POSITION OBJECTIVE

The Assistant Director of Facilities Data Management, Visualization and Analytics will provide leadership for establishment of a comprehensive suite of data analytics tools and resources for the facilities enterprise of Case Western Reserve University. This work will enable the Vice President for Campus Planning and Facilities Management and leadership across the campus including the President, Provost, Deans, facilities directors, and financial directors to assess facilities and space information systematically and efficiently. The assistant director will use extensive knowledge of Case Western Reserve University enterprise software systems to lead the development of automated processes for administrative functions of campus planning and facilities management to increase efficiency and accuracy. The assistant director will research and develop requirements for enhancements to existing database systems and data analytics software applications/visualizations, including improvements to data pipelines, data management, and data governance, to improve business efficiency and decision-making. The assistant director will also serve as the system administrator for the university-wide space management system (FM Systems), maintain space information, and provide ongoing support to campus users of the space management system through training, maintenance, and troubleshooting of the system.

ESSENTIAL FUNCTIONS

1. Provide vision and leadership in the development and implementation of the use of standardized data analytics tools to readily assess the productivity of the facilities enterprise of Case Western Reserve University for leadership at all levels. Utilizing extensive knowledge of resident data in university enterprise systems, such as PeopleSoft Financials, PeopleSoft HCM, PeopleSoft SIS, FM Systems, Asset Essentials (CMMS - computerized maintenance management system), and other project management software, to recommend analytics tools and dashboards to visualize and report on facility and space data. (20%)
2. Responsible for implementing and maintaining a university-wide, space management system for various university constituencies including Campus Planning and Design, Facilities Services, Facilities Management (within individual schools/colleges), Controller's Office, Room Control, Registrar(s), Housing etc. This space management system will support an inventory of all university properties and facilities, and will provide the university with a well-organized, comprehensive, accurate database of spaces which identifies existing building square footage, use type, assignment of users, etc. (20%)
3. Consult university leadership to capture data and analytics related requirements. Collaborate with members of campus planning and facilities management and the University Technology (computer services) team supporting research administration to provide continual improvement in business intelligence and systems landscape. Develop and create standardized reports for facilities leaders, university leadership, and the board of trustees that accurately documents facility and space information across the campus. Responsible for design, development, and maintenance of advanced analytics projects for campus planning and facilities management. Analyze and make recommendations on how to make data pipelines more efficient for end users. Combine challenging datasets, including large amounts of data to extract meaningful insights. Test and validate data models and visualizations in collaboration with business analysts and customers. Diagnose and correct problems with data visualizations, data pipelines, and data quality. (20%)
4. Lead the space management coordinator/CAD technician who is responsible for maintaining all electronic and paper architectural and construction records, including existing drawings, drawing files, specifications, as well as record documents provided by consultants for new construction and modifications to existing facilities. With the space management coordinator/cad technician, update physical changes to space and occupants of space because of department moves, renovation, new spaces, and any other associated modifications to space. (10%)
5. Function as the first point of contact for inquiries and requests for assistance from users of the space system software. Coordinate with other support areas to resolve problems when necessary. Serves as the system administrator for managing access levels for users and testing functionality of software updates to the space management system. Provides user support and training on the scheduling and space management systems for university departments. Coordinate with UTech and the system vendor to resolve issues, test and implement regular updates, suggest improvements to the space management system. Serves as a liaison between owner and vendor. (10%)
6. Assist the Planning and Design Department and Registrar's office on space utilization to include the coordination of facilities resource planning and space management by analyzing administrative and academic space utilization and conducting an annual, system-wide, comprehensive facilities audit to ensure the accuracy of space data. Assist University planners and staff architects to develop FM systems dashboard, spreadsheets, and data extraction from system. (10%)
7. Coordinate the transfer of data from PeopleSoft Financials software into a cloud-based construction project management information solution (PMIS) software for capital projects that provides visibility project financial information including, but not limited to budgets, forecasting, schedules by utilizing on demand performance dashboards. Assist project managers and the Business and Finance Department to develop reports and spreadsheet data utilizing PMIS software for leadership. (8%)

NONESSENTIAL FUNCTIONS

1. Familiarity or willingness to learn the U.S. Department of Education's Postsecondary Educational Facilities Inventory and Classification Manual (FICM) Standards, ensuring the accuracy of reporting of space data to state and grant funding agencies. (1%)
2. Perform other duties as assigned. (1%)

CONTACTS

Department: Regular contact with the Director of Planning and Design to review goals, achievements, and overall performance. Regular contact with Assistant Director of Planning and Design, the Space Management Coordinator/Cad Technician, Project Managers, Staff Architects, and other Facilities staff to discuss issues and opportunities collaboratively and to resolve any outstanding issues or challenges.

Occasional contact with the Vice President for Campus Planning and Facilities Management to provide updates or data visualization reports.

University: Regular contact with facilities managers within each school/college/department to discuss space documentation and systems.

External: Contact with consultants and vendors for Data systems, Visualization Software and Cad/BIM software.

Students: Little to no contact with students.

SUPERVISORY RESPONSIBILITIES

Directly supervise the university space management coordinator. Oversee temporary support staff as required to complete specific projects. Oversee consultants involved in space management system development.

QUALIFICATIONS

Experience: 5 years of experience with data systems.

Education: Bachelor's degree in computer science, mathematics, statistics, data analytics, business, economics, or related field required. Prefer Master's degree in computer science, mathematics, statistics, data analytics, business, economics, or related field.

REQUIRED SKILLS

1. Experience working with database applications, running queries, and working with word processing and spreadsheet applications.
2. Working knowledge of data visualization using software platforms, preferably experience with Tableau or similar platform.
3. General understanding of Auto-CAD/BIM systems with emphasis on building plans, space allocation, and furniture systems.
4. Basic knowledge of AWS services and cloud computing preferred.
5. Working knowledge of standard PC software packages, including word processing, spreadsheet, database, and flowcharting.
6. Basic project management methods, tools, and techniques.
7. Solid understanding of data mining techniques.
8. Excellent oral and written communication skills, with the ability to communicate effectively and engage with a diverse user base having varied levels of technical proficiencies. Ability to convey technical or complex information to others in non-technical terms. Ability to interact with colleagues, supervisors, and customers face-to-face. Poise and communication skills to make presentations to management.
9. High level of curiosity and attention to detail.
10. Strong desire to learn new things and self-initiative.
11. Ability to work efficiently and effectively in a remote work setting, if needed.
12. Ability to look at situations from multiple perspectives, break problems into component parts, and look for underlying causes and think through the consequences of different courses of action. Ability to identify various types of problems along with the creation of workable solutions. Requires the identification and analysis of problems, evaluation of alternatives, and provision of solutions.
13. Ability to develop networks and use them to strengthen internal and external support. Ability to identify opportunities and take action to build strategic relationships between UTech and other University areas, teams, departments, etc., to help achieve business goals. Ability to work effectively at all levels within an organization.
14. Ability to develop in-depth understanding of client needs to be more helpful. The ability to consider how different audiences are likely to respond and choose the best method of communicating the message to each audience.
15. Ability to recognize the importance of certain tasks and responsibilities and the ability to prioritize to ensure that deadlines are met.
16. Ability to respond to changing requests while meeting deadlines.
17. Ability to properly handle sensitive, confidential, or proprietary information, data, documents, etc.
18. Ability to consistently model high standards of honesty, integrity, trust, transparency, and respect for the individual. Must have the ability to use discretion and good judgment on sensitive and important matters.
19. Embraces diversity. Experience working with diverse populations and willingness to support a community commitment to diversity, equity, and inclusion.
20. Ability to meet consistent attendance.
21. Prefer experience in maintaining a facilities database. Experience in providing technical training.
22. Prefer working knowledge of basic relational database theory and data relationships.
23. Prefer business area knowledge outside of technology at the university such as marketing, advancement, human resources, registrar/enrollment, finance, etc.

WORKING CONDITIONS

Professional office setting and/or remote work setting. Participation in regular status and project meetings via in-person and video conference, team participation using online communications tools, and use of department project management tools. Travel between various locations on campus may be required. The position requires typing on a computer keyboard and using a computer mouse and a printer. This position is eligible for the staff hybrid work program.

In employment, as in education, Case Western Reserve University is committed to Equal Opportunity and Diversity. Women, veterans, members of underrepresented minority groups, and individuals with disabilities are encouraged to apply.

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Case Western Reserve University provides reasonable accommodations to applicants with disabilities. Applicants requiring a reasonable accommodation for any part of the application and hiring process should contact the Office of Equity at 216-368-3066 to request a reasonable accommodation. Determinations as to granting reasonable accommodations for any applicant will be made on a case-by-case basis.

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