40% Database Management
Responsible for collection, verification and input of OSU space data to maintain a 'live', accurate, space inventory database. Maintain the integrity of the building and room database.
Oversee of the implementation and modification of AiMCAD into space inventory database that includes critical data about existing space, including general description, square footage, characteristics, utilities, condition, usage and federal Department of Education building and room use codes.
Pull reports from database upon request by University customers.
Oversee and coordinate room numbering projects to ensure that database and room signage are in alignment
Work with drafting team to ensure accurate measurements are captured, drawn and loaded into the database. For new construction or renovation, coordinate spot-check process to ensure accuracy of drawings received from Capital Construction.
Coordinate the evaluation of existing and proposed administrative activities within Space Management to enhance effectiveness, efficiency and maintain conformity with established space database guidelines and space policies.
Meet daily with other members of the group to coordinate project activities and communicate regularly with Manager and Executive Director to advise on project impacts and to provide information and recommendation with regard to problem areas.
Develop and implement communication processes and regular interface with Capital Projects group to stay apprised of any projects affecting space data or allocation and to ensure plans and materials received as a part of any project are efficiently aligned with the specifications needed for inclusion into space database.
Account for all facilities and space that OSU owns or leases around the State of Oregon.
Collect, analyze and report credible space data that is essential to the university's governing board and other business operations of OSU and to various internal and external funders and exchanges, for information, analysis, and planning purposes.
Submit accurate space data as part of the facility component of the F&A rate proposal which translates into significant economic impact on Indirect Cost Recovery and is fundamental to optimizing OSU's position in the F&A rate negotiation process.
30% Monitor Campus Space Usage and Assist with Inventory and Allocation Processes:
Coordinate and manage space inventory study and audit for consistency for which the purpose of the space was assigned. Work with Business Affairs to compute and produce data received as a part of inventory study.
Monitor campus space and conduct space audits. Provide quality assurance reviews of OSU space data, including usage data via meetings with departmental contacts and annual space inventory.
Track inter-institutional MOUs for space usage
Act as liaison with University offices, officials and personnel regarding details of space and requirements; effectively deal with sensitive or political issues and formulate recommendations and solutions.
Report credible space data and scenario plans to decision makers to improve capital and space planning outcomes.
Launch and administer new annual space inventory process.
Interact with faculty and staff at all levels of the university, including Deans, Vice President's, Department Chairs, Building Managers.
Strengthen interfaces and improve efficiencies with internal and external partners.
15% Space Analysis
Perform complex statistical, spatial and graphic data analysis, prepare presentations and reports, interact with faculty and staff at all levels of the University.
Prepare space use studies; develop space utilization recommendations and solutions for capital planning, infrastructure, deferred maintenance, engineering and administrative needs. Provide data analysis and produces and presents written and/or oral reports of findings, conclusions and recommendations to promote corrective measures, operational and/or administrative improvements
Assist with development of space management tools including research of other institutions, models, funding strategies, cost allocation studies and other techniques used in the management and allocation of space.
Accurately report, summarize and analyze space data to inform decisions related to long and short-term facility planning, financial forecasting, real estate acquisition, interior, architectural and engineering planning, maintenance and operations, telecommunications, hazardous waste management storage and safety and security.
Analyze and report about the location, size, condition, accessibility, assignment of space, among other characteristics.
Assure that staff updates data and drawings concurrently so up-to-date reference drawings of facilities are available to graphically portray square footage, occupancy and usage data.
Provide accurate and timely reports to identify underutilized space for reassignment, and to analyze and respond to a growing list of space requests.
10% Lead work
Train new departmental staff in use of database, reviewing and monitoring the quality, accuracy and thoroughness of work recommending additional training and counseling as necessary to supervisor.
Use judgment in prioritizing work of management analysts and student workers.
Coordinate projects ensuring timeliness of completion.
Oversee compliance of department procedures and guidelines as well as adherence to University policies.
5% Other Duties as Assigned
Working Conditions/Work Schedule:
Must be able to focus in group work setting but be flexible enough to collaborate with and support the teammates around you.
On occasion, this position will work in a non-office setting when visiting other campus buildings during field verification.
This position requires the ability to and willingness to walk, stand, bend, stoop for extended periods of time and occasionally lift, pull, push, and carry objects up to 50 pounds. This position requires working in an environment sometimes containing dust, odors, temperature extremes, high levels of noise and other laboratory environments.
Three years of specialized experience performing management improvement studies in such areas as a) organizational analysis, b) systems and procedures analysis, c) records management analysis, d) space utilization studies, e) work measurement or work simplification studies, f) cost benefit analysis, g) budget analysis, or h) other related efficiency and/or effective research studies;
AND A Bachelor's degree in Business Administration, Public Administration, Industrial Engineering, Industrial Psychology, or closely related field
OR three more years of technical or staff level experience assisting in planning and carrying out various management improvement studies in a least one of the previously listed areas.
A Master's degree in Business Administration, Public Administration, Industrial Engineering, Industrial Psychology, or a closely related field may be substituted for one year of the specialized experience. Transcripts required if you want credit for coursework.
Strong oral and written communication skill with clients, peers, subordinates and supervisor.
Demonstrated ability to analyze information and provide recommendations.
Excellent attention to detail and proof-reading skills.
Excellent organizational skills.
Ability to use Microsoft Office suite of products.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months.
Preferred (Special) Qualifications
Experience developing and delivering presentations to Executive Leadership.
Experience with AiM CAD database management or similar drawing/database system.
Experience providing research and analysis of Space and Building inventory program in a higher education environment.
Experience providing lead work which includes planning, assigning and approving work for other classified workers and student workers.
Indicate how you intend to recruit for this search:
Competitive / External - open to ALL qualified applicants
For Full Consideration Date
Recommended Full-Time Salary Range
A demonstrable commitment to promoting and enhancing diversity is:
A preferred qualification
Special Instructions to Applicants
Applications will be reviewed based on the information submitted on the employment profile with education and work history along with any other requested documentation i.e. posting specific question responses, transcripts, etc. Your profile MUST clearly show how you meet the minimum/required qualifications for the position. Resumes are NOT accepted at the application stage for classified staff positions. Cover letters are optional for this position and will not be used for evaluating your qualifications.
Typically, the starting salary is at the lower end of the salary range.
For additional information please contact: JayLene Seeley, 541-737-5412, firstname.lastname@example.org
OSU commits to inclusive excellence by advancing equity and diversity in all that we do. We are an Affirmative Action/Equal Opportunity employer, and particularly encourage applications from members of historically underrepresented racial/ethnic groups, women, individuals with disabilities, veterans, LGBTQ community members, and others who demonstrate the ability to help us achieve our vision of a diverse and inclusive community.
This position is designated as a critical or security-sensitive position; therefore, the incumbent must successfully complete a Criminal History Check and be determined to be position qualified as per OSU Standard 576-055-0000 et seq. Incumbents are required to self-report convictions and those in Youth Programs may have additional Criminal History Checks every 24 months. Offers of employment are contingent upon meeting all minimum qualifications including the Criminal History Check Requirement.
Transcripts must be submitted for all required and/or related courses. All courses must be from accredited colleges, universities, or private vocational schools. The online application system will allow you to attach your transcripts if the PDF file is 5MB or less. If over 5MB in size, submit to contact person listed. Transcripts must be received by the closing date if not uploaded with your application.