For more than 300 years, Yale University has inspired the minds that inspire the world. Based in New Haven, Connecticut, Yale brings people and ideas together for positive impact around the globe. A research university that focuses on students and encourages learning as an essential way of life, Yale is a place for connection, creativity, and innovation among cultures and across disciplines.
Facilities Space Management Planner
University Job Title: Facilities Space Management Planner
Bargaining Unit: None – Not included in the union (Yale Union Group)
Time Type: Full time
Duration Type: Regular
Compensation Grade: Administration & Operations
Wage Ranges: Click https://your.yale.edu/work-yale/careers/wage-ranges to see our Wage Ranges
Work Location: Central Campus
Worksite Address: 2 Whitney Avenue
New Haven, CT 06510
Work Week: Standard (M-F equal number of hours per day)
Searchable Job Family: Facilities Planning
Total # of Hours to be Works: 40
Reporting to the Facilities Manager of Space Planning and Information Systems, this position manages the West Campus and Yale School of Medicine’s space information system. This position also evaluates space assignments and usage, as well as personnel other data, to provide information that assist the administration with Planning Studies, 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 and 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. Identifies space information problems. Recommends and manages implementation of solutions.
The Space Manager 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 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.
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 Systems . 2. Manages the approach and schedule for updates to Space Information and conducts periodic dept surveys. Works with departments to ascertain space information to ensure accuracy and completeness. 3. Reviews the Space Information to ensure space is classified properly and consistently according to University standards using the US Department of Education Postsecondary Education Facilities Classification OMB Circular A-21 definitions as well as other national or campus guidelines. 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 solutions.4. Evaluates requests for space information and determines appropriate responses. Provides space information in various formats, including standard reports and CAD floor plans, 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, Controller Office in support of the University’s Indirect Cost Recovery Rate program, and other initiatives as well as various external agencies such as NSF, NIH, AAALAC, etc.5. Implements testing new versions of space management software including report formats, analyzes results, determines problems and recommends changes. Defines new report formats based on recurring requests or other needs. 6. 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. Provides and reviews CAD plan changes, checks reports, authorizes the export of data from CAD plans to the space management system. Documents changes as required. Trains members of academic and administrative departments in the use of Space Information and related systems and interprets space classification and department standards. 7. 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, etc.8. Collates and provides statistical data and information about space utilization to various departments about buildings, properties, etc.9. 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 projects.10. Manages workflow based on project management techniques.
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.
To apply, visit https://apptrkr.com/3007335
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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 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.
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.
Preferred Education, Experience and Skills:
Drug Screen: No
Health Screening: No
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. Please visit www.yale.edu/hronline/careers/screening/faqs.html for additional information on the background check requirements and process.
COVID-19 Vaccine Requirement:
Please note that the university has a https://president.yale.edu/president/statements/requiring-faculty-staff-and-trainees-be-vaccinated-against-covid-19. For up-to-date information https://covid19.yale.edu