Planning and Space Analyst

Chancellor's Office Statement

Join our team at the California State University, Office of the Chancellor, and make a difference in providing access to higher education. We are currently seeking experienced candidates for the position of Planning and Space Analyst. The CSU Chancellor's Office, located on the waterfront adjacent to the Aquarium of the Pacific in downtown Long Beach, is the headquarters for the nation's largest and most diverse system of higher education. The CSU Chancellor's Office offers a premium benefit package that includes outstanding vacation, health, and dental plans; a fee waiver education program; membership in the California Public Employees Retirement System (PERS); and 15 paid holidays a year.

Salary

The anticipated salary hiring range is up to $6,667 per month, commensurate with qualifications and experience.

The salary range for this classification is $4,379 to $7,922 per month.

Classification

Administrative Analyst/Specialist - Exempt I

Position Information

The California State University, Office of the Chancellor, is seeking a Planning and Space Analyst to provide administrative and analytical support to the University Planners, Associate Planners and Facilities (Space) Planner(s) in the CPDC Planning and Design (P&D) unit. This includes general office coordination; responsibility for campus files and University Planner/Associate Planner project support; review and processing of department budget; and responsibility of the development and preparation of the five-year capital outlay plan (Book), supporting proposal budget documents and other mandated reports. In addition, this position -under the supervision of the Chief of P&D, Director of Architecture and Director Land Use Planning - will prepare service and master enabling agreements critical for unit functions. Lastly, the position will assist the Facilities space Planner in the maintenance of overall administration of the Space and Facilities Database (SFDB), the Academic Planning Data Base (APDB) and other associated duties. This will include assisting with the coordination of space and facilities data, assisting with State required space reporting, and other tasks related to the update of CPDB planning tools.

Responsibilities

Under the general direction of the Chief of Planning and Design, the Planning and Space Analyst will perform duties as outlined below:

Campus Planning Support

-Provide comprehensive administration support for university campuses and the CPDC Planning and Design unit that include:
Assist in preparation of Board of Trustees items and reports to the Legislature, and/or outside agencies. Provide staff support for compilation of the development and preparation of the five-year capital outlay plan (Book) submission working closely with Principal Planners and Associate Planners: assist in creating systemwide summaries and priority lists, proof and edits for all copy of the Book; assist with the Book distribution and web access. Assist the preparation of previous year Book data roll-up summary for capital outlay program and update prior Book form 1-1s for new projects. Assist and provide technical support to planners in compiling annual systemwide submission of the Capital Outlay Budget Change Proposals (COBCP) for review by the Chief and AVC, and submittal to the DOF and LAO. Support and assist the Principal and Associate Planners for Schematic Design and delegated approval meeting items. Assist in the document control and tracking correspondence to university campuses and outside entities. Track annual submittals to State agencies.
-Schedule and attend staff meetings.

-Assist in the preparation of PowerPoint presentations and provide logistical support and planning assistance for meetings, seminars, conferences and development of systemwide training sessions and webcasts.

-Assist in the unit’s updating of its website.

-Provide logistical support for processing annual Architect’s Pre-qualification applications and coordinate efforts with web based digital platform.

-Edit documents for technical correctness, grammar and consistency across systemwide wording and writing style.

-Provide occasional administrative support for CEQA to the Director of Land Use Planning and Environmental Review (if necessary).

-Performs administrative duties including responding to inquiries via phone and/or emails from campus professional and support staff, outside consultants, internal constituents, preparing memos, letters, drafts and correspondence as required.

-Provide support on financial elements, including monitoring the support budget using CSU CSF Financials and/or data warehouse; the status of contracts; the preparation of invoices for approval; and holder and user of unit procurement ProCard, adhering to CSU policy and procedures, reconcile monthly in PeopleSoft, and prepare hardcopy reconciliation all within proscribed timeline.

-Assist of updating PolicyStat to reflect revisions of and/or additions to CSU policies, and CPDC procedures and guidelines.

-Process unit requisitions, and contracts and associated invoices for the Planning and Design Unit.

-Serve as the back-up to other CPDC units other than Planning and Design, and on an as needed basis.

Space Management, Data Base Development and Support

-Assists with coordination and maintenance of the Space and Facilities Database by reviewing, analyzing and revising the facility and space data as necessary, including acquiring and inputting information as proposed by the campuses. Assist with the use of the SFDB to update the campus data files.

-Assists with providing day to day SFDB technical support and troubleshooting issues for campuses. This includes requesting and tracking usernames and passwords for new SFDB users and assisting with coordination between campuses and SFDB IT / CO Applications support.

-Assist with the tracking and collection of documents submitted by campuses for annual CSU system wide reporting.

-Assist with running complex reports of facility, space, and enrollment data from SFDB and APDB (Academic Planning Database) data utilizing Excel Power Query.

-Continuously update the fields in SFDB to help collect information needed to track the Private Use Reporting data as required by the IRS.

-Supports the Facilities Planner in the Management and maintenance of space related document control that includes tracking campus responses to call letters for: private use reporting, space and facilities updates, custodial square footage, and minor capital outlay for inclusion in the new database.

-Conduct testing of the software on the SFDB to determine if the editing process of space data is reliable, and whether it will portray an accurate reflection of campus space.

-Analyze statistics and compile research space related data into charts, graphs, worksheets, electronic presentations and annual space management reports for internal and external agencies.

Qualifications

This position requires:

-Bachelor's degree in planning, public administration, business administration, accounting or related field or equivalent combination of education and experience.

-Two years of professional planning exposure and experience in higher education or in other industries, demonstrating the ability to interface successfully with constituents, review and analyze documents.

-Ability to collect, compile and analyze a variety of data.

-Basic understanding of underlying planning principles in a higher education setting.

-Ability to solve technical problems of database management and development to long-and-short term needs.

-Ability to analyze and review data report requests as well as database integration.

-Proficient in the use of MS Office suite including Word, Access, Project, PowerPoint.

-Strong written and verbal communication skills

-Must be able to establish and maintain positive, cooperative working relationships and productively interact with all CSU staff and various outside parties.

-Ability to apply judgment, discretion and initiative in performing work in a variety of subjects, programs or projects; ability to draft and prepare clean and concise cover memoranda in final form and correspondence requiring selection of materials and references from a variety of sources; ability to keep records and files; ability to screen mail, telephone calls and visitors.

-Thorough knowledge of correct English, grammar, spelling and punctuation; thorough knowledge of office methods procedures and practices.

-Ability to coordinate many different tasks, determine relative importance of each, set deadlines, prioritize and complete projects accordingly; ability to learn, independently interpret and apply a variety of academic and organizational policies and procedures; ability to identify appropriate applications of written policies and procedures; ability to learn the operations of a department.

-Experience dealing with contracts, bid documentation, developing presentation materials, and addressing technical documents (e.g., tracking and maintaining property reports to meet federal and state requirements.)

Preferred Qualifications

-Two years of CSU Capital Planning/Facilities experience.

-One year of experience with accounting or database software. Advanced working knowledge of Excel and basic knowledge of Excel Power Query.

Application Period

Priority consideration will be given to candidates who apply by July 9, 2024. Applications will be accepted until the job posting is removed.

How To Apply

Please click "Apply Now" to complete the California State University, Chancellor's Office online employment application.

Equal Employment Opportunity

The university is an Equal Opportunity Employer and does not discriminate against persons on the basis of race, religion, color, ancestry, age, disability, genetic information, gender, gender identity, gender expression, marital status, medical condition, National origin, sex, sexual orientation, covered veteran status, or any other protected status. Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting the Senior Human Resources Manager at (562) 951-4070.

Title IX

Please view the Notice of Non-Discrimination on the Basis of Gender or Sex and Contact Information for Title IX Coordinator at: https://www2.calstate.edu/titleix

E-Verify

This position requires new hire employment verification to be processed through the E-Verify program administered by the Department of Homeland Security, U.S. Citizenship and Immigration Services (DHSUSCIS)' in partnership with the Social Security Administration (SSA).

If hired, you will be required to furnish proof that you are legally authorized to work in the United States. The CSU Chancellor’s Office is not a sponsoring agency for staff and Management positions (i.e., H1-B VISAS).

COVID19 Vaccination Policy

Per the CSU COVID-19 Vaccination Policy , it is strongly recommended that all Chancellor’s Office employees who are accessing office and campus facilities follow COVID-19 vaccine recommendations adopted by the U.S. Centers for Disease Control and Prevention (CDC) and the California Department of Public Health (CDPH) applicable to their age, medical condition, and other relevant indications.

CSU Out of State Employment Policy

California State University, Office of the Chancellor, as part of the CSU system, is a State of California Employer. As such, the University requires all employees upon date of hire to reside in the State of California. As of January 1, 2022, the CSU Out-of-State Employment Policy prohibits the hiring of employees to perform CSU-related work outside the state of California.

Background

The Chancellor's Office policy requires that the selected candidate successfully complete a full background check (including a criminal records check) prior to assuming this position.

Advertised: Jun 25 2024 Pacific Daylight Time
Applications close:

Closing Date/Time:

Long Beach, California 90802 United States View Map