Senior Physical Planner & Interior Design Analyst
Location : San José
Categories : Unit 9 - CSUEU - Technical Support Services, Administrative, Probationary, Full Time
Under the oversight of the Senior Associate Vice President for Facilities, Development and Operations and in collaboration with the Department’s senior leadership team and colleagues across the campus, the Senior Physical Planner & Interior Design Analyst is responsible for leading and administering efforts associated with University physical space management, analysis, and administration, developing and implementing major capital project occupancy and move in plans, and leading efforts associated with University project and client plans for the procurement and installation of furnishings, fixtures and equipment.
This position requires a high level of analytical and administrative capacity as required to develop complex plans and further efforts to operationalize work into procedures and processes that are applicable across the campus as well as to administer and manage complex databases and computer-aided design and drafting (CADD) documents.
This senior staff position collaboratively interfaces with variety of campus stakeholders including senior administrators, staff, faculty, students, and colleagues from the CSU Chancellor’s Office, as well as various professional consultants, contractors, and vendors.
Facilities Development & Operations provides real estate, physical planning, design, construction, maintenance, operation, and environmental health and safety services to a University campus spread across multiple sites comprised of +170 acres, 52 buildings, and more than six million gross square feet.
The department employs 300+ full time permanent staff and administers an operating budget in excess of $30 million not including funds associated with purchased utilities.
Additionally, the department manages a project portfolio ranging in size from $500 thousand to in excess of $250 million.
Develops and administers guidelines, processes, and forms associated with the management of all space owned or leased by the campus and its auxiliaries
Serves as the system administrator for the campus facility information system (MetaBIM) which houses all campus facility and space information
Develops standards for consistent use of the system and guidelines to assist FD&O personnel and campus clientele with accessing and understanding how to use the system
Works collaboratively with colleagues to push / pull information from MetaBIM to other University databases or systems and vice versa as well as to streamline work efforts
Leads efforts to ensure campus space information is accurate and up to date. To include interface with campus leadership and departments to provide routine review, analysis, and validation necessary to achieve annual updates required for the CSU
Prepares, analyzes, and submits reports associated with the annual submission of the University Space & Facilities Database information to the Chancellor’s Office
Prepares, analyzes, and submits reports associated with the annual submission of the Custodial & Farm Square Footage Report to the Chancellor’s Office
Conducts in-depth review and provides wide-ranging and complex analytical reports and studies concerning University space allocation and utilization.
Includes short term and long range space need projections based on enrollment data and expected growth so as to assist the University with meeting its programmatic and administrative goals
Develops and implements new and innovative procedures and processes to streamline how space is managed and administered and also creatively used to improve utilization
Conduct audits and issues audit reports on findings including space information accuracy, unauthorized changes, and recommendations to achieve improved utilization
Serves as a subject matter expert and key technical advisor as related to campus space administration and serves as senior staff for campus space management related committees
Develops guidelines, processes, and forms to guide and track all moves on campus, including major and minor activities, so as to ensure processes associated with campus space management and use are adhered to and to ensure a consistent and efficient approach to the overall process
Provides leadership and directly oversees and implements physical moves during the occupancy stage of major capital projects including coordination of all activities related to installing Group II furnishings, fixtures and equipment, moving occupants from one space to another, and planning, coordinating, and implementing all required supporting activities required to ensure the overarching process is well planned and efficient in its execution
Reviews and approves all move requests and conducts analysis to ensure compliance with campus space management protocols.
Ensures approved moves are properly tracked and recorded in the campus space management database and facility information system
Develops and administers, in conjunction with other colleagues within FD&O, contracts associated with moving and other services necessary to support the campus
Serves as a campus-wide subject matter expert and key advisor on move planning and coordination
Administers and oversee the day to day operations of the University’s Furniture, Fixtures & Equipment program including development of guidelines and forms necessary for implementation, reviewing and processing requests from campus clientele to achieve compliance and provide approval for selection and procurement of items, coordinates orders and installation with clients, vendors, and other campus departments who support the program
Supports capital construction projects by leading discussions concerning furnishings, fixtures, and equipment working side by side with project managers to ensure budgets and schedules are adhered to.
Serves as primary for planning, design, analysis, and coordination of furnishings, fixtures and equipment for projects including interface with campus clientele and procurement teams.
Coordinates installation and delivery to coincide where required for the project schedule
Leads efforts to develop a campus standards furnishings, fixtures and equipment program in collaboration with senior leadership within FD&O and others across campus
Reviews vendor proposals for compliance with State purchasing contracts or other CSU contractual obligations concerning product pricing and other services
Serves as a campus-wide subject matter expert and key advisor on interior design and furnishings required for a University campus.
Maintains contacts within the University and CSU system and with vendors and contractors performing services or providing products suitable for institutional purposes
Knowledge, Skills & Abilities
Thorough knowledge of and ability to apply extensive expertise to a complex organization including its operating and administrative functions.
To include thorough knowledge and understanding of applicable policies, procedures, guidelines and regulatory requirements
Thorough and in-depth knowledge of project management including research and analytical methodologies and as pertaining to business management and processes.
To include the ability to learn and effectively apply business management related standards, guidelines, processes, procedures and terminology specific to the University and California State University system
Knowledge of the California Building Code and Americans with Disabilities Act as it pertains to interior design and access compliance requirements
Knowledge of physical planning as pertaining to a University campus including the ability to learn and effectively apply those standards, guidelines, processes, procedures and terminology specific to space management and utilization and furnishings, fixtures, and equipment within the California State University system
Ability to independently research, interpret, develop, communicate and implement regulations, codes, policies, procedures, guidelines and precedents for assigned projects and initiatives
Ability to research and analyze data from a variety of sources and generate reports including skill in identifying, investigating, analyzing and recommending solutions to problems or challenges
Ability to understand and analyze complex problems from a future-oriented and broad interactive perspective and readily develop proactive solutions that integrate strategic goals into tactical operations
Expertise in administrative survey techniques, operations and systems analysis, statistical and research methods, and the ability to interpret and evaluate results to develop sound conclusions and recommend new or revised policies / procedures
Ability to understand problems from a broad, interactive perspective and discern applicable underlying principles to conceive of and develop strategic solutions
Ability to discern what should be confidential and to maintain confidentiality
Excellent attention to detail, including analysis, content and format
Ability to train others and provide lead work direction
Ability to make independent decisions and exercise sound judgement
Fluent in the use of standard computer and web-based applications such as the Microsoft Office Suite and the Google Suite with demonstrated understanding and skill in the use of CADD drawings for the purposes of reading, editing or developing elementary drafting sketches
Ability to learn and effectively utilize and attain fluency in the use of specialized computer applications as required to fulfill the duties of the position including specialized databases and enterprise software systems
Ability to demonstrate, through personal example, a caring, collaborative and open culture and environment which values the individual, teamwork, ethical conduct, exemplary customer service and quality results
Ability to communicate effectively and work harmoniously with a diverse group of individuals at all levels within the campus.
Work often involves front line contacts with a variety of individuals requiring active analysis, problem solving and effective interpersonal skills
Ability to establish and maintain effective working relationships and serve as a primary contact and subject matter expert for other departments and individuals across the campus and with outside agencies such as the Chancellor’s Office
Ability to effectively interpret, organize and present information, ideas and concepts in written or presentation format and use consultative, collaborative and facilitation skills to obtain decisions required to move forward toward implementation
Ability to foster teamwork by maintaining a positive, cooperative, productive work atmosphere while establishing effective working relationships within a diverse population and with those from various cultural backgrounds
Ability to independently recognize and accommodate changing priorities; meet deadlines / goals; and complete routine tasks despite intermittent interruptions.
This includes managing multiple tasks and working proactively to avoid crisis and backlog
Ability to operationalize sustainability concepts (economic justice, social justice, environmental justice) into all aspects of performing job duties
Bachelor’s degree in planning, interior architecture, or a related equivalent training
Four years of administrative work experience involving study, analysis, and / or evaluation leading to the development or improvement of administrative policies, procedures, practices, or programs
Educational experience associated with the Society of College & University Planners Planning Institute
Certification in planning from the American Planning Association or similar organization
Seven years of professional work experience associated with physical and / or interior planning with demonstrated progression in career growth based on complexity of assignments and scope of responsibility
Experience in physical planning and interior design for a State facility, College or University, or other large-scale, multi-facility complex such as a corporate campus
Experience managing complex datasets and providing highly analytical reports and action plans based on such information
Experience developing processes, procedures, and guidelines to organize, implement and administer complex projects and programs
Classification : Administrative Analyst / Specialist, Exempt III
Anticipated Hiring Range : $7,100 / month - $7,516 / month
CSU Hiring Range : $5,908 / month - $11,481 / month
San José State University offers employees a comprehensive benefits package typically worth 30-35% of your base salary. For more information on programs available, please see the Employee Benefits Summary .