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Posting Number: YUSA-11360
Position Title: Planner (Architectural Discipline)
Department: Planning & Architectural Design Services, Campus Services & Business Operations
Category: Administrative/Secretarial/Clerical
Reports To: Director, Planning & Renovations
Affiliation/Union: YUSA
Band: 15
Salary: $72,817
Hours of Work: 8:30 am - 4:30 pm
Position Start Date: November 1, 2018   Position End Date: October 31, 2020
Full-Time / Part-Time: Full-Time
Duration: Contract- Limited Term
 
Purpose:

Please Note: There are 2 positions available.

Please note that the internal posting title is "Planner". Reporting to the Director of Planning and Renovations or Manager of Planning & Architectural Design Services the Planner is responsible for simultaneously preparing project background, design briefs, plans for new, renovations and renewal projects varying in scale and complexity on both the Keele and Glendon Campuses. This entails leading, coordinating and directing the design process, the space and program analysis, site surveys of existing conditions, evaluating building systems and hazardous material, inventory of furnishings and equipment finishes, preparation of contracts and agreements for appropriate signatures, preparation of schedules and budgets at different stages of planning, design or construction, coordinates and supervises external Consultants and various key departments within the University, coordination from layouts to purchasing of furniture and various types of equipment, move and site coordination and participates in the development of standards such as lighting, washroom fixtures, flooring, furniture etc.
 
Responsibilities:
PLANNING AND DESIGN OF NEW, RENOVATIONS AND RENEWAL PROJECTS:
Develops designs, projects briefs and Client Statement of Requirements for all planning and design projects. Works with stakeholders on planning, testing and designing proposed capital projects on campus to establish project parameters, benchmark and to acquire general funding approval for projects ranging in $5 to $40 million in construction value. Initiates and leads capital project programming, schematic design, equipment list, and preliminary site investigation and overall site analysis to ensure compatibility with the university master plan. Exchanges sensitive and proprietary client information in a sensitive way while maintaining diplomacy and tact when dealing with highly confidential and political charged projects including respective client users and staff. Acquires (research, provided by client) high level confidential information regarding users’ needs, program and any special accommodations on a project by project basis. Responsible for the oversight of 15 to 20 multiple projects and varying complexity, code and life safety implications, budgets and timelines. Develops detailed construction designs and solutions required to complete the renovation or alteration of a project while being considerate of budget, schedule and customer needs. Analyzes space data and develops proposals for projects that are within York University’s standard space requirements as well as architectural and interior design standards. Develops conceptual plans for floors or areas to be changed in connection with the renovation or alteration required for each project in context with the existing space. Generates a program and or scope of work for each project. Provides to clients standards for materials, methods of planning or construction and furniture and equipment. Performs Architectural and Furnishing Site surveys of existing conditions. Assessing for current Architectural and furnishing conditions prior to presenting design to client. Purchases materials, equipment, services and furniture by developing rationale for purchase, creating purchase order and obtaining approvals based on procurement policies. Develops plans and budgets for space use changes/renovations/alterations to existing space. Develops design and technical solutions based on Client needs (may include sourcing of specific material, equipment and specialty items). Participates in the process required to take a renovation project from its initiation to completion of documents including project schedule. Arranges for and monitors any dialogue between users and consultants necessary to ensure that the project best meets the University's requirements. Provides direction and instructions to contractors for the completion of project work. Prepares initial detailed and comprehensive project budgets for proposed projects to acquire appropriate funding working with the client or funding agencies such as CFI (Canadian Foundation for Innovation). Prepares accurate and detailed project and construction cost estimates for the implementation of major renovations and renewal projects such as renovation and alteration projects, while consulting with client, consultant and project team members. Monitors project budget and tracks expenditures over the course of planning, design and construction phases while value engineering from schematic design phase to final completion phase of the project to insure projects remain on budget. Participates in the development of construction documents including construction specifications for architectural and interior design, tender contract documents, contract administration-tender and construction procedures such as: tender invitations, letter of award, evaluation of tenders. Prepares RFQ, RFP requests for fee contract proposals, prepares purchase orders and makes revisions to contracts for agreements with consultants, suppliers and general or trade contractors. Prepares schedules from schematic drawings to final construction phases, to inform clients of project milestones and changes to same throughout the design phase of the project. Percentage of time: 55%

PROJECT COORDINATION:
Leads and coordinates the client engagement process and facilities the consultation process by external professional consultants. Liaises with Clients on designs, terms of reference, drawings, schedules, budgets, recommendations and other issues related to the project. Meets with client on a regular basis to obtain agreement and sign off on designs at various stages of project. Coordinates with various internal and external departments to ensure completion of projects (e.g. contractors, trades staff). Coordinates and provides direction to various consultants, such as Architects, Engineers (Mechanical, Electrical, Structural), Building Code and Life Safety Consultants, Sustainability and Environmental, Fire Safety, Vendors and Suppliers, to complete designs, permit drawings, construction drawings and written specifications ensuring the drawings and written specifications meet Provincial and local legislative and safety standards. Coordinates with various departments in relation to public safety such as the Department of Occupational Health & Safety (DOHS) and Fire Safety regarding various prevention and emergency procedures. Coordinates and oversees furniture and equipment move projects. This involves scheduling moves with occupants, arranges for packing supplies, inventories furniture, assessing how to arrange furniture to fit new space, schedules move, ensuring furniture is set-up to pre- determined specifications as well as engaging external professional movers. Coordinates with pertinent departments within the York University Community to ensure user security and communication needs are met (e.g. Telecom, Network Operations). Coordinates with various departments such as Finance/Accounting & Procurement in preparing purchase orders, cheque requisitions, declarations of surplus. Coordinates with various City of Toronto departments, such as Planning, Building, Heritage and facilitates the review and approval of the City processes and makes requisite payments for permits and approval. Coordinates and incorporates University requirements with Finance Department, Maintenance, UIT and other relevant York departments through the use of asset management technologies such as Maximo. Coordinates sustainable and green practices consistent with LEED (Leadership in Energy and Environmental Design) and other related standards such as the City of Toronto Green Standards. Coordinates renovations and alterations including contract administration. Interfaces with contractor for on site design issues and to ensure construction is in compliance with design drawings and building codes. Participates in review of space and work to determine if there are deficiencies and/or the completion of work meets all contractual obligations prior to confirming approval of work. Prepares initial detailed and comprehensive project budgets for proposed projects to acquire appropriate funding working with the client or funding agencies such as CFI (Canadian Foundation for Innovation). Prepares accurate and detailed project and construction cost estimates for the implementation of major renovations and renewal projects, while consulting with client, consultant and project team members. Monitors project budget and tracks expenditures over the course of planning, design and construction phases while value engineering from schematic design phase to final completion phase of the project to insure projects remain on budget. Percentage of time: 40%

PERFORMS OTHER RELATED DUTIES AS ASSIGNED. Percentage of time: 5%
 
Contacts:
Type: Senior administrative managers; other members of Facilities Planning; Deans, Directors, Managers and Executive assistants within academic and administrative units, Faculty members; contact with consultants and contractors; Facilities Managers.
Purpose: To determine Client needs; to provide budget and space use; to make recommendations; to investigate current and/or future use of buildings or facilities; to develop plans/designs to suit Client requirements, within University standards; to obtain cost information and discuss methods and materials.

Type: Senior administrative managers; other members of Facilities Planning; Deans, Directors, Managers and Executive assistants within academic and administrative units, Faculty members; contact with consultants and contractors.
Purpose: To provide budget and space use; to make recommendations; to investigate current and/or future use of buildings or facilities; to develop plans/designs to suit user requirements, within University standards; to obtain cost information and discuss methods and materials.
 
Communications:
English
  • Basic reading skills (eg. Scanning text, reading forms, etc)
  • Basic writing skills (eg. Writing brief notes, completing forms, etc.)
  • Comprehends written material (eg. Asking & answering simple or repetitive questions, etc.)
  • Write non-complex documents (eg. Extracting information/details, reading reports/correspondence, etc.)
  • Sustains conversation on specific topics (eg. Explains standard policies/procedures/services, etc.)
  • Sustains in-depth conversation (eg. Interpreting & expressing complicated ideas, making presentations, etc.)
 
Responsibility for Others:
Affiliation   Number of Individuals   Direct/Indirect   Type
YUSA   1-5   Indirect   Administrative/Secretarial/Clerical

The following supervisory responsibilities are required for the individuals listed in the corresponding affiliation:
Affiliation   Responsibilities
YUSA  
  • Prioritizes tasks/projects
  • Provides direction or instructions
 
Physical & Sensory Demands/Environmental Conditions:
VDT use: 30%
Bending: 20%
Prolonged visual attention: 25%
Walking/mobility: 20%
Prolonged audio attention: 20%
Extreme temperatures: 2%
Hand/finger dexterity: 25%
Loud noises: 2%
Prolonged Standing: 20%
Prolonged sitting: 25%
Verbally abusive: 2%
Lifting and/or carrying: 1% (Approximate weight: 20lbs)
Other: 25
Notes: Other: Climbing and working from ladders and other awkward positions.
 
Education:
University degree in Architecture, Interior Design or Architectural Science or equivalent combination of professional design experience and construction related post- secondary degree plus 6 years direct related professional experience in addition to the minimum work experience required. Related professional registration is an asset.
 
Experience:
10 years of experience in all aspects of facility planning and design, preferably in a post-secondary educational environment or similar design environment.
 
Skills:
Ability to oversee between15 to 20 projects at any given time varying in scale, complexity, timelines and cost as well as lead multi-user stakeholder complex, multi- year phased projects up to $10,000,000 in total value. Ability to lead integrated teams of external consultants and internal subject matter experts including Architects, Engineers, technologists, contractors and vendors. Ability to find new innovative and strategic solutions in planning and design requiring extensive research as it relates to materials, methods and technological advances related to the design, engineering and construction industry. Knowledge of AutoCAD 2013 or higher, REVIT 2013 or higher and spreadsheet (MS Excel), scheduling (Microsoft Project) and costing software is necessary. Working knowledge of Building Information Model (BIM). Phostoshop, Space Management Software such as Archibus, InDesign, Working knowledge of the Ontario Building Code, AODA (Accessibility for Ontarians with Disability Act) and other relevant standards. Understanding of the City of Toronto's Building and Planning approval processes as it relates to building permits and planning approvals such Site Plan Approval. Working knowledge of industry green and sustainable practices including good understanding of CaGBC's LEED process. Effective demonstrated oral, written and graphic communication skills with individuals and in committees; demonstrated knowledge in use of planning, scheduling and budgeting principles and procedures; demonstrated knowledge of architectural design and construction techniques and terminology; demonstrated planning, organizational and analytical skills; demonstrated ability to deal effectively with varied internal and external contacts to provide quality service in response to customer requirements. Demonstrated ability to creatively plan and design space to solve user needs with efficient use of budget and space. Demonstrated ability to review comprehensive construction documents. Ability to create cost estimates and oversee project budgets. Visual attention and concentration for prolonged periods is required for reading drawings and intensive computer work. Site investigation of existing spaces; site visits to construction sites. Demonstrated ability to maintain diplomacy and confidentiality.
 
Recruitment Checks:
This position requires the candidate to produce a verification of degree(s), credentials(s), or equivalencies from accredited institutions and/or international equivalents at the time of interview.
 
Job Specifications:
Overtime Availability in this Position: Occasional overtime will be available on January - September.
Peak Period Definition: January - September
Vacation Restriction Definition: Vacation may be restricted due to other approved absences and operational requirements.
 
Dates:
Internal Posting Date: October 15, 2018
Internal Application Deadline: October 22, 2018
 
Extended Posting Date: October 15, 2018
Extended Application Deadline: November 30, 2018
 
External Posting Date: October 15, 2018
External Application Deadline: November 30, 2018

Please Note: All applications must be received by 4:30 p.m. on the posted deadline date.

ON JUNE 1ST OUR APPLICATION FORM WENT AUTOMATED! PLEASE CAREFULLY REVIEW THE APPLICATION AND SUBMISSION INSTRUCTIONS AS THEY HAVE CHANGED. AFTER YOUR SUBMISSION, YOU WILL RECEIVE A COPY OF YOUR SUBMISSION AND ATTACHMENTS VIA EMAIL FOR YOUR RECORDS.

Thank you for your interest in a career with York University.

Are you interested in applying to YUSA-11360? To apply to this position click the following link to access our online application portal: https://hr2.apps01.yorku.ca/machform/view.php?id=13474

During the application process, please ensure that:

The University welcomes applications from all qualified individuals, including individuals within the University's employment equity categories of women, persons with disabilities, members of visible minorities and aboriginal persons, individuals of diverse gender and sexual orientation and all groups protected by the Human Rights Code. York University is committed to employment equity and diversity and a positive and supportive environment.

York University offers accommodation for applicants with disabilities in its recruitment processes. If you are contacted by York University regarding a job opportunity or testing, please advise if you require accommodation.

Please note, due to the high volume of applications received only those selected for an interview will be contacted.

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