Senior Document Associate, Campus Planning
Position Information
Position Title: Senior Document Associate, Campus Planning
Department: Campus Planning
Job Type: Full-Time
Position Summary
The Office of Campus Planning, part of University Facilities, seeks a professional Senior Document Associate to classify, organize, and archive both physical and digital documents required to support University Facilities.
The Senior Document Associate is a key role within University Facilities and supports the planning, design, operations, and maintenance of our campus. The Facilities’ Senior Document Associate supports day-to-day Facilities Operation’s activity, general rehab projects, as well as capital projects, supplying external consultants and on-campus partners with key information for them to design and deliver their projects effectively saving the university time and resources.
The documentation library houses all project documentation including drawings/specifications, warranties, equipment manuals, preventative maintenance records of building components, asbestos records, legal memorandums and agreements, product quotes, reports, and other pertinent documentation to the design, construction, rehabilitation, and maintenance of UB’s facilities.
The Senior Document Associate is responsible for obtaining information, scanning, and archiving documents; managing the metadata, indexes, and catalogues that are digitally applied to all documents within the archive. The Senior Document Associate will identify ways to increase the accessibility of records for University Facilities and campus users by researching and retrieving requested documents both in electronic and hard copy formats as necessary. Accurate and organized data is key for the University’s overall mission and operational excellence as a flagship institution.
Key Responsibilities Include:
- Transfer all capital, renovation and operations project documents at closeout into the library.
- Review the library and apply additional key metadata to files, run optical character recognition on important document types, such as Project Manuals, O&Ms, Reports, etc.
- Facilitate the library’s organization and integration to permit easy access and retrieval of all relevant documents related to any component selected, across all projects, regardless of year. Assure project location information is synchronized between business systems to allow for faster retrieval of documentation by location.
- Research incomplete records, integrate all historical project documentation when found on campus, through site acquisitions or from digital backlog on network drives.
- Prepare, repair and scan materials to expedite retrieval and preservation. Ensure handling of original documents is kept to a minimum. Oversee the quality and integrity of the existing digital files and rescan as needed. Identity physical materials which are unnecessary and can be purged.
- Maintain an electronic index of project and operationally important documents to build a more comprehensive library. Learn, test, and utilize advanced excel formulas and software techniques to manipulate data schema and expedite importing new documentation.
- Assist customers both within and outside of University Facilities in researching required documentation, including warranties and guarantees. Improve the organization of internal Facilities MOUs, SOPs, O&Ms, etc. to create accessible collections of key file types.
- Develop strategies, to support UB’s Top 25 goal through operational excellence, delivery of cutting-edge facilities, services and spaces that support the ongoing work of the university, attract world-class faculty & staff, and increase student retention.
Minimum Qualifications
- Bachelor’s degree in Library and Information Sciences or related degree, with 2 years of relevant experience.
- Experience should be focused on working with complex databases and information systems.
- Demonstrated ability to manage large datasets to ensure consistency and accuracy.
- Excellent organizational and interpersonal skills are required.
- Strong written and oral communication skills.
Preferred Qualifications
- Master’s degree in Library and Information Sciences, with 3 years of experience in higher education or institutional planning or management.
- Experience with capital construction closeout documentation processes and transitioning documents to support ongoing operational & maintenance needs.
- Demonstrate ability to work across a large and complex organization.
Physical Demands
Must be able to remain in a stationary position for intermittent periods, ascend/descend stairs, work atop step stools, and transport materials weighing up to 35 pounds.
Salary Range
$65,000 - $70,000
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