Space Data Manager

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