Facilities Technology and Data Coordinator

University of San Diego; San Diego (CA); On-site; USD 35,000 - 40,000; Full time

Benefits offered by this job

Excellent benefits

On-campus fitness centers

Job summary

University of San Diego is seeking a Facilities Technology and Data Coordinator to support CMMS administration, PM/DM scheduling, and data-driven facilities management. You will manage asset data, generate KPI dashboards, and drive process improvements across FM programs.

The role requires strong data skills, attention to detail, and experience with CMMS systems. Hours are 40 per week; on-site work at USD with competitive benefits.

Qualifications

• High school diploma required; two years related experience.
• Experience with record keeping and inventory control.
• Strong data analysis and reporting skills.

Responsibilities

• Administer CMMS including asset and equipment management and data integrity checks.
• Train staff on CMMS mobile apps and maintain device inventory.
• Create reports, KPI dashboards, and analytics to support FM operations.
• Schedule and coordinate preventive maintenance; liaise with trades.
• Track deferred maintenance and analyze performance trends.

Skills

Data accuracy

Verbal communication

Analytical skills

CMMS experience

Education

Associate's degree

Tools

CMMS (TMA)

Job description

Position Title & Department:

Facilities Technology and Data Coordinator;Facilities Management Technology

Posting #

5750

Department Description:

The mission of the University of San Diego Facilities Management Department is to efficiently operate, maintain, and support the development of quality facilities, grounds, and services, and at the same time to support our campus community, students, faculty, and staff. Through our efforts we support the university's commitment to pursuing truth, academic excellence, and the advancement of knowledge.

University Description:

The University of San Diego, an engaged and contemporary Catholic institution, was founded by the Diocese of San Diego and the Society of the Sacred Heart in 1949. Governed by an independent board of trustees since 1972, USD remains committed to a liberal arts education grounded in the Catholic intellectual tradition and the pursuit of truth, goodness and beauty. Inspired by this centuries old tradition of Catholic higher education, the University welcomes people of all faith traditions and any, or no, religious background. The future success of USD relies on the contributions of those who seek to foster the development of engaged global citizens and an earnest confrontation of humanity’s urgent challenges.

Detailed Description:

The Facilities Technology and Data Coordinator is responsible for assisting in the day-to-day coordination, operation, support, and updating of Facilities Management’s (FM) Computerized Maintenance Management System (CMMS), Preventive Maintenance (PM) Program, Deferred Maintenance (DM) Program, and the associated Reporting, Metrics and Key Performance Indicators (KPIs) of these programs and other systems in use in Facilities Management. CMMS duties and responsibilities include system administration tasks, gathering and verifying building, area and asset data, and the review of finished work orders for data integrity. Additional duties include mobile device application training, support, management, and troubleshooting. The PM Program responsibilities include the scheduling of preventive maintenance, ensuring a distributed workload across all trades and technicians. The coordinator will ensure that the program can rely on accurate assets, space, and task data. The DM Program responsibilities include gathering and tracking new and ongoing deferred maintenance projects. These projects typically include building systems and equipment that have recently been added or revised due to design, construction, and renovation. The coordinator will create and generate reports, KPI dashboards, metrics and analytics for these programs and others in use in Facilities Management. This position will be instrumental in process improvement. The evaluation of asset information, preventive maintenance schedule configuration and accurate finished work order information as Facilities Technology and Data Coordinator 8/12/2026 it relates to work force productivity will be critical. The coordinator will make recommendations to managers on methods of improvement. Special projects relating to other FM programs and systems may be assigned.

Duties and Responsibilities:

Program and System Administration:

CMMS Administration

• Complete tasks such as asset and equipment management, user and access permissions changes, system and workflow testing, and troubleshooting.
• Review finished work orders for accurate recording of technician labor and comments.
• Train technicians in the use of CMMS mobile applications.
• Maintain inventory of all mobile devices.
• As business processes evolve, learn and implement new processes and train staff.
• Create reports, KPI dashboards, metrics and analytics to support FM operations.
• Assist the FM organization in striving toward a data centric business model.

PM Program

• Responsible for scheduling planned work related to maintaining and operating the Facilities Management assets and infrastructure of the campus.
• Research, standardize and document preventive maintenance procedures for new equipment installations and for maintaining existing equipment.
• Coordinate with trades to establish schedules of preventative maintenance tasks and set up a continuous improvement process to ensure PMs are efficient.

DM Program

• Responsible for maintaining lists of deferred maintenance equipment, systems, and projects.
• Coordinate with Planning, Design & Construction and Building & Grounds Operations to track and record finished work that affects the DM program.

Data Gathering, Management and Analysis

• Collect, verify, and input data into the CMMS regarding building assets, equipment, systems, and areas.
• Organize, maintain, and keep current records of work performed, productivity and trends.
• Analyze requirements and performance measurements and develop reports to include cost trends, manpower performance and areas for improvement, to give management the data to make sound business decisions.
• Work with Business Technology Applications Manager to develop reports to track effort, inventory, work order backlog, completion, and efficiency.

Process Improvement and Training

• Use a systematic approach to help Facilities Management optimize processes to achieve more efficient results.
• Proactively identify, analyze and recommend improvements to current workflow processes.
• Serve as steward of our processes, documenting current processes and creating processes.

Certificates, Licenses, Registrations:

• Valid California driver’s license required.

Special Conditions of Employment:

• Must be able to work assigned hours and may be required to work overtime and on weekends, as needed. Work schedule may be adjusted to meet the demands of the department.
• Consistently follow safety practices appropriate to the job and comply with rules and regulations established by the University, state, and federal agencies.
• Job hours and/or workday may be changed when necessary to meet supervisory commitments.

Background check: Successful completion of a pre-employment background check.

Degree Verification Requirement: Persons offered employment in this position will be required to provide official education transcripts for degree verification purposes.

Job Requirements:

Minimum Qualifications:

• High School diploma required.
• Minimum two years of related experience working with systems, technology, and/or equipment.
• Previous experience with record keeping / inventory control.

Preferred Qualifications:

• Associate's degree is preferred in Information Systems, Facilities Management, Business Administration, or a closely related field.
• Two or more years of experience in a Facilities Management operation, preferably working with a CMMS system.
• Ability and experience in reading and understanding Architectural plans including HVAC, Mechanical, Electrical, Plumbing, and other consultant drawings.
• Familiarity with building equipment and systems including HVAC, Mechanical, Plumbing and Electrical.
• Experience creating visual charts, graphs, and metrics from complex data.
• Experience with coordinating and planning work, tracking progress, and completion.

Performance Expectations- Knowledge, Skills andAbilities:

• Strong attention to detail, thoroughness, and data quality.
• Significant skill or experience with TMA or other similar CMMS.
• Ability to input significant amounts of data into CMMS, spreadsheets, and other documents with attention to detail and speed required.
• Excellent verbal and written communication skills required.
• Excellent analytical and problem-solving skills required.
• Demonstrated ability to solve problems.
• Requires professional verbal and written correspondence, reports and recommendations to managers and supervisors, and daily interaction with superintendents and field staff.
• Ability to work with a diverse group in a positive and productive manner is required.
• Understands the importance of customer service and can follow-up as well as communicate to FM and campus clients.
• Other duties as assigned to support the overall operations of the department.

Posting Salary:

$25.36 - 28.90 per hour; Excellent Benefits
The University of San Diego offers a very competitive benefits package including; medical, dental, vision, a retirement contribution given to you by the University, and access to on-campus Fitness Centers. Please visit the benefits section of our website to view all of the perks and benefits that USD has to offer. USD: Human Resources: Benefits

The salary range provided in this posting reflects what we reasonably expect to pay for this position. Actual compensation offered or earned is dependent on experience, education and other factors including departmental budget.

Additional Details:

Hours: 40 hours per week

Closing date: Open until filled

Note: External job postings will be up for at least three days. After that time, applications will be reviewed by the hiring manager/committee throughout the posting period. A candidate may be selected at any time which could then close this posting on a date earlier than listed.
The University of San Diego is a smoking and tobacco-free campus. For more information, visit www.sandiego.edu/smokefree.