Space Information Manager

Posted: 5/5/22
Deadline: 6/30/22

About This Organization

Caltech is a world-renowned science and engineering institute that marshals some of the world’s brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Duties

Job Summary

Reporting to the Senior Director of Design & Construction, the Space Information Manager manages the campus space inventory database and CAD drawings of all Campus buildings. In addition, this position provides support to Cost Studies & Compliance department and to Academic Divisions by providing space-related drawings and data, researching space information and collaborating to ensure all campus space-related data is consistent. This position supports and or tracks other initiatives such as archiving projects into Meridian, campus plans, campus signage, campus ADA compliance and the Design and Construction website.

Job Duties

· Creates, updates and manages building floorplans in CAD. Populates Meridian Document Management archival System and to support the Caltech financial system and CAFM (Computer-aided facility management software). Caltech is using Building Space Database System (BSDS) at this time. Develops floorplan models from existing drawings, blueprints, sketches, and field measurements as appropriate. Ensures that standards are applied to graphic drawings and that appropriate federal and state standards are applied to building space data.

· Manages data population and access to space information contained in CAFM and our financial systems. Ensures that data are kept up-to-date appropriately in CAFM. Provides reports based on space data. Provides support and training for the CAFM User Community. Updates documentation as necessary. Defines and supervises software updates as required. Manages integration of CAFM within other systems. Coordinates with the Office of Cost Studies and other departments and divisions to ensure consistency of information across all platforms and to ensure that appropriate, reliable, and valid information is available when needed for different surveys and information needs across campus.

· Coordinates and facilitates assignment of room and location numbers. Defines room numbering system and ensures appropriate physical numbering. Designs physical room number and other interior and exterior wayfinding signage in accordance with ADA, CBC and other regulatory systems and campus standards. Manages and oversees appropriate placement of signage in conjunction with other appropriate parties. Assigns new room numbers in accordance with, and documents campus room numbering system.

· Creates, maintains and updates general campus map on a periodic basis and ensures consistency of information across multiple formats. Maintain specialty maps as needed (tunnels, fire routes, utilities, etc.). Provide custom tailored maps as needed to support various projects or information requirements. Develop and manage the overall campus Properties and Locations map to define campus spaces not within buildings.

· Creates ad hoc reports as needed. Manages GIS database. Manages department website. Acts as the administrator for other software as required.

· Provide information and process support for campus planning efforts (includes knowledge and familiarity with past planning documents, outcomes, and requirements, as well as planning processes). Attend meetings, assemble notes, manage documentation, provide key support for planning team, as needed.

· Produce space analytics reports on periodic and as needed basis. Provide information support for campus surveys, studies and reports.

· Ensure appropriate operations of Meridian document management and Events management support systems.

· Tracks facilitate application of ADA and CBC standards with respect to accessibility on campus in concert with other service-providing offices.

· Other duties as required.

Required Qualifications

Basic Qualifications

· Bachelor’s Degree (or Associate’s and appropriate experience) required. Must have at least 5 years of directly related experience in the field of CAD/CAFM and space inventory administration.

· Familiarity with CAFM systems, AutoCAD, GIS and/or other technical and/or graphics software packages is required.

· Must have a basic operational level of familiarity with database management systems, programming experience and relational database systems experience.

· Must understand floorplans and construction documents.

· Must have good customer relations skills and be able to function in a medium-pressure environment under deadlines and as a member of a project team.

· Must be able to produce analytical reports as needed to support management decision-making.

· Should have good working familiarity with project planning concepts and applications.

· Should have a good working familiarity with campus master planning information support requirements.

· Should have a general familiarity with ADA and accessibility requirements.

· Should have working familiarity with GIS concepts.

· Must be able to work well with others.

· Must be able to learn new concepts and skills.

· Spatial aptitude is required. This position requires the ability to easily visualize and sketch a floor plan during a walk-through of a building.

· Basic understanding of building construction and architecture is required. This position is not an architectural designer position, but some of the same basic skills are needed to maintain accurate drawings of the buildings.

· This position requires attention to small details in order to maintain quality standards for the drawings and database.

· Knowledge of Microsoft Access and Excel for manipulating data is required.

Preferred Qualifications:

· Experience with BlueCielo Meridian Drawing/Document Management is beneficial but not required.

· Basic understanding of relational databases is beneficial, including a basic understanding of the concepts of Views and Tables in Oracle. This position does not require the ability to actually create Views or Tables in Oracle, but understanding them is beneficial for communicating the requirements to a DBA.

Other Info

COVID-19 Vaccine Required for All Employees

Caltech has implemented a mandatory vaccination policy effective October 15, 2021, requiring COVID-19 vaccinations for all employees (with Institute-approved exemptions for religious or medical contraindications only). At present, an individual is deemed “fully vaccinated” when that person has received, at least 14 days prior, either the second dose in a two-dose COVID-19 vaccine series (e.g., Pfizer or Moderna) or a single-dose COVID-19 vaccine (e.g., Johnson & Johnson). Upon eligibility, employees are required to receive the COVID-19 booster as part of the vaccine mandate. As a condition of employment, employees must submit official COVID-19 vaccine documentation. More information may be found here.

EEO Statement

We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to age, race, color, religion, sex, sexual orientation, gender identity, or national origin, disability status, protected veteran status, or any other characteristic protected by law.

Caltech is a VEVRAA Federal Contractor.

To read more Equal Employment Opportunity (EEO) go to eeoc_self_print_poster.pdf.

Disability Accommodations

If you would like to request an accommodation in completing this application, interviewing, or otherwise participating in the employee selection process, please direct your inquiries to Caltech Recruiting at

Job Category: Fulltime Regular

Exempt/Overtime Eligible: Exempt

Benefits Eligible: Benefit Based

Required Application Materials