Space Management Analyst (AA/S EII)

Type of Appointment: Full-time, Probationary

Collective Bargaining Unit: California State University Employees Union (CSUEU) – Unit 9

Classification Salary Range: $4,693 - $8,489 per month

Anticipated hiring range: $5,833 - $6,167 per month

Work Hours: Monday – Friday, 8:00 a.m. – 5:00 p.m., unless otherwise notified

Recruitment Closing Date: October 28, 2021

THE DEPARTMENT:

Facilities Planning & Management (FP&M) serves as the lead organization at Cal Poly Pomona, University for planning, developing, and maintaining the campus' natural and build environment. FP&M is responsible for the coordinated planning and usage of the University's land and facilities including land master planning, project planning, building design and construction, building occupancy, and infrastructure (roads, transportation systems, telecommunication's sewer, gas, water and electric).

DUTIES AND RESPONSIBILITIES:

Space Management:

The Space Management Analyst will update and maintain the campus' Space and Facilities Database (SFDB) by analyzing existing conditions, by accurately tracking space changes, validating space data to the system database. Will assist in the maintenance of the campus database by reviewing changes with the Senior Planner and prepare accurate and timely reports and submittals to CSU Capital Planning, Design and Construction. The employee will analyze current and future space entitlements utilizing SUAM or industry standards for colleges/universities. The employee will research to determine usage of space utilization on a departmental basis. As directed, the employee will interact with Academic Affairs and other divisions for the purpose of evaluating campus space utilization, space assignment, present and future space needs, classification, and other space related issues. As requested, work with Academic Affairs to coordinate space usage as recorded in the Academic Planning Data Base (APDB) and update the Space and Facilities Data Base (SFDB) to reconcile differences, including Private-Use Reporting and Custodial and Farm Space Reporting. The employee will research, analyze data in the preparation of recommendations relating to campus space policies and procedures for review by the Director of Transportation and Capital Planning. The employee must be able to analyze data, develop reports for review relating to the Space Management Planning Committee and understand how the reports affect the campus Capital Outlay Plans when evaluated through CSU's Policy Library space planning rules.

Facilities Analysis:

The Space Management Analyst will research and analyze report occupancy changes and field survey campus facilities to determine ownership, classification, and capacity for state and non-state facilities. The employee will research and analyze data for management's use, such as square footage or other required information via field visits or blueprints; will develop reports from facilities databases including but not limited to ISES Facility Condition Database; will draft responses to requests from the Chancellor's Office, the Department of Finance, or the Legislative Analyst's Office (LAO) regarding space and facility usage; develop and maintain working relationship with the LAO Space Management/Land Records Analyst, coordinate with the Document Resource Center (DRC) to ensure space documents accuracy with building record drawings; assist with updating and maintaining the campus ASF/FTE model of instruction capacity; and support other campus master plan related activities such as capital outlay planning/programming and transportation activities. Draft forecast studies and research facility requirements based on enrollment and Course Sectional Reports (CSR), consistent with CSU facilities formulae and CPP facilities policies. Gather date and draft preliminary and final space reports. Prepare data in appropriate formats and assist with the production and distribution of reports and studies. Understand how facilities analysis interacts with the evaluation of CPP's Capital Outlay Plans through CSU's Policy Library.

Land Records:

The employee will create and maintain a campus land records database 20%and filing system; will research and analyze documentation of all campus land acquisitions, easements, leases, appraisals, and other land records. Working closely with the Senior Planner to coordinate with Foundation, Procurement and CPDC. Will assist with the review of campus maps, records and drawings, which are maintained by

the Document Resource Center (DRC), to ensure required land records documentation. Assist with research relating to Executive Order 747, and other directives, which apply to projects involving public-private partnerships and development relationships that use or develop campus real property. Working closely with the Senior Planner to ensure campus responsibilities are met for land acquisition, granting easements and rights-of-way, acceptance of quitclaims, acquisition of property by gift, and transfer of control and possession of state-owned real property. As requested, interact with the Chancellor's Office in fulfilling applicable standing orders, executive orders, educational code requirements, environmental assessments, and title assessments. Assist with amendments to the non-state funded capital outlay program once property is master planned and acquired.

Technical:

The employee will utilize, coordinate, and maintain applicable databases and software, such as SFDB, TMA, MetaBIM, ArcGIS, and PeopleSoft to ensure accurate information is available for space management and land records. Draft planning/feasibility studies, reports, maps and other information concerning campus space and land records to support the campus Capital Outlay Plan. Utilize email, electronic scheduling, word processing, spreadsheets, databases, and graphic application software. Computer databases are used extensively in space management, such as AutoCAD and ArcGIS.

QUALIFICATIONS:

• Bachelor's degree AND/OR the equivalent training and administrative work experience involving study, analysis, and/or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs.
• Four (4) years of related experience.
• Demonstrated competence in understanding, interpreting and communicating, both verbally and in writing, procedures, polices, information, ideas and instructions.
• Strong written, oral, and interpersonal communications skills and the ability to work effectively with department and university staff, and non-university professionals.
• Knowledge of CSU systemwide and university policies and procedures.
• Ability to identify deviations from applicable policies and procedures.
• Demonstrated ability to establish and maintain effective working relationships within and outside the department.
• Ability to make independent decisions and exercise sound judgement.
• Ability to organize and plan work and projects including the ability to deal with multiple projects.
• Ability to work independently.
• Ability to research and gather information and data in order to improve administrative functions; apply independent judgement, discretion, and initiative to address problems.
• Ability to interact with and communicate effectively with diverse students, faculty, the campus community and external agencies.
• Valid California Driver’s License.

PREFERRED EXPERIENCE:

• Higher education experience highly preferred. Understanding and experience with master planning and how that integrates with space planning activities to implement master plan goals; space design and construction; transportation access/circulation; as well as California Building code is preferred.
• Bachelors (or higher) in Urban and Regional Planning, Architecture, Interior Design, and/or
• equivalent education and administrative work experience.
• Bachelor's degree (or higher) in Urban and Regional Planning, Architecture, Interior Design, or a related field; and two-years professional experience in architectural programming, space planning, campus planning, and design issues with public processes.
• Possess a working knowledge in facilities planning, master planning, transportation access/circulation, building design, construction administration and related activities.
• Business administration background, either experienced-based or obtained through professional training.
• Must have performed liaison duties, and possess strong design skills in preparing high-quality maps, graphics and presentation using various forms of media, e.g., PowerPoint, AutoCAD, ArcGIS.
• Data collection, archiving and analysis experience.
• Demonstrates strong organizational, time allocation, and project management skills, and the ability to prioritize tasks and assignments.
• Excellent communication skills, both verbal and written, including diplomacy and tact most especially when dealing with problematic issues.
• Must have the ability to work independently and also as a member of a team.
• Must demonstrate and foster a collaborative attitude at all times.
• Experience with group facilitation and interacting with students, faculty and staff.
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BACKGROUND CHECK:

A background check must satisfactorily be completed before a candidate can be offered this position.  Failure to satisfactorily complete the background check may affect the application status of applicants or continued employment of current CSU employees who apply for this position.  The background check consists of the following:  Employment verification, education verification, reference checks, and checks of the following systems and databases:  National Social Security Number/Address Locator, Felony/Misdemeanor, National Criminal Database, Federal Criminal, Department of Motor Vehicles, and National Sex Offender Registry. 

AFFIRMATIVE ACTION/EQUAL OPPORTUNITY EMPLOYER:

Cal Poly Pomona is an Equal Opportunity, Affirmative Action Employer. The university subscribes to all state and federal regulations and prohibits discrimination based on race, color, religion, national origin, sex, gender identity/gender expression, sexual orientation, marital status, pregnancy, age, disability, genetic information, medical condition, and covered veteran status.

ADDITIONAL INFORMATION:

Cal Poly Pomona hires only individuals lawfully authorized to work in the United States. In compliance with state and federal crime awareness and campus security legislation, including The Jeanne Clery Disclosure of Campus Security Policy and Crime Statistics Act, California Education Code section 67380, and the Higher Education Opportunity Act (HEOA), the Cal Poly Pomona Annual Security and Fire Safety Report is available at:   https://www.cpp.edu/campus-safety-plan.shtml   

Cal Poly Pomona is a smoke and tobacco-free campus.  Please refer to the link for policy information. http://www.calstate.edu/EO/EO-1108.html

CONDITION OF EMPLOYMENT:

The person holding this position is considered a 'mandated reporter' under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083 as a condition of employment.  http://www.calstate.edu/eo/EO-1083.html