Space Information Manager

Posted: 3/7/24
Deadline: 6/5/24

About This Organization

California Institute of Technology

Job Duties

Space Information Manager

Caltech

Job Category:
Fulltime Regular

Exempt Overtime Eligible:
Exempt

Benefits Eligible: Benefit Based

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 Summary

The Space Information Manager at Caltech Facilities PD&C plays a pivotal role in ensuring efficient and effective utilization of physical space on campus. This position manages the campus space inventory and drawings of all Campus buildings and grounds with a strong emphasis on utilizing Geographic Information Systems (GIS) and space management software. The Space Manager collaborates with Facilities to provide current and accurate space data and analysis to support strategic planning, support campus stakeholders, and contribute to the overall functionality of the campus environment.

This position also 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, producing campus plans, campus signage, managing campus ADA compliance and the updating Design and Construction website.

Essential Job Duties

• Collaborate with academic and administrative departments to keep space data current and accurate.
• Utilize GIS, AutoCAD, AiMCAD, AssetWorks ReadySpace and other software to develop and maintain detailed space inventories and floor plans. Manage updates to the campus space database. Maintain accurate and up-to-date records of all campus spaces, including room dimensions, capacities, space user info.
• Conduct space utilization studies to identify opportunities for optimization and improvement.
• Lead the definition of metrics and benchmarks for space utilization, and continuously assist in improving the process of planning efforts for all space types across campus.
• Create, update and manage building and campus plans in CAD from existing drawings, sketches, and field measurements as appropriate.
• Ensure that standards are applied to graphic drawings and that appropriate federal and state standards are applied to building space data.
• Coordinate and facilitate new data gathering efforts to support campus decision-making.
• Populate Meridian Document Management Archival System to support the Caltech financial system and CAFM (Computer-aided facility management software). Coordinate 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.
• Generate reports and visualizations using GIS and space management software to support decision-making processes as well as reporting for user groups, fume hood reports, space lists by building or division, and others as necessary.
• Track space inventory and utilization metrics and provide regular reports to leadership.
• Create and maintain campus maps, ensure consistency of information across multiple formats and various offices. Oversee and maintain specialty maps as needed (tunnels, fire routes, utilities, etc.). Provide custom tailored maps (GIS or other) 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.
• Act as a liaison between various departments and stakeholders to facilitate space-related discussions and projects.
• Communicate space allocation decisions and changes to relevant parties.
• Assist in the development of campus space policies and guidelines.
• Participate in space renovation and construction projects, ensuring compliance with space standards and regulations.
• Leverage GIS technology to analyze spatial data, support campus planning efforts, and create interactive maps for campus users.
• Train and assist staff in utilizing GIS tools for space-related tasks.
• Stay informed about local, state, and federal regulations related to campus space usage and accessibility.
• Facilitate application of ADA and CBC requirements with respect to accessibility on campus in concert with other service-providing offices. Track accessibility information for all spaces on campus and maintain a dataset with visualization and mapping of all compliant elements for use by Facilities and the rest of the campus community. Collaborate with student, staff, and faculty to provide ADA compliant access and facilities for the Caltech community.
• Oversee physical room number and other interior and exterior wayfinding signage in accordance with ADA, CBC and other regulatory systems and campus standards. Assign new room numbers in accordance with documented campus room numbering system.

Required Qualifications

Basic Qualifications

• Bachelor’s degree in Geography, Urban Planning, Facilities Management, or a related field.
• A minimum of 5 years of directly related experience in the field of CAD/CAFM and space inventory administration.
• Demonstrated proficiency in GIS and space management software (e.g., ArcGIS, AutoCAD, AiMCAD), and/or other technical and/or graphics software packages.
• Familiarity with database management systems, programming experience and relational database systems experience.
• Spatial aptitude and understanding of floorplans and construction documents.
• Strong analytical and problem-solving skills with an ability to interpret data and generate analytical reports as needed to support management decision-making. Good familiarity with campus master planning information support requirements.
• Excellent communication and interpersonal skills to collaborate with diverse stakeholders.
• Thorough knowledge of relevant building codes, ADA regulations, and space utilization best practices.
• Ability to manage multiple tasks simultaneously.

Preferred Qualifications

• Master’s degree preferred in Geography, Urban Planning, Facilities Management, or a related field.
• Previous experience in space management, facilities planning, or related roles within higher education is advantageous.
• Experience with BlueCielo Meridian Drawing/Document Management is beneficial but not required.
• Basic understanding of relational databases is beneficial, including the concepts of Views and Tables in Oracle. This position does not require the ability to create Views or Tables in Oracle but understanding them is beneficial for communicating the requirements to a DBA.

Required Documents

• Cover Letter, Resume

Strongly Preferred:

• Portfolio of work and GIS work as applicable.

To be considered for this position please visit our web site and apply on line at the following link: https://apptrkr.com/5080255

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

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