Space Systems Administrator

Introduction

Under supervision of the Information Technology Manager at Johns Hopkins Facilities & Real Estate (JHFRE), the Space Systems Administrator is responsible for managing the University’s space management database, developing policies and procedures for modifications to the database, training users of the space system, and accurately auditing, recording, tracking, and reporting space allocations for budgeting, space charges, and cost recovery on sponsored research grants and contracts.

Note: This position is not eligible for visa sponsorship.

General Summary

Efficient use of physical space and accurate recovery of costs associated with allocated space is critical to the financial health of the University. The Space Systems Administrator is directly responsible for overall management of the database system for tracking university owned and leased space. Utilizing the Archibus Space Inventory software and AutoCAD drafting software, the database enables university administrators to plan and budget for their space needs.

The Space System Administrator works directly with Divisional Business Officers and interacts with other Johns Hopkins Space System Administrators, to align use of the system with their needs. Together, these space system administrators form the Archibus Core Group support the collection, review, revision, approval, reporting, and distribution of data for their divisions.

As the Johns Hopkins University expert on use of Archibus software for managing space data, the Space Systems Administrator authors policy, develops guidelines and produces training materials to address the proper use of the database system. These materials are then communicated to individual users via demonstration and training sessions. Periodic updates are provided as the use of the system changes and as software upgrades adding new functionality are implemented.

The Space Systems Administrator serves as the lead in identifying and representing the university in upgrades to the system. The Space Systems Administrator audits and records all university space additions, deletions, modifications, acquisitions, and dispositions. In order to best perform this role, the Space Systems Administrator also serves as a check point for the completion of all campus construction activity interacting with the Design & Construction divisions, to ensure that drawing materials, operation and maintenance manuals and building surveys are collected/completed. This position is directly responsible for auditing and recording space changes for the following primary locations in addition to other secondary spaces:

• Homewood Campus, Housing and Off-Campus
• Eastern Campus
• Mount Washington Campus
• Keswick Campus
• Peabody Institute
• Downtown & East Baltimore
• Montgomery County Campus
• International Locations

Essential Job Functions & Scope of Responsibility

• Manage the University’s space management database through the use of Archibus Smart Client and Web Central including the development of user specific documentation and training materials.
• Solve problems and identify opportunities for new and improved processes and methods. Provide data for strategic space planning and design.
• Participate and assist in the quarterly Space Allocation Committee meetings
• Develop and implement centralized operating standards and practices for updating and maintaining the accuracy of data and interactive computer aided drafting (CAD) files of floor plans that are relational components of the university-wide space inventory system Archibus.
• Serve as the University’s primary interface with Archibus and AutoCAD software and integration vendors, leading procurement and upgrade efforts, and obtaining system troubleshooting assistance as needed.
• Review data for standards compliance and make adjustments as required for input into the database.
• Audit new and renovated space to determine accuracy of CAD drawing data by visiting spaces at both scheduled and random dates/times and taking representative measurements.
• Coordinate and produce reports on research space statistics required for the Facilities and Administrative (F&A) recovery rate for Federal government sponsored research and grants. This includes verification and coordination with most University Divisions and Research Accounting.
• Produce allocation reports to JHFRE/Finance & Administration for calculating monthly, expenses based on occupied square footage. This requires accurate tracking of space allocation, utilization and functionality of square footage assignments to departments in an environment with a high level of moves and changes.
• Meet quarterly with JHFRE Director of Finance and P&A Space Allocation Leader to review all projected space re-allocation/reduction/additions and anticipated
• Coordinate information exchange with both an internal and external multi-discipline group of customers and construction experts.
• Create operational efficiencies and share best practices within Planning & Architecture, Design & Construction, Finance & Administration, Controllers and Budget off ices.
• Provide assistance in capturing data fields critical to mapping for the University, integration with Archibus and guidance for the GIS program for JHFRE.
• Assist the Real Estate Division with the creation of diagrams, area take-offs, and property/incident maps using ESRI ArcGIS and Adobe Photoshop that capture all owned and leased locations under the Johns Hopkins Enterprise. This will at times include spatial data outside of the typical purview of this position, such as that belonging to the APL and JHHS.
• Coordinate with Planning & Architecture and Design & Construction on project close out documents.
• Develop and maintain standards for drawings used in Archibus and their distribution to both internal and external groups.
• Serve as the JHFRE archivist regarding the management and organization of all digital and physical drawings and O&M manuals for the university which are housed both in a plan room as well as within a shared network location.
• Take digital photographs of all buildings as well as select interior spaces, uploading those image files to databases and file systems such as Archibus.
• Responsible for recording of final project outcome in Archibus database at project completion
• Supply data to assist in coordinating signage/room numbering standards for projects involving division space reassignment, renovations and new construction with D&C project manager
• Provide input and management of campus evacuation plans.
• Collaborate with Geographic Information System (GIS) and OnBase Document Management staff to support and integrate with those applications and essential functions.
• Train divisional space managers and end users on the use of Archibus space management software.

Education & Experience

• Associates’ Degree in related field preferred. High school diploma or GED required.
• Five years related experience required in using AutoCAD and Archibus or other CAFM Based Systems software. Experience should also include the use of MS Office, Adobe Creative Suite/Photoshop and Microsoft SQL database.
• Visual/graphic representation skills are required
• Experience with other software applications such as: ESRI ArcGIS, Hyland OnBase, IBM Maximo, PMWeb and Bluebeam is desired.
• Additional education may substitute for experience to the extent permitted by the JHU equivalency formula.

Knowledge, Skills and Abilities

• Able to foster a collaborative, inclusive, collegial, and consensus-building relationship with colleagues based on competence, trust, and respect.
• Understand and interpret business drivers as they impact space charges and facility needs.
• Understanding of financial practices and systems to ensure compliance with government auditing regulations for maintaining and reporting space allocated for federal and privately funded research activities.
• Understanding of HEGIS/FICM methodology of space measurement and classification and ADA accessibility code.
• Understanding of typical construction drawings across multiple disciplines and the ability to draw floorplans; creating and maintaining a standard for layer properties incorporating requirements from the Archibus software guidelines.
• Committed to customer service, and best practices in space management.
• Evolving knowledge of the built environment both internally and externally.
• Ability to build comprehensive reports of wide ranging data within spreadsheet and database systems.
• Ability to produce accurate, timely delivery of complex materials.
• Proven analytical and organizational skills with the flexibility to work with last minute changes.
• Ability to work independently.
• Desire to learn other JHU enterprise systems and databases.

Physical Requirements

• Sitting in a normal seated position for extended periods of time.
• Ability to climb ladders, move around construction sites and navigate tight spaces typically found in mechanical, electrical, and utility rooms.
• Reaching by extending hand(s) or arm(s) in any direction. Finger dexterity required to manipulate objects with fingers rather than with whole hands(s) or arm(s), for example, using a keyboard.
• Communication skills using spoken and written word. Must frequently communicate with others and exchange accurate information.
• Ability to move about the office and campus.

Classified Title:Space Systems Administrator
Working Title: Space Systems Administrator
Role/Level/Range: ATO 37.5/03/OG
Starting Salary Range:$22.59 - $31.09 per hour
Employee group: Full Time
Schedule: M-F 7.5
Exempt Status: Non-Exempt
Location: 45-MD:JH at Keswick
Department name: 10001606-Design & Construction
Personnel area: University Administration

The successful candidate(s) for this position will be subject to a pre-employment background check.

If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the HR Business Services Office atjhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711.

The following additional provisions may apply depending on which campus you will work. Your recruiter will advise accordingly.

During the Influenza ("the flu") season, as a condition of employment, The Johns Hopkins Institutions require all employees who provide ongoing services to patients or work in patient care or clinical care areas to have an annual influenza vaccination or possess an approved medical or religious exception. Failure to meet this requirement may result in termination of employment.

The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

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