Position Description

Business Intelligence Analyst

Job Category
Fulltime Regular

ExemptOvertimeEligible
Exempt

Benefits Eligible
Benefit Based

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Caltech is a world-renowned science and engineering institute that marshals some of the world's brightest minds and most innovative tools to address fundamental scientific questions. We thrive on finding and cultivating talented people who are passionate about what they do. Join us and be a part of the diverse Caltech community.

Job Summary

The Facilities Business Intelligence Analyst plays a pivotal role in strengthening data‑driven decision-making across Facilities. Reporting to the Manager of Service & Process, this position transforms operational, financial, and system-generated data into clear insights, strategic recommendations, and high-impact reporting tools.

Working collaboratively with Facilities leadership, managers, supervisors, project managers, and system users, this analyst bridges the gap between operational needs and actionable analytics. The role designs and maintains dashboards, metrics, and analytical models that enhance maintenance operations, inform capital planning, and elevate customer service delivery.

This position also supports the evolution of Facilities’ advanced analytics capabilities—helping develop better data models, predictive insights, and decision-support tools that strengthen both tactical operations and long-range planning.

As part of the Service & Process team, the analyst contributes to a culture of continuous improvement and exceptional customer service. The ideal candidate brings strong analytical skills, impeccable attention to detail, and a passion for using data and technology to improve operational performance.

Essential Job Duties

Business Intelligence & Reporting

• Design, build, and maintain dashboards, reports, and data visualizations that empower operational and strategic decision-making.
• Develop and track key performance indicators (KPIs) to measure performance in maintenance, service delivery, and operational efficiency.
• Produce recurring reports that inform leadership on facilities operations, deferred maintenance, and capital programs.
• Create polished briefing materials and presentations for leadership and stakeholder communication.

Data Analysis & Process Improvement

• Act as an internal consultant to identify operational challenges and define analytics and reporting needs.
• Conduct business process mapping and improvement analyses to enhance workflow efficiency and service outcomes.
• Analyze financial and maintenance operations data to strengthen budget alignment and resource allocation.
• Evaluate operational alignment with sustainability principles and industry best practices.

Systems & Data Management

• Support the administration and optimization of Facilities digital platforms, including AssetWorks IWMS (AiM) and Ready.
• Draft clear, functional requirements for new system features, enhancements, and vendor-delivered solutions.
• Submit and track system support tickets to resolve bugs and improve functionality.
• Advise on data architecture, warehousing, and modeling to support advanced analytics and KPI development.
• Strengthen data governance by improving the quality, structure, and accessibility of asset, work order, and operational data.

Advanced Analytics & Innovation

• Investigate and develop advanced analytics approaches, including predictive maintenance, asset lifecycle modeling, and AI-supported insights.
• Support initiatives that leverage data to enhance operational performance, planning, and customer service outcomes.

Customer Engagement

• Partner with campus customers and internal Facilities stakeholders to understand needs, resolve challenges, and improve system usability and reporting.
• Contribute to department-wide efforts to strengthen customer service excellence.
• Perform other duties as assigned.

Basic Qualifications

• Bachelor’s degree in Facility Management, Architecture, Engineering, Information Technology, Data Analytics, or related field; or equivalent experience in Facilities operations.
• Minimum of three (3) years of experience in business intelligence, data analysis, or operational analytics.
• Experience developing dashboards, reports, and visualizations using BI tools.
• Proficiency in Microsoft Office, especially Excel.
• Experience with process mapping and business process analysis.
• Strong verbal and written communication skills, with the ability to translate complex data concepts for diverse audiences.

Preferred Qualifications

• Master’s degree in Facility Management, Engineering, Data Analytics, Information Systems, or related field.
• Experience with Integrated Workplace Management Systems (IWMS), especially AssetWorks AiM.
• Experience developing advanced dashboards and visualizations using modern BI platforms.
• Familiarity with AI or machine learning tools applied to facilities analytics or scenario modeling.
• Experience with SQL, Python, or comparable data analysis tools.
• Professional certifications such as CFM, CEFP, IFMA credentials, or similar.

Required Documents

• Resume.

Hiring Range

$83,200 - $96,900 Per Year

The salary of the finalist(s) selected for this role will be set based on a variety of factors, including but not limited to, internal equity, experience, education, specialty and training.

As one of the largest employers in Pasadena, CA, Caltech is committed to providing comprehensive benefits to eligible employees and their eligible dependents. Our benefits package includes competitive compensation, health, dental, and vision insurance, retirement savings plans, generous paid time off (vacation, holidays, sick time, parental leave, bereavement, etc.), tuition reimbursement, and more. Non-benefit eligible employees will have access to some benefits such as onsite counseling and sick time. Learn more about our benefits and staff perks.