Phytotron facilities administrator

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Summary of the work

Reporting to the director of the department and in collaboration with the Phytotron committee, the administrator of the Phytotron installation is responsible for overseeing the daily operation, administration and maintenance of the Phytotron installation at Queen’s University in the Department of Biology . The incumbent works in close collaboration with the Phytotron committee to revitalize the Phytotron installation. The installation includes 6 temperature-controlled greenhouse compartments (zones), 26 environmental growth chambers, a preparation room and a laboratory. The position of Phytotron Facilities Administrator is to adopt safe work practices, following all guidelines for employees and employers, in accordance with the Ontario Occupational Health and Safety Act. The incumbent will have strong leadership and communication skills, and will engage periodically and liaise with other employees, laboratories, and / or other internal and external stakeholders. In addition, the administrator of the Phytotron facility will be responsible for other administrative tasks, including maintaining the facility’s website content, billing users and assisting with grant applications in support of upgrades, maintenance and installation improvements. The incumbent will also supervise part-time employees and volunteers hired to support the operation. and / or other internal and external stakeholders. In addition, the administrator of the Phytotron facility will be responsible for other administrative tasks, including maintaining the facility’s website content, billing users and assisting with grant applications in support of upgrades, maintenance and installation improvements. The incumbent will also supervise part-time employees and volunteers hired to support the operation. and / or other internal and external stakeholders. In addition, the administrator of the Phytotron facility will be responsible for other administrative tasks, including maintaining the facility’s website content, billing users and assisting with grant applications in support of upgrades, maintenance and installation improvements. The incumbent will also supervise part-time employees and volunteers hired to support the operation. installation maintenance and improvements. The incumbent will also supervise part-time employees and volunteers hired to support the operation. installation maintenance and improvements. The incumbent will also supervise part-time employees and volunteers hired to support the operation.

The schedule for this position will require the incumbent to work non-traditional hours, including occasional evenings and / or weekends.

Job Description

KEY RESPONSIBILITIES:
Installation, infrastructure and users
• Collaborates closely with the Phytotron committee to carry out a plan to revitalize the installation with an estimated trajectory of 5 to 10 years.
• Oversees all aspects of daily operations, administration and maintenance of the greenhouse / phytotron facility. This includes coordinating accommodation, growth room and greenhouse area reservations to ensure maximum occupancy and smooth transitions between users. Oversees external service contracts related to growth chambers and other installation equipment.
• Consults researchers, graduate students and undergraduate students and assists them in the development of research trials within the Phytotron facility.
• Plans, coordinates and manages research projects. This includes assistance with the design and implementation of projects, configuration, monitoring and data acquisition.
• Manages multiple project requirements, ensuring that user protocols and research objectives are met. This involves identifying very different requirements for the containment of plants, soil and pests depending on the particular user.
• Monitors and maintains all equipment in the Phytotron, including greenhouse areas and Phytotron growth chambers outside of normal business hours. Train and supervise all users to ensure safe and proper use of the equipment.
• Investigate, diagnose and troubleshoot complex hardware and software problems in the growth results of research trials; examines the software programming of environmental growth chambers and identifies input errors. Collaborates regularly with technical staff, internal and external to the University, to minimize the risk of growth chamber failure.
• Monitors and controls pest populations in accordance with local and regional safety standards, ensuring that all required PPE is used.
• Consult with teachers and instructors to design the integration of living plants in teaching laboratories and the development of innovative laboratory experiences.
• Develops, designs and implements a public relations program to increase the visibility of the Phytotron facility and the services it provides.
• organizes formal and informal visits to the installation, liaises with internal and external users and potential users, and represents the Ministry of the installation Phytotron and biology designated at workshops, committees, etc.
• Maintain plants for teaching and conservatory use, and manage facility inventory levels to keep an appropriate level of supplies and consumables handy for installation.
• Interprets, analyzes, develops and implements a specific set of emergency protocols to deal with unexpected events and alleviates these problems. Reviews and updates these protocols as required. Recommend changes for improvements.
• Maintains a tropical veranda in the greenhouse, which is a focal point for visitors to the facility. This includes controlling the temperature, humidity, soil nutrients and other growth factors related to each species on the lanai.
• Maintains the arboretum in the atrium of the biosciences complex, including growth lighting, automated watering systems and physical well-being.
• Undertakes other related tasks as required.

Health and Safety in the Phytotron
• As a competent supervisor, as defined in the Ontario Occupational Health and Safety Act, and in accordance with University policy, supervisors are responsible for:
• S ” ensure that employees under their supervision have followed the required health and safety orientation training.
• Conduct occupational health and safety guidance for the Phytotron and autoclave that is documented using the health and safety orientation checklist available from the Department of Health and environmental security.
• Keep copies of the health and safety orientation checklists for employees under their supervision. Participate in the development, maintenance and implementation of the health and safety program, policies and procedures for Phytotron facilities; responsible for health and safety documentation.
• Performs and documents monthly health and safety audits for the Phytotron (for example, inspection of fire extinguishers, smoke detectors and carbon monoxide detectors, etc.), in conjunction with the Department of Health and Environmental Safety from the University if necessary.
• Ensures that all greenhouse / Phytotron users complete the appropriate waivers and have been trained in all safety regulations, policies and procedures.
• Ensures that all safety equipment and signs are present in the designated places in the Phytotron installation.
• Protects their own health and that of others by adopting safe work practices, immediately reporting unsafe conditions and assisting all relevant occupational health and safety services. Follows all guidelines for employees and employers as legislated under the Ontario Occupational Health and Safety Act.

Subsidies, accounting and
keeping  records  • Liaise with the director of the Biology Department and staff to ensure that all users are charged in a timely manner and that the payment is received quickly.
• Liaises with the administrative staff of the Department of Biology to ensure that all maintenance expenses are paid as well as other renovation and project work according to the establishment’s plan.
• Maintains records of all activities and users, prepares annual summaries of usage and budget and helps create the annual budget of the biology department for the greenhouse / phytotron.
• Assists in the preparation of grant requests from facility researchers and provides details of the facilities supporting these requests.

Supervisory Functions
• Provides work direction and technical / functional advice to casual facility staff, students and volunteers.
• Plans and assigns work and supervises its completion. Coordinates and monitors the workflow.
• Plans and approves employee working hours. Monitors and supervises the presence of employees.
• Participates in the selection and maintenance of job candidates for the establishment.
• Reviews work assignments and provides feedback to facility staff and students. Provides job performance feedback to management staff.
• Provides on-the-job orientation and training to unit employees. Provides coaching and feedback on quality of work issues, providing related daily supervision. Refer unresolved performance and / or disciplinary issues to management.

QUALIFICATIONS REQUIRED:
• A master’s degree in biology or a diploma from a college program focusing on horticulture or the management of greenhouses / phytotrons / growth chambers in a plant growth facility, combined with several years of experience in relevant work.
• Previous supervisory experience considered an asset.
• Pesticide applicator license or willingness to obtain a license.
• Good knowledge of plant cultivation and propagation techniques, plant taxonomy and common mechanical and electrical components.
• Demonstrated knowledge of best practices in safety procedures and experience in the maintenance of safety equipment.
• Entomological knowledge considered an asset.
• Strong computer and office skills, including proficiency in word processing, spreadsheet and database applications, as well as the ability to learn new software. Previous coding experience would be an asset.
• Satisfactory criminal record check and vulnerable sector check required.
• An equivalent combination of education and experience can be considered.

SPECIAL SKILLS:
• Excellent verbal and written communication skills, with the ability to interact and communicate with a wide variety of stakeholders / users in a professional and respectful manner, demonstrating tact and diplomacy.
• Ability to understand biology research projects and anticipate critical maintenance needs for equipment.
• Strong organizational skills with the ability to supervise various tasks, prioritize tasks and carry out activities in a busy environment with multiple stakeholders / users and competing interests.
• Competent bookkeeping skills with the ability to maintain and maintain detailed records and budgets, allowing for easy retrieval of accurate information.
• Effective time management skills required to deal with competing responsibilities and supervise part-time employees.
• Strong initiative to acquire new skills through independent learning and formal training.
• Presentation skills for the public relations program.
• Knowledge of all regulatory applications at the Phytotron facility, protocols and practices, and knowledge of the competent supervisor of safety procedures and safety equipment. Be careful to handle and dispose of hazardous materials and equipment from the operating facility.
• Computer skills to be able to manage facility data and create reports and presentations as required.

DECISION-MAKING:
• Ability to make effective decisions, including knowing when to resolve issues independently and when to refer to the department head.
• Decides on priorities in his own workload ensuring that deadlines and deliverables are met.
• Makes decisions regarding the coordination of the use of space between users.
• Determines which equipment should be replaced or repaired and make recommendations regarding the supplier or manufacturer.
• Determines the proper way to dispose of hazardous waste according to safety guidelines and responds appropriately in an emergency to minimize damage.
• Determines when to report safety concerns in accordance with the Workplace Health Safety Act 7 and the Workers’ Compensation Insurance Board (WSIB), when to alert the manager and when to call the services emergency.
• Make recommendations concerning scales and expenses, the establishment’s budget and regularly consult the director of the department to manage financial and infrastructure resources.
• Evaluate the suitability of candidates and recommend the most appropriate person to hire.
• Determines priorities and makes decisions regarding the use of personnel and the distribution of tasks to achieve optimal efficiencies and productivity.
• Evaluates the training needs of employees and makes recommendations for internal or external training to achieve competence.
• Monitors and assesses the results and quality of the employees’ work, and recommends the need for formal management training or development plans and identifies possible performance and / or discipline problems for staff.

Employment Equity and Accessibility Statement

The University invites applications from all qualified persons. Queen’s is committed to employment equity and diversity in the workplace and accepts applications from women, visible minorities, Aboriginal peoples, people with disabilities and people of all sexual orientations and gender identities. In accordance with Canadian immigration requirements, priority will be given to Canadian citizens and permanent residents.

The University offers support in its recruitment process for candidates with disabilities, including accommodation measures that take into account the accessibility needs of a candidate. Applicants requiring  measures of  adaptation during the recruitment process are asked to contact the human resources  hradmin@queensu.ca  .