Space and Planning Systems Analyst

Position Focus :

Manages the collection, evaluation, reconciliation and updating of the Facilities space information system, through departmental interviews, field verification, and information from other internal and external sources, as well as overseeing the provision of appropriate information in various formats to a wide variety of constituents. Reporting to the Facilities Manager of Space Planning and Information Systems, this position manages space information systems. This position also evaluates space assignments and usage, as well as other data, to provide information that assists the administration with Planning Studies and initiatives, Capital Replacement Costs, assessing the adequacy of space for existing programs relative to staffing and income, projecting future space needs, and developing business models to determine space costs or evaluate cost recoveries. Reviews the Space Information to ensure that space is classified properly and consistently according to university standards using the US Department of Education Postsecondary Education Facilities Classification and OMB Circular A-21 definitions as well as other national or campus guidelines.

Manages the process of contacting University schools, departments and programs to accurately identify how space is classified, to whom space is assigned and by whom space is being used as part of cyclical reviews or after moves or renovations. Conducts periodic department surveys to ensure space information is accurate and complete, working with academic and administrative departments. Manages the approach and schedule for updates to the space information. Recommends improvements to data management strategies. Identifies space information problems. Recommends and manages implementation of solutions.

The Space and Planning Systems Analyst works closely with Facilities Project Managers to coordinate updated space information on renovations, additions and new building projects in useable formats. Uses CAD Assignment Plans & BIM 3-D Models provided by architects or other sources to add space information for new buildings, including new construction, newly acquired buildings, or those owned or leased and being added to the system. Develops assignment of room numbers for renovations and new construction from a way-finding perspective, using University Standards.

Manages, schedules, and conducts field investigations to review facilities relative to space information and the CAD Assignment Plans. Ensures the CAD Assignment Plans and Space Information are accurately synchronized. Documents changes as required.

Essential Duties

1. Manages the collection and provision of space and space-related information from campus departments and various other sources, updates the information in Campus Space Information System (SIS) and in a variety of ways, including standard reports and CAD plans. Manages the integration of space assignment information with other data. 2. Manages the approach and schedule for updates to SIS and conducts periodic dept surveys. Works with departments to ascertain space information to ensure accuracy and completeness. Implements testing new versions of SIS software including report formats, analyzes results, determines problems and recommends Accurately identifies space classification, assignment and usage as part of cyclical reviews or after moves or renovations. Identifies space information problems. Recommends and manages implementation of Evaluates requests for space information and determines appropriate responses. Provides space information in various formats to internal and external constituents. This includes both detailed and summary information to the Construction & Renovation division for Planning Studies or Benchmarking Studies, Capital Budgeting Office for the Capital Replacement Cost, Budget Office for space cost charging, Provost Office for planning, Grants & Contract Admin., as well as various external agencies such as NSF, NIH, AALAC, Manages the testing of report formats, analyzes results to determine problems, and recommends changes. Defines new report formats based on recurring requests or other Manages the coordination of Space Information changes with Grant and Contract Financial Administration in support of the University’s Indirect Cost Recovery program. Provides accurate data enabling the University to negotiate the ICR rates with the Federal Manages, schedules, and conducts field investigations to review facilities relative to space information and the CAD Assignment Plans. Manages the coordination with the Facilities Information Systems CAD team in reviewing facilities to ensure that CAD Assignment Plans and Space Information are accurately synchronized. Updates the joint building link chart. Reviews the Space Information to ensure that space is classified properly and consistently according to university standards using the National Postsecondary Education Facilities Classification Standards and other national or campus Trains business managers in Web Interface and interprets space classification and department standards. Trains members of the University community in the use of Space Information and related systems; interprets space classifications and standards. 9. Participates in planning initiatives such as efforts to assess building Capital Replacement Costs (CRC) to building occupants. Verifies space information for Planning Studies, space requests, space needs assessments, Manages the coordination with the Facilities Information Systems CAD team in reviewing facilities to ensure that CAD Assignment Plans and Space Information are accurately synchronized. Updates the joint building link chart. Provides and reviews CAD plan changes, checks reports, authorizes links of CAD plans and Collates and provides statistical data and information about space utilization to various departments about buildings, properties, Manages the collection and provision of City of New Haven information related to Yale Buildings and Leased Properties as needed for Yale renovation and new construction Manages workflow based on project management May perform other duties as assigned.

Required Education and Experience

Bachelor’s degree and three years of related experience or an equivalent combination of education and experience.

Required Skill / Ability 1 :

Comprehensive knowledge of space management standards including the Postsecondary Education Facilities and Classification Manual, the OMB Circular A-21, the Building Owners and Managers Association (BOMA) standard, and the International Facilities Management Association (IFMA) standard.

Required Skill / Ability 2 :

Recent experience with AutoCAD & REVIT in managing space. In-depth knowledge of relational database and experience integrating database with CAD drawings. Ability to interpret architectural plans.

Required Skill / Ability 3 :

Ability to coordinate and organize changes to a complex database. Ability to use reporting tools to create reports and ad-hoc queries. Experience with operational database management including integrating data using Assetworks, REVIT, GIS and other BIM database management tools.

Required Skill / Ability 4 :

Well-developed problem resolution, analytical, and research skills. Strong written and oral communication skills; ability to work with people at all levels of the University.

Required Skill / Ability 5 :

Demonstrated ability to manage multiple deadlines and work with minimal supervision.

Drug Screen

Health Screening

Background Check Requirements

All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit "Learn about background checks" under the Applicant Support Resources section of Careers on the It's Your Yale website.

Posting Disclaimer

The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the particular position. Employees will be assigned specific job-related duties through their hiring departments.