Data & Reporting Specialist

University of Wisconsin-Madison; Madison (WI); On-site; USD 51,000 - 63,000; Full time

Job summary

The Data & Reporting Specialist at the University of Wisconsin–Madison supports the Space Management Office by collecting and updating space information through building walks, surveys, and project documentation. You will collaborate with schools, colleges, and divisions to identify space needs and improve campus data for reporting and planning.

The role emphasizes accuracy, data analysis, and the ability to produce both standard and ad hoc reports using tools like Excel, Crystal Reports,

Qualifications

• Knowledge of space data collection and updates across organizations.
• Experience creating ad hoc and standard reports for stakeholders.
• Willingness to learn and deliver high-quality work on schedule.
• Experience producing complex annual reports and data in compliance with standards.

Responsibilities

• Review and approve facility improvements, space assignments, and proposals.
• Schedule logistics to identify and acquire space for institutional use.
• Model test fits and facility options per the Campus Master Plan.
• Analyze, audit, and update facility records.
• Investigate future development options based on master plans.
• Lead production and distribution of standard and custom space data reports.

Skills

Space data collection

Space data reporting

Learning mindset

Annual reports/data

Education

Bachelor's degree in data management/space planning

Tools

Microsoft Excel

Crystal Reports

Tableau

BIRT

Job description

Job Category:

Academic Staff

Employment Type:

Regular

Job Profile:

Facilities Planner

Job Summary:

The Data & Reporting Specialist role is in the Division of Facilities Planning & Management (FP&M), Department of Capital Planning & Design, in the operational area of Office of Space Management at the University of Wisconsin-Madison. The Space Management Office collects and maintains university space and utilization information, and works with schools, colleges, and divisions to identify and plan for short- and long-term space needs. The Data & Reporting Specialist will collect and update space information through building walks, surveys, and project documentation. This work is critical to maintaining and improving space and facility data for campus reporting and planning.

An ideal candidate will have knowledge or experience with the following:

• Space data collection and updates - Work with schools, colleges, divisions, and departments to collect and update organizational space assignments, use and subuse, functions, staff occupancy, and related information. This includes coordinating and executing building walk throughs, online surveys, and ad hoc updates reported to our office. Attention to detail, communication skills, and customer service are important for this work.
• Space and facility data reporting - Contribute to ad hoc report requests from internal and external stakeholders. Contribute to and/or lead standard report development and reviews. Support role in creating ad hoc reports tailored to specific, dynamic business needs. The ability to quickly and efficiently gather, analyze, and present data on short notice. Experience with tools and methodologies that support flexible and responsive ad hoc reporting.
• Work ethic and willingness to learn - We are looking for motivated individuals who will dig in and do high quality work on schedule. We expect staff to approach their work with a learning mindset and apply the job experience to their work.
• Proven experience with supporting in the production and preparation of complex annual reports and data. Familiarity with creating reports that comply with industry standards and regulatory requirements.

Ongoing/Renewable, Full-Time 100% FTE

Hours generally scheduled 7:45AM to 4:30PM Monday through Friday.

Additional Information:

This position may require occasional travel outside of Madison, Dane County, or the State of Wisconsin to UW-Madison facilities and/or other institutions.

Key Job Responsibilities:

• Reviews, evaluates, approves, and provides recommendations for facility improvements, space assignments, and proposals utilizing best practices and established policies and procedures
• Schedules logistics and secures resources and information to identify, assign, and acquire space for institutional use
• Reviews space requests and models test fits and facility options for massing, scale, and impact to university facilities per the Campus Master Plan
• Analyzes, audits, and updates facility records
• Investigates options for potential future development based on unit facility master plans and the overall Campus Master Plan
• Lead for producing (creating, reviewing and distributing) standard and custom reports of facility and space data for UW-Madison, UW System, benchmarking studies, and others as requested

Department:

Division of Facilities Planning & Management (FP&M), Capital Planning & Design; Office of Space Management.

The Division of Facilities Planning & Management (FP&M) is a full-spectrum service organization that builds, maintains, and operates the physical environment of UW-Madison in the university's education, research, and outreach activities.

Compensation:

$57,000 annual minimum.

The minimum rate for this position is $57,000, but is negotiable based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund.

For a summary of benefits, please see below for more information: Academic staff Benefits summary.

Required Qualifications:

• Driver's license that is Required - Valid and Meets UW Risk Management Standards
• Minimum 2 years' professional work experience
• Working knowledge of Microsoft Excel
• Excellent organizational skills and attention to detail
• Ability to handle sensitive information

Preferred Qualifications:

• Bachelor's degree in data management, space planning, or related field
• 5 years' professional work experience
• Professional work experience in data management, analysis, space planning, or related field
• Knowledge of the higher education Facilities Inventory Classification Manual (FICM)
• Experience with data reporting and/or visualization tools (e.g., Crystal Reports, Tableau, BIRT)
• Effective oral and written communication techniques
• Ability to organize, evaluate, and present information effectively.
• Knowledge of administrative structure and functional requirements of facilities in higher education
• Skill and commitment to provide quality customer service.

Education:

• Bachelor's Degree, Required; focus in data management, space planning, or related field is preferred.

Contact Information:

Passion Malotky, [e-mail]; 608-890-1852

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

The University of Wisconsin-Madison is an Equal Opportunity Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence by acknowledging skills and expertise from all backgrounds and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, visit the Human Resources Workplace Poster website.

To request a disability or pregnancy-related accommodation for any step in the hiring process (e.g., application, interview, pre-employment testing, etc.), please contact the Divisional Disability Representative (DDR) in the division you are applying to. Please make your request as soon as possible to help the university respond most effectively to you.

Employment may require a criminal background check. It may also require your references to answer questions regarding misconduct, including sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.