Facility Record Specialist

Oversees all facility documentation used by maintenance and operations staff, consultants, campus departments, students, and the general public, including the creation and modification of master facility plans and models.

• Develops and updates record protocols. Receives and reviews all facility documentation for compliance and communicates processes and status. Provides information to all stakeholders for use in facilities development and maintenance.
• Researches and extracts information from physical facilities, existing records, and other documentation sources.
• Develops, shares, and leads training programs for facilities management staff on accessing information and utilizing available tools and resources for project management and operations. Provides process reviews and support for facilities development and maintenance projects, serving on various committees to develop and improve contracts, standards, and processes.
• Analyzes software needs to help research and communicate software options and expenses and facilitate and distribute owner review comments. Generates and maintains two-dimensional and three-dimensional master facility plans and models using building information modeling processes and multiple technologies. Develops and updates standards for these processes.
• Reviews and tests facility information to ensure compatibility with the computerized maintenance management system, ensuring each campus floor plan change is documented and updated. Compiles and adds new floor plans, assigning new room and door numbers as required.
• Provides support for plotting and electronic file submissions. Assists with developing and enforcing documentation and workflow process standards.
• Serves as a liaison for building information management process software for facilities management, future planning for potential uses of building information management processes, sustainable design planning, cost estimating, and project delivery.
• Supports maintenance operations asset inventory. Assists with tagging equipment in the field and conducts campus-wide equipment audits to update computerized maintenance management system data.
• Collaborates with facilities information technology and software developers to develop software and system improvements supporting facilities management.
• Participates in and represents the University at local and nationwide leadership programs and conferences.

Minimum qualifications based upon job documentation and industry best practices. Any current employees not meeting these qualifications will be grandfathered until they move to a different job.

• Bachelor's degree in related field from an accredited institution.

• Five years' relevant experience.
• Documented experience with Building Information Modeling (BIM) processes and software.
• Experience with one or more of the following: Structured Query Language, relational databases, archival document storage, computer programming.
• Knowledge of engineering or construction terminology.
• Strong interpersonal, written and verbal communication skills.

Office or other indoor work with minimal physical demands such as occasionally lifting or moving materials less than 25 pounds.

Work is generally performed in a well-lit, temperature-controlled indoor environment with occasional exposure to the outdoors or any number of elements.

Revised: 2024-04-30