transactional financial management, IT infrastructure and contract management for supplies. The role is essential to maintaining an environment that meets regulatory standards and university policy and fosters excellence in animal research, aligning with the strategic goals of the University of Alberta.

Operating within a collaborative, multi-disciplinary environment, the Senior Officer is responsible for leading a team of that supports the efficient and effective operations of 100,000 sq ft of facilities space to support the University’s Animal Care and Use program.  This role manages facility and administrative resource allocation, ensures compliance with health, safety, and welfare standards, and maintains a high level of service quality to provide infrastructure to meet the complex and varied needs of research teams. As a key contributor to the strategic direction of NCAS, the Senior Officer develops and implements standards, safety practices, and resource planning strategies that align with institutional priorities and evolving research requirements.

Duties 

1. Facility Management

• Provide strategic and operational oversight of facility maintenance operations to ensure all areas remain safe, clean, and compliant with institutional and Canadian Council on Animal Care (CCAC) standards.
• Develop and implement long-term facility improvement plans, identifying opportunities for enhanced operational efficiency and modernization.
• Apply Lean Management Principles to streamline operations, reduce waste, and optimize facility management processes for improved efficiency and effectiveness.
• Working with University Departments (USOF) oversee the coordination of maintenance staff and external contractors for timely repairs, installations, and renovations, ensuring alignment with research needs and regulatory requirements.
• As part of the Senior leadership team of NCAS, contribute to the establishment of emergency protocols, including on-call response processes for issues such as system failures, animal health crises, and environmental or equipment emergencies.

2. Administrative Operations and Team Leadership

• Provide oversight and strategic direction to administrative teams, ensuring effective coordination of operational activities across the facility.
• Establish and maintain detailed records management systems that meet institutional, regulatory, and audit standards.
• Develop and implement administrative Standard Operating Procedures (SOPs) to drive efficiency and regulatory compliance related to the operations of the NCAS facilities.
• Manage the Information technology infrastructure and software needs to support the efficient and effective operations of the facility.
• Monitor the performance of administrative staff, offering mentorship and development opportunities to foster a high-performing team culture.
• Coordinate and oversee the operational flow of administrative functions to ensure smooth support for facility management and animal research operations.
• Ensure continuous improvement in administrative processes, identifying areas for efficiency and effectiveness within daily operations.

3. Animal Resource and Inventory Leadership

• Lead the strategic planning for animal resource acquisition, ensuring timely availability of required species and strains to support diverse research initiatives.
• Negotiate and manage vendor relationships to secure high-quality animals and optimize procurement terms within budget constraints.
• Implement inventory management systems to track supplies, identify potential shortages, and forecast future resource needs.
• Drive process improvements in animal ordering and inventory logistics, reducing operational delays and enhancing service delivery.

4. Cage Wash Operations and Team Leadership

• Provide leadership and oversight to the cage wash team, ensuring the efficient and compliant operation of all cage washing and sanitation activities.
• Continuously evaluate and optimize cage wash operations for efficiency and effectiveness, identifying opportunities for improvement in process and technology.
• Manage the scheduling, training, and performance of cage wash staff to ensure high standards of cleanliness, hygiene, and regulatory compliance are met consistently across all facilities.
• Develop a comprehensive training program for all staff members, including initial training and verification of the ability to perform duties, as well as regular opportunities to refresh training on key components
• Develop and enforce protocols for cage washing processes, ensuring all equipment and cages are sanitized to meet CCAC standards and support the welfare of animals.
• Collaborate with animal care staff and facility managers to align cage washing schedules with operational needs, minimizing disruptions to research activities.
• Ensure that proper inventory levels of cleaning supplies and equipment are maintained, making timely requests for replenishment as needed.

5. Financial and Budgetary Oversight

• Provide leadership in financial planning, including the development of transactional management systems for billing and invoicing facility services.
• Prepare comprehensive financial reports, analyzing trends, monitoring budget performance, and making data-driven recommendations to the Director, Operations NCAS.
• Identify cost-saving opportunities in operational expenses and contracts while maintaining compliance and service quality.
• Establish and oversee budgetary controls for procurement, operational supplies, and facility services to ensure sustainability and accountability.

6. Contract and Supplier Management

• Lead the administration and strategic management of supplier contracts for essential goods and services, ensuring alignment with operational priorities and institutional policies.
• Conduct regular performance evaluations of vendors, leveraging data to enhance cost-efficiency and operational reliability.
• Establish streamlined inventory tracking systems that ensure timely reordering while preventing overstock or waste.
• Implement and oversee procurement policies that align with ethical standards and regulatory requirements.

Qualifications

• Education:  Bachelor’s degree in Animal Sciences, Animal Biology, or related field and a business, management or leadership certificate.  Master’s-level CALAS certification or industry training, along with CALAS membership is preferred.  Laboratory Animal Management certificate provided by the Institute for Laboratory Animal Management (ILAM) through the AALAS education program would be a valuable asset.
• Experience: 5-7 years of experience in a supervisory or leadership role in animal care, facility operations, and biosecurity, including handling of diverse species and relevant research protocols. Experience in facility operations management, including oversight of maintenance, staff management, and logistical coordination in a complex environment (preferably a research or healthcare setting).  Familiarity with animal care facilities or environments governed by regulatory bodies such as the Canadian Council on Animal Care (CCAC) or similar.
• Equivalent combinations of education and experience may be considered.
• Leadership and Supervisory Skills: 5 - 7  years of experience managing diverse, unionized teams, including hiring, training, performance management, and strategic leadership in a complex environment. Knowledge of Collective Agreements and HR best practices is essential.
• Strategic and Operational Planning: Proven experience experience, with a track record of implementing improvements to enhance operational efficiency, reduce costs, and meet evolving research needs.
• Communication and Interpersonal Skills: Excellent communication and interpersonal skills, with the ability to effectively interact with faculty, veterinarians, research staff, and external stakeholders to support the animal care program. Proven ability to work within a collaborative framework, engaging with university veterinarians and other research support teams to meet shared goals without direct reporting authority. Skilled in conflict resolution and problem-solving in a team setting, able to navigate complex relationships within a research institution.
• Financial and Contract Management: Strong understanding of financial processes, including budgeting, billing, and procurement, as well as supplier contract negotiation and administration.
• Information Systems: Proficiency with IT systems relevant to facility management, such as inventory tracking software, billing systems, and compliance documentation tools.
• Organizational and Project Management: Exceptional organizational, time management, and project management skills, with the ability to make decisions under pressure while handling multiple priorities.
• Confidentiality and Compliance: Adheres strictly to confidentiality standards and university policies, including annual Conflict of Interest Declaration, Criminal Records Check, and support for diversity, equity, and inclusion initiatives.