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Space Data Manager

Space Data Manager

locationUnited States
PublishedPublished: 2/6/2024
Full Time

05-Feb-2024

Space Data Manager

University Administration

64983BR

Job Summary

Harvard University Planning and Design (HUPAD) is responsible for the stewardship of one of the world’s most iconic campus settings and advances Harvard’s mission of teaching and research by enhancing, sustaining, and optimizing the physical campus to achieve planning and design excellence. While remaining centered in its historical Cambridge and Boston geography, the University today includes diverse campus locations throughout the United States and the world.

Position Description

The Planning Resources team within HUPAD provides professional best practices to develop, manage, synthesize, and deliver information and systems in three key areas: land and building archival records, geographic information, and interior space information management. 

As a member of the Space Information Management team within Planning Resources, this position will maintain relationships with 30 groups contributing floor plans and space data to the University Space Inventory (USI) system on the MRI CenterStone software platform. The goal is to ensure timely and effective engagement and high-quality data describing Harvard's 27 million square feet across 650+ buildings.

This role will deliver space inventory accounting and data management services to over 20 property owners representing 10.5 million square feet across 400 buildings. It will also produce standard and custom space data, reports, and analysis with university systems and projects to support campus and facility planning, design, management, and operations.

Job-Specific Responsibilities

This position reports to the University Space Information Manager within the Planning Resources team and has the following responsibilities:

Data Maintenance Services

  • Maintain expertise in university space data standards, space system tools, CAD standards, and Revit conversion to AutoCAD. Update and maintain written standards, policies, and procedures and provide guidance to clients on proper application.
  • Create and oversee the annual data maintenance plan and related communication with property managers.
  • Oversee and conduct on-site space audits, evaluate consultant deliverables, and update floorplans in AutoCAD. Keep records of past update activity.
  • Maintain room polygons on floorplans and attributes in the space system for 100+ buildings (~4 million GSF) and oversee consultants or students supporting this work.
  • Manage the AutoCAD floorplan check-in/check-out process to update the space system.
  • Manage the production and editing of all room attributes, working closely with the building owner/managers for five schools, plus Allied institutions, and Central Administration groups.
  • Coordinate production and editing of CAD floorplans, room and suite polygons plus attributes, with a consultant for 125 housing facilities (3 million GSF). Organize and manage CAD files for these facilities on a local network and in the space system. 
  • Analyze and validate gross floor area measurements for all buildings per university standards.
  • Ensure space inventory records are complete, accurate and error-free after changes and maintain space label layouts on drawings.
  • Assist system users with the assignment of personnel to spaces.
  • Maintain an archive of historical floorplans.

Reporting and Analysis Services

  • Disseminate standard space reports, tables, and colorized floorplans from space system upon request. Provide training for self-service users of the space system.
  • Produce custom ad hoc graphics, reports and/or analysis.
  • Develop new standard reports in the CenterStone space system and using external tools.
  • Produce space planning options, diagrams, and occupancy/utilization analysis for special projects as time allows.

This position may also support the USI system administrator with ETL operations, data integration processes, development, and user management as skills develop over time.

Basic Qualifications

Candidates MUST meet the following basic qualifications to be considered for this role:

  • Bachelor's degree required 
  • Minimum five years of professional experience in space planning, CAD drafting, and/or using CAFM/IWMS software (CenterStone or similar applications)
  • Demonstrated experience in the use of AutoCAD and Microsoft Excel 

Additional Qualifications and Skills

  • Bachelor’s degree with a concentration in facility management, architecture, planning, spatial information, information technology or systems, or a related field is preferred.
  • Proficiency in the use of Windows Explorer and electronic file management methods
  • Self-motivated, detail-oriented individual with strong technical and leadership skills
  • Solid knowledge of relational database concepts
  • Proven ability to deliver excellent customer service. Professional manner, strong oral and written communication, flexible problem-solving, and teamwork skills.
  • Strong organizational skills to prioritize and handle multiple tasks effectively.
  • Experience with space planning calculations and/or occupancy and utilization reporting is highly desirable.
  • Experience with Microsoft 365 suite, AutoDesk Revit, ETL tools, programming languages, MS Access DB, MS SQL Server, and/or reporting software like Power BI or Tableau highly desirable.
  • Experience writing data standards and documenting processes preferred.
  • Experience providing software technical support and training preferred.
  • Working knowledge of FICM higher education and BOMA space use standards is preferred.
  • Ability to interpret architectural and construction documents and electronic files.
  • Experience drafting dimensionally correct as-built floor plans from field measurements.

Physical Requirements

Ability to access all building areas while carrying a tablet and measuring equipment.

Working Conditions

This position is based on campus in Cambridge, MA and there is the expectation of some workdays per week on campus. Properties owned or operated by Harvard that may require on-site fieldwork are located mainly in Cambridge, Boston, and Somerville.  Individual flexible and remote work options for this role will be discussed during the interview process.

Additional Information

Qualified and interested applicants must provide the following:

  • Cover letter
  • Resume

Harvard University supports a hybrid workplace model which will actively support some remote work. Specific days and schedules for on-site work and remote work will be discussed during the interview process. Please note hybrid workers must reside in a state where Harvard is registered to do business (CA, CT, GA, IL, MA, MD, ME, NH, NJ, NY, RI, VA, VT, and WA).   

The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up to date on CDC-recommended vaccines. 

Work Format Details

This is a hybrid position that is based in Massachusetts. Additional details will be discussed during the interview process. All remote work must be performed within one of the Harvard Registered Payroll States, which currently includes Massachusetts, Connecticut, Maine, New Hampshire, Rhode Island, Vermont, Georgia, Illinois, Maryland, New Jersey, New York, Virginia, Washington, and California (CA for exempt positions only). Certain visa types and funding sources may limit work location. Individuals must meet work location sponsorship requirements prior to employment.

Benefits

We invite you to visit Harvard's Total Rewards website (https://hr.harvard.edu/totalrewards) to learn more about our outstanding benefits package, which may include:

  • Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
  • Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
  • Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
  • Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
  • Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
  • Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
  • Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
  • Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
  • Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.

Job Function

Facilities

Department Office Location

USA - MA - Cambridge

Job Code

330057 Facilities & Oper SrSpecialist

Work Format

Hybrid (partially on-site, partially remote)

Salary Grade

057

Department

HUPAD

Union

00 - Non Union, Exempt or Temporary

Time Status

Full-time

Pre-Employment Screening

Education, Identity

Schedule

Full time. Monday through Friday. 35 hours per week. 

Commitment to Equity, Diversity, Inclusion, and Belonging

Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.

EEO Statement

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, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.

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