YSM Space Analyst

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Salary Range
$72,100.00 – $111,850.00
Overview
Reporting to the Assistant Director of YSM Financial Planning & Analysis and the Senior Director of Facilities Operations & Space Management, the YSM Space Data Analyst is responsible for overseeing and approving updates to space data requests from multiple departments across YSM. This position ensures that all space data updates are processed accurately and timely, maintaining data integrity in coordination with a variety of stakeholders, including Yale University Facilities, Yale University Capital Program Development, YSM departments, and the YSM Controller’s office. This work is vitally important to the school’s data-driven culture – dashboards and space productivity reporting used by YSM leadership to make key decisions rely on accurate and up-to-date information. This position will also have a focus on system improvements and collaboration, conducting training sessions, policy development, and physical site visits as needed, for example, to verify and audit space data. This position will work closely with stakeholders to support the effective management and utilization of space within School of Medicine. Responsibilities include, but are not limited to: Working with leadership within YSM departments, University Facilities and Capital Program Development, IT, and the YSM Controller’s office, research, manage, and process the collection of School of Medicine data required for tracking and analysis in the YSM space management system. This data includes occupants, number of workstations, room capacities, assigned departments, room type, space function/usage etc. Ensure space data is accurate and up to date. This includes real-time data entry for routine changes related to moves, renovation, faculty and/or staff changes, etc. Ensure departments are reviewing and updating their space quarterly in accordance with policies and procedures. Oversee the development and completion of space surveys. Respond to questions from departments completing the surveys. Create and conduct space audits for validation and reporting purposes. Conduct other site visits as needed. Contribute to efforts aimed at optimizing space utilization. Collaborate with Yale University Facilities, the AssetWorks IT team, and the YSM Controller’s Office to enhance system features and functionality, including adding fields, reviewing options, adjusting displays, and implementing new applications (e.g. Survey) to better align with user needs. Proactively identify deficiencies and areas of risk and offer insight and advice for process improvement. Actively implement these improvements. Testing and other work related to system data alignment. Conduct regular reviews of data to identify inaccuracies and areas of improvement; collaborate to correct. Set up audit controls to proactively monitor for data anomalies. Provide training to YSM departments on the space updating process, as well as the tools and resources available. Manage access security for all YSM departments. Collaborate with stakeholders to develop and document procedures, policies and guidelines for space data processes. Distribute across YSM and present updates at school-wide meetings to keep stakeholders informed and engaged. Work with Yale University Facilities to obtain and maintain floor plans for each YSM department and ensure renovated spaces are updated timely and accurately. Provide a high level of service that cultivates and maintains strong working relationships through effective communication and timely resolutions of space-related issues. Provide recommendations and assist with process improvement for space utilization, data management workflow, and accuracy of space data.
Required Skills And Abilities
1. Advanced organizational, research and analytical skills. Ability to analyze and interpret complex business data, processes and reporting.

• Well-developed communication and presentation skills with the ability to clearly articulate complex analysis.
• Ability to make independent decisions, prioritize multiple projects and perform well under deadlines in a fast-paced environment.
• Ability to work collaboratively and effectively with a wide range of constituencies. Customer service oriented. Strong initiative and interpersonal skills. Ability to work both independently as well as in a team-oriented environment.
• Excellent computer skills, particularly Excel. Ability to link many large, complex workbooks; perform lookups; parse and combine data; format worksheets; work with pivots, charts, graphs; and other advanced Excel skills.

Principal Responsibilities
1. Develop and maintain a comprehensive set of metrics to enable departments’ operating oversight and external results reporting. Leverage metrics to identify business opportunities and risks to drive strategic action.

• Create central databases from existing data currently stored in multiple data sources. Designs comprehensive databases with advance knowledge of relevant applications impacting on the data analyses and reporting.
• Build and maintain a viable scorecard (with root cause analysis) to be used in monthly department reporting to Director and summary for CFO. Use advanced statistical knowledge to provide support in managing and analyzing data. Provide compelling and concise analysis to enable business owners to make well informed decisions regarding options for problem resolution and opportunity realization.
• Build and maintain a costing model to be used in the calculation of YSS department cost allocation to existing and potential business units.
• Collaborate with Finance Support Center to identify quality issues and prepare root cause analysis and action plans to improve work quality.
• Contributes in testing and quality assurance process. Collaborates with developers and end-users to ensure that application functionality meets client needs. Tests solutions, problem-solve issues, and coordinate enhancements.
• Plans and communicates the departmental readiness plan. Supports metrics integration and execution for optimal results.
• Develops and delivers training to end users.
• May perform other duties as assigned.

Required Education And Experience
Bachelor’s degree in Finance or Accounting required and 3 years of related experience.
Background Check Requirements
All candidates for employment will be subject to pre-employment background screening for this position, which may include motor vehicle, DOT certification, drug testing and credit checks based on the position description and job requirements. All offers are contingent upon the successful completion of the background check. For additional information on the background check requirements and process visit \”Learn about background checks\” under the Applicant Support Resources section of Careers on the It\’s Your Yale website.
Health Requirements
Certain positions have associated health requirements based on specific job responsibilities. These may include vaccinations, tests, or examinations, as required by law, regulation, or university policy.
Posting Disclaimer
Salary offers are determined by a candidate’s qualifications, experience, skills, and education in relation to the position requirements, along with the role’s grade profile and current internal and external market conditions.
The intent of this job description is to provide a representative summary of the essential functions that will be required of the position and should not be construed as a declaration of specific duties and responsibilities of the position. Employees will be assigned specific job-related duties through their hiring department.
The University is committed to basing judgments concerning the admission, education, and employment of individuals upon their qualifications and abilities and seeks to attract to its faculty, staff, and student body qualified persons from a broad range of backgrounds and perspectives. In accordance with this policy and as delineated by federal and Connecticut law, Yale does not discriminate in admissions, educational programs, or employment against any individual on account of that individual’s sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, status as a special disabled veteran, veteran of the Vietnam era or other covered veteran.
Inquiries concerning Yale\’s Policy Against Discrimination and Harassment may be referred to the Office of Institutional Equity and Accessibility (OIEA).
Note
Yale University is a tobacco-free campus.

Seniority level

• Seniority level

  Mid-Senior level

Employment type

• Employment type

  Full-time

Job function

• Job function

  Business Development and Sales

• Industries

  Higher Education

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