TITLE University Facilities Analyst
CLASSIFICATION NUMBER 1320
IMMEDIATE SUPERVISOR Associate Vice President for Administrative Services
MAJOR ADMINISTRATOR Vice President for Administrative Services
The University Facilities Analyst provides comprehensive facilities planning assistance to all units of the University, ensuring maximum utilization of physical space resources for both academic and administrative units and serves as the University’s facilities database administrator. The University Facilities Analyst has budget and management responsibility for all facilities rented or leased by the University and assists the Associate Vice President in negotiating leases for rental of facilities as well as offers and contracts for purchasing real property.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A bachelor’s degree is required with an emphasis in public administration, business administration, architecture, interior design, or a related field.
Experience: At least three years of project management experience related to space or facilities’ planning is required, preferably occurring in a higher education environment. Experience maintaining a facilities database is preferred.
Skills: Effective verbal and written communication skills are required. Demonstrated ability to negotiate with different constituencies, develop consensus among groups with diverse goals, and implement plans of action is required. Proficiency with Microsoft Office Suite or similar software applications is required. The ability to learn and use the scheduling and space management database application is required. Database management skills are required. The ability to read, interpret, and manipulate technical facilities drawings and related documents is preferred. The ability to use AutoCAD is preferred. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Facilitates the location and relocation activities occurring at the University by researching, coordinating, providing logistics support, and executing all such locations and relocations.
2. Coordinates facilities resource planning and space management by analyzing administrative and academic space utilization, managing the University Support Services budget, conducting an annual, system-wide, comprehensive facilities audit, and supervising the Scheduling Coordinator and part-time workers.
3. Coordinates the use of non-University-owned space for University purposes by negotiating and managing the Rental of Facilities budget.
4. Serves as an active participant and coordinates the efforts of the University Space Allocation Advisory Committee to assure informed decision-making and efficient implementation of recommendations.
5. Serves as an active participant on the Master Planning Committee which provides long-range facilities planning for the University.
6. Assures the University’s responsiveness to concerns about space needs by processing all requests for facility additions, modifications, and utilization changes in a timely manner.
7. Assists the Associate Vice President in negotiating rental leases and offers and contracts for purchases of real property.
8. Assures the timeliness and reliability of information gathered on space utilization by managing and administering the University’s scheduling and space management database, R-25.
9. Helps to improve the classroom scheduling process by monitoring scheduling processes and operations, troubleshooting database problems and errors, and working with the Scheduling Coordinator to maintain the scheduling and space management database.
10. Facilitates and coordinates changes to scheduled rooms by reassigning rooms in the event of an emergency and assisting law enforcement authorities in locating classrooms or events.
11. Coordinates with Planning, Design & Construction and Facilities Management concerning renovations, maintenance, building opening and closing, and reassignment of department courses and provides alternate schedule options for classes and events.
12. Assists in the assignment of space when new facilities are constructed.
13. Recommends solutions to space needs by using analytical thinking to evaluate query results, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports and communicates those solutions to decision makers in a professional manner.
14. Ensures room codes are satisfactory to the Postsecondary Education Facilities Inventory and Classification Manual (FICM) standards.
15. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
16. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development seminars, and attending training and/or courses required by the Associate Vice President for Administrative Services.
17. Contributes to the overall success of the Administrative Services unit by performing all other duties as assigned.
The University Facilities Analyst is supervised by the Associate Vice President for Administrative Services and supervises the Scheduling Coordinator and part-time workers.
OFFICE OF HUMAN RESOURCES
REVISED JUNE 2012
JOB FAMILY 4
Factor 1: Professional Knowledge, Skill, and Technical Mastery
Level 3 - 1500 Points: Entry-level knowledge of the principles, concepts, practices, and methods of an administrative, managerial, technical, or professional specialty. Knowledge permits employee to carry out basic recurring tasks and routine portions of assignments or to carry out less demanding professional elements of assignments in professional or technical areas including accounting or auditing, financial management, business administration, human resources, law, engineering, science, or medicine, while gaining familiarity with the University's policies and goals, business practices, and/or accounting systems. This level of knowledge permits the employee to schedule and carry out the steps of a limited operation or project, or to complete stages of a multi-phase project. Alternatively, knowledge at this level might also permit the employee to carry out recurring tasks and routine assignments requiring moderate experience in specific areas within higher education. Knowledge at this level is typically acquired through a combination of formal education and/or training and experience that includes a requirement for a college degree in a specific technical or professional specialty. Knowledge requirements may also include a limited amount of related work experience. Alternatively, equivalent knowledge requirements at this level include a non-technical or general Bachelor's degree requirement with a moderate level of additional related work experience or a non-specific Master's degree requirement with some related work experience.
Factor 2: Supervisory Responsibility
Level 3 - 270 Points: Supervision of a limited number of (a) operative, administrative support, or paraprofessional employees who do not exercise a full range of supervisory responsibilities over other full-time employees, (b) a very small number of professional employees, or an equivalent combination of (a) and (b). The incumbent performs a full range of supervisory responsibilities including performance reviews of subordinates. The incumbent is generally responsible for training, planning, and directing the work of permanent employees, and provides major input into hiring decisions. Supervisory responsibilities consume moderate amounts of work time and may include general work planning tasks.
Factor 3: Interactions with Others
Level 4 - 500 Points: Interactions with others are somewhat unstructured. The purpose may be to influence or motivate others, to obtain information, or to control situations and resolve problems. Interactions may be with individuals or groups of co-workers, students, or the general public, may be moderately unstructured, and may involve persons who hold differing goals and objectives. Individuals at this level often act as a liaison between groups with a focus on solving particular unstructured problems. Interactions at this level require considerable interpersonal skill and the ability to resolve conflict.
Factor 4: Job Controls and Guidelines
Level 3 - 500 Points: The employee operates under general supervision expressed in terms of program goals and objectives, priorities, and deadlines. Administrative supervision is given through statements of overall program or project objectives and available resources. Administrative guidelines are relatively comprehensive and the employee need only to fill in gaps in interpretation and adapt established methods to perform recurring activities. In unforeseen situations, the employee must interpret inadequate or incomplete guidelines, develop plans, and initiate new methods to complete assignments based on those interpretations. Assignments are normally related in function, but the work requires many different processes and methods applied to an established administrative or professional field. Problems are typically the result of unusual circumstances, variations in approach, or incomplete or conflicting data. The employee must interpret and refine methods to complete assignments. Characteristic jobs at this level may involve directing single-purpose programs or performing complex, but precedented, technical or professional work.
Factor 5: Managerial Responsibility
Level 4 - 1500 Points: Work involves the primary accountability for a smaller department, program, or process. Work activities involve managerial decisions that directly affect the efficiency, costs, reputation, and service quality of the department, program, or process. Work affects a limited range of professional projects or administrative activities of the University. Work activities have a direct and substantial impact on the department. While work activities do have some effect on the efficiency and reputation of the cost center, departments, programs, or processes at this level represent a relatively minor function within the cost center. Employees in jobs at this level may have responsibility for developing budgets, distributing budgeted funds, and exercising the primary control over a relatively small budget.