System Administrator

Position Summary:

The Systems Administrator is a member of the Facilities Business Operations Center at Vanderbilt University and is a key contributor with shared responsibilities for supporting all the systems used by Facilities. This individual part of the systems administrators team for the Facilities’ systems. Reporting to the Systems Manager, this person will support, troubleshoot, handle configuration development, testing and training for Facilities’ systems in support of Facilities Maintenance and Operations (VUMO) and Finance divisions. This person will also assist the team in quality control of facilities work order, asset, and space data. The systems administrators function in a technical role and are also expected to provide excellent customer service to Facilities’ leadership and individuals internal to Facilities as well as to Vanderbilt University faculty, students, staff, and community members.

About the Work Unit:

The Facilities Systems team provides technology support for Facilities, including VUMO, Planning, Design & Construction, Real Estate, BOC and EHS&S.  We support the construction management system (e-Builder), enterprise work management system (ReADY & AiM), GIS mapping and other systems for operations’ support. 

Facilities annual budget exceeds $100 million in operating expenses and includes over 400 employees. Facilities manages major capital project expenditures totaling ~$125 million annually and facility renewal, replacement and large maintenance project expenditures totaling ~$20 million annually. The Facilities Business Operations Center provides support to the entire Facilities department, specifically in regard to the areas of Finance, Employee Relations, Systems, Contracts and General Administration

Duties and Responsibilities:

AiM and ReADY support - AiM is an integrated work management system that generates work orders and manages space, assets, and keys. AiM includes robust reporting functionality for work orders, asset status, and space details. ReADY is the customer facing front end to AiM, offering a clean, modern graphical user interface to service requesters.

eBuilder support – eBuilder is cloud-based construction management software used to support project delivery for the university’s capital plan, deferred maintenance, and minor projects. The system is used by internal Facilities staff, other departmental staff at Vanderbilt, and external vendors on their specific projects. 

• Provide support for all issues; troubleshoot of our instance of the application including the database, workflows and financial ‘back-end’ data processing.
• Generate specifications for system modifications as needed. 
• Administer configuration testing/changes. An important function of the position is to review configuration requests and ascertain the technical feasibility of the change and associated downstream system implications. Once the change is approved, testing is crucial with system change management fundamentals in mind.
• Maintain security of system data. Systems patching is required several times a year as well as internal reviews of data integrity and system security.
• Manage permissions/access to system.
• Develop and maintain appropriate process documentation
• Develop and maintain training material for users. Push materials to the Facilities’ website.
• Provide excellent, responsive customer service to all internal and external customers 
• Use technology and creativity to solve problems presented by Facilities leadership. 
• Monitor user group listservs for ideas of how other higher ed teams leverage AiM/ReADY and eBuilder to solve operational problems. Bring these ideas to the team for discussion.
• Understand use of and create procedures, functions, and triggers to streamline database operations.
• Troubleshoot system errors.
• Create and maintain custom database tables and database views.
• Facilitate vendor (AssetWorks and Trimble) support.
• Develop reports as needed to support VUMO staff and leadership.

Other Systems Support

For the following systems, application – level and some hardware-level support is provided both during and after regular business hours. Application maintenance including planning and supporting vendor upgrades, configuration, troubleshooting, testing and monitoring is handled by this team position.

• WebCTRL (building automation system)
• Metasys (building automation system)
• BDX (data warehouse and graphical representation of data)
• MuNet (electric meter management)
• Encelium (lighting control)
• Lutron (lighting control)
• Traka (physical key control, similar to a vending machine for keys)
• Fuel Focus/FuelDrive (fuel management for fleet)
• SCADA (electric grid management)
• Powerhouse control system (management of powerhouse equipment)

Supervisory Relationships:

This position does not have supervisory responsibilities. This position reports administratively and functionally to the Systems Manager.

Experience and Education:

• A bachelor’s degree is required.
• A bachelor’s degree in computer science or related technology is strongly preferred.
• At least six months’ experience supporting systems is required
• Five years’ experience in system support is preferred.

Skills and Certifications:

• Ability to write and debug SQL and javascript is preferred.
• Database administration skills are preferred.
• Windows/Linux server administration skills are preferred.
• Experience with open source report writing software such as BIRT is preferred.
• Experience with business intelligence software for reporting is preferred.
• Strong troubleshooting and problem-solving skills are required.
• Ability to foster a highly collaborative work environment and work effectively across multiple campus departments and organizations in the adoption, utilization and support of software is required.
• Strong verbal, written and interpersonal skills is required.
• Ability to independently organize and prioritize work across multiple assignments is preferred.

Salary : $20 - $125