Vice President & Chief Operations and Projects Officer
The purpose of the Vice President Chief Operations and Projects Officer is to oversee and manage the Project Management Unit, Safety and Security Department, and Facilities Management Department, ensuring efficient operations, enhancing safety and security measures, optimizing facility management, and providing strategic direction for the execution of all major capital projects to support the university's mission and objectives.
Key Outputs:
| 1. | Effective Facility Management: |
| • Maintenance and upkeep of university facilities to ensure they are functional, safe, and conducive to academic and administrative activities. | |
| • Implementation of preventive maintenance schedules to address facility-related issues proactively. | |
| 2. | Enhanced Safety and Security Measures: |
| • Implementation of improved safety protocols and security measures across the university campus | |
| • Reduction in the number of safety incidents and security breaches. | |
| 3. | Strategic Direction for Capital Projects: |
| • Provision of strategic guidance and direction for all major capital projects undertaken by the university. | |
| • Alignment of capital projects with the university's strategic goals and objectives. | |
| 4. | Timely and Efficient Project Execution: |
| • Successful completion of major capital projects within established timelines and budgetary constraints. | |
| • Implementation of effective project management strategies to ensure smooth project execution. | |
| 5. | Stakeholder Collaboration and Communication: |
| • Establishment and maintenance of effective communication channels with internal and external stakeholders. | |
| • Collaboration with stakeholders to assess project needs, gather feedback, and ensure project alignment with stakeholder expectations. | |
| 6. | Resource Allocation and Management: |
| • Efficient allocation and utilization of resources, including budgetary allocations, personnel, and equipment, to support operational and project management activities. | |
| • Monitoring and management of project budgets and expenditures to ensure adherence to financial constraints. | |
| 7. | Risk Management and Mitigation: |
| • Identification of potential risks associated with capital projects, safety, and facility management. | |
| • Implementation of risk mitigation strategies to minimize the impact of identified risks on project outcomes and operational activities. | |
| 8. | Adherence to Regulatory Standards: |
| • Compliance with relevant regulatory standards, codes, and guidelines governing project management, safety, security, and facility management. | |
| • Implementation of measures to ensure compliance with legal and regulatory requirements. | |
| 9. | Ethical Conduct: |
| • Uphold the highest standards of ethical conduct, integrity, and professionalism in all business development activities. | |
| • Ensure compliance with relevant laws, regulations, and university policies governing business practices and interactions with external partners. |
Key Responsibility Areas:
- Strategic Leadership: Provide strategic direction and leadership for the Project Management Unit, Safety and Security Department, and Facilities Management Department to ensure alignment with the university's mission and goals.
- Operations Management: Oversee the day-to-day operations of the Project Management Unit, Safety and Security Department, and Facilities Management Department, ensuring efficient and effective functioning.
- Capital Project Management: Provide direction and oversight for the execution of all major capital projects undertaken by the university, ensuring adherence to timelines, budgetary constraints, and quality standards.
- Safety and Security: Develop and implement safety protocols and security measures across the university campus to create a secure environment for students, faculty, staff, and visitors.
- Facility Management: Manage and maintain university facilities to ensure they are well-equipped, safe, and conducive to teaching, learning, and research activities.
- Stakeholder Engagement: Collaborate with internal and external stakeholders, including department heads, faculty, staff, alumni, and community partners, to assess project needs, gather feedback, and ensure project alignment with stakeholder expectations.
- Resource Allocation: Efficiently allocate and manage resources, including budgetary allocations, personnel, and equipment, to support operational and project management activities.
- Risk Management: Identify potential risks associated with capital projects, safety, and facility management, and develop proactive strategies to mitigate risks and ensure continuity of operations.
- Compliance: Ensure compliance with relevant regulatory standards, codes, and guidelines governing project management, safety, security, and facility management.
- Reporting and Accountability: Provide regular updates and reports to the President and executive management team on the progress, challenges, and achievements of operational and project management activities, ensuring transparency and accountability.
- Professional Development: Foster a culture of continuous learning and professional development within the division, providing opportunities for staff members to enhance their skills and expertise.
Authority:
The Vice President of Chief Operations and Projects Officer oversees budget allocations for all major capital projects, operational departments (Project Management, Safety and Security, Facilities Management), and resource allocation within their purview.
Performance Standards:
| 1. | Accountability: |
| Demonstrates responsibility for completing tasks and understands how performance impacts overall goals. | |
| Works independently under limited supervision, establishing priorities appropriately and planning effectively to address issues. | |
| 2. | Ethical Behavior: |
| Exhibits integrity, honesty, and loyalty in all tasks and interactions. | |
| 3. | Teamwork: |
| Commits to the success of colleagues by sharing information and offering assistance across units and departments. | |
| isplays a team-based approach to work and actively seeks opinions and feedback from others. | |
| 4. | Effective Communication: |
| Conveys information clearly and concisely to all individuals, including supervisors and coworkers. | |
| 5. | Effective Time Management: |
| Completes work on schedule, accurately estimating time required for tasks and meeting deadlines consistently. | |
| 6. | Effective Problem Solving: |
| Identifies problems, presents alternatives and creative solutions, and assesses consequences. | |
| Demonstrates flexibility and openness to new ideas and approaches. | |
| 7. | Excellence in Service: |
| Demonstrates customer service skills by anticipating and addressing stakeholder needs in a timely manner. | |
| Represents the department professionally, exercising sound judgment and creativity. | |
| Initiates and leads projects that advance departmental mission and vision, seeking opportunities to improve services. | |
| 8. | Focus on Outcomes: |
| Participates fully in achieving annual unit and divisional goals, completing projects according to established timelines and requirements. | |
| 9. | Professionalism: |
| Handles oneself with expertise, integrity, and commitment to university goals. | |
| Demonstrates knowledge of unit functions and conducts communications with honesty and integrity. | |
| Earns the trust of colleagues and clients and seeks clarity from supervisors as needed. | |
| 10. | Serving as an Information Source: |
| Acts as a trusted source of clear and accurate information to the university community. | |
| Articulates the university's mission and critical messages effectively, exhibiting outstanding verbal and written communication skills. | |
| 11. | Creativity: |
| Provides creative solutions to complex problems, actively engaging in collaborative processes with clients. | |
| Integrates client feedback and maximizes existing resources to meet client needs. | |
| Actively involved in generating ideas for creative media and problem-solving, staying abreast of industry standards and new approaches. |
Internal and External Contacts:
|
(i) Within the Division/Branch/Section/Unit |
|
Contact |
Purpose of Communication |
|
President and Executive Leadership Team |
To provide updates on project statuses, operational matters, and strategic initiatives. |
|
Deans and Department Heads |
To collaborate on project needs, gather feedback, and ensure alignment with academic goals. |
|
Faculty and Researchers |
To oversee facility maintenance, repairs, upgrades, and utilization. |
|
Safety and Security Department Staff |
To coordinate safety measures, security protocols, and incident response procedures. |
|
Facilities Management Department Staff |
To oversee facility maintenance, repairs, upgrades, and utilization. |
|
Project Management Unit Staff |
To manage project planning, execution, and completion. |
|
Finance and Budgeting Department |
To manage budget allocations, financial reporting, and resource planning. |
|
Human Resources Department |
To address staffing needs, performance evaluations, and professional development. |
|
Student Services |
To address student-related issues, feedback, and concerns regarding campus operations. |
(ii) External Contacts
|
Contact |
Purpose of Communication |
|
Government Agencies |
To comply with regulatory requirements, obtain permits, and seek funding for projects. |
|
Contractors and Vendors |
To solicit bids, negotiate contracts, and manage relationships for project implementation. |
|
Regulatory Bodies |
To stay informed about industry regulations, standards, and compliance requirements. |
|
Professional Associations |
To participate in conferences, workshops, and networking events related to operations and project management. |
Special conditions associated with the job:
Ability to meet a flexible work schedule including evenings and weekends and available on-call for emergencies by telephone and/or cell phone.
Required Competencies:
Core Competencies:
- Leadership: Ability to provide strategic direction, inspire and motivate teams, and foster a collaborative and inclusive work environment.
- Communication: Excellent verbal and written communication skills to effectively convey ideas, negotiate agreements, and build relationships with internal and external stakeholders.
- Decision-Making: Strong analytical and critical thinking skills to assess complex situations, make informed decisions, and prioritize initiatives to achieve organizational goals.
- Problem-Solving: Proven ability to identify challenges, analyse root causes, and develop innovative solutions to address operational and project management issues.
- Adaptability: Flexibility and resilience to thrive in a dynamic and changing environment, adjusting strategies and approaches as needed to meet evolving needs and priorities.
- Strategic Thinking: Capacity to think strategically, anticipate future trends, and align operational and project management activities with the university's mission and objectives.
- Collaboration: Ability to work effectively with cross-functional teams, foster collaboration, and build consensus to achieve common goals.
- Ethics and Integrity: Commitment to upholding ethical standards, integrity, and accountability in all aspects of operations and project management.
Technical Competencies:
- Project Management: Proficiency in project management methodologies, tools, and techniques to oversee the planning, execution, and completion of major capital projects.
- Operations Management: Knowledge of operations management principles and practices to optimize efficiency, productivity, and resource utilization within operational departments.
- Safety and Security: Understanding of safety and security protocols, regulations, and best practices to ensure a safe and secure environment for students, faculty, staff, and visitors.
- Facility Management: Expertise in facility management concepts, including maintenance, repair, space planning, and sustainability practices, to oversee university facilities effectively.
- Financial Management: Understanding of budgeting, financial planning, and resource allocation processes to manage budgets, monitor expenditures, and ensure fiscal responsibility.
- Risk Management: Ability to identify, assess, and mitigate risks associated with capital projects, safety, and facility management to minimize disruptions and liabilities.
- Regulatory Compliance: Knowledge of relevant laws, regulations, and standards governing project management, safety, security, and facility operations to ensure compliance and avoid legal issues.
- Stakeholder Engagement: Experience in engaging with internal and external stakeholders, including government agencies, contractors, community partners, and industry associations, to build relationships, address concerns, and foster collaboration.
Minimum Required Education and Experience:
Education:
- A master's degree or higher in business administration, project management, engineering, facilities management, or a related field is required. A doctoral degree may be preferred.
Experience:
- At least 8 -10 years of progressively responsible experience in operations management, project management, and leadership roles within higher education, construction, engineering, or related industries.
- Experience in the Government of Jamaica Public Investment Management System (PIMS) is highly desirable.
- Demonstrated experience overseeing and managing major capital projects, facilities management, safety and security operations, and cross-functional teams.
- Proven track record of successful strategic planning, implementation, and execution of initiatives to support organizational goals and objectives.
- Experience in budget management, financial planning, and resource allocation within a complex organizational environment.
- Strong leadership, communication, and interpersonal skills, with the ability to collaborate effectively with diverse stakeholders and build consensus.
- Experience in regulatory compliance, risk management, and adherence to industry standards and best practices.
- Previous experience working in a senior management position within a higher education institution or a similarly complex organization is highly desirable.
- Relevant professional certifications such as Project Management Professional (PMP), or equivalent project management certification is desirable.
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Interested persons seeking a career opportunity who meet the specified requirements are invited to submit electronically (PDF only) a job application letter and a detailed resume with subject line Vice President & Chief Operations and Projects Officer for consideration to hrm@utech.edu.jm by 3:45 p.m. April 2, 2024. Applications should be addressed to:
Vice President and Chief Human Resource Officer
Division of Human Resources & Administration
University of Technology, Jamaica
237 Old Hope Road, Kingston 6
ONLY SHORTLISTED CANDIDATES WILL BE CONTACTED