1. Working with leadership within YSM departments, research and manage the collection of School of Medicine data required for tracking and analysis in the YSM space management system. This data includes occupants, number of workstations, equipment, grants being worked on in the space, room type, capital projects associated with the room, room ownership, utilization, etc. Real-time data entry for routine changes related to moves, renovation, faculty and/or staff changes, etc. 2. Oversee the development and completion of space surveys, fixed and movable asset inventory and interpretation of federal regulations. Respond to questions from departments completing the surveys. 3. Create and conduct space audits for validation and reporting purposes and to assist in the F&A Rate development for negotiation with the federal reviewers. 4. Create and validate multiple management tracking reports needed for management decision making, including reports by type (e.g., clinical/patient care, wet/dry lab, faculty office, YNHH, Academic, etc.), by occupant, by function, by mission, etc. Data-driven support of high-level planning projects – preparation of formulation drawings; space allocation plans, documents/drawings for presentations, etc. Preparation of drawings and report packages after snapshot for YSM Dean's planning meeting. 5. Perform space reconciliations in partnership with various university organizations: 1) leased space information with University 2) YNHH-YSM space reconciliations working with YNHH, MCI and University Properties, 3) clinical space reconciliation working with Yale Medicine. Research Yale-YNHH space agreements to answer questions from Planning or Project Management. Provide YSM/YNHH space information for Clery Report; liability insurance audit and other purposes. 6. Review room numbering for renovation projects. Address questions related to building room numbers and room signage from design consultants, project managers, Facilities Operations, etc. 7. Workday-related space system management and issue resolution. Location feed questions and issues, data format changes to accommodate Workday. Data entry. 8. Enhance capabilities of complex space or capital analysis by improving data bases, brio reports and excel models. Proactively identify deficiencies and areas of risk and offer insight and advice for process improvement. Actively implement these improvements. 9. Support the costing team as required including any additional work to ensure the university is compliant while maximizing its rate recovery, such as indirect cost allocations.
Preferred Education: Knowledge of Yale financial and administrative policies and procedures. Working knowledge of lab research space/techniques. Knowledge of Federal grant regulations. Familiarity with SIS or other space management system.
Preferred Education, Experience and Skills: Knowledge of Yale financial and administrative policies and procedures. Working knowledge of lab research space/techniques. Knowledge of Federal grant regulations. Familiarity with SIS or other space management system.
Required Skill/ability 5: Well-developed organizational, analytical and problem-solving skills. Excellent attention to detail.
Posting Position Title: Analyst, YSM Space Management
Required Skill/ability 3: Strong computer skills; High level knowledge of Microsoft Office, especially Excel and Access. Demonstrated ability to gather, compile, organize and manipulate data to create reports or databases.
Work Week: Standard (M-F equal number of hours per day)
University Job Title: Analyst, Space Management
Required Skill/ability 1: Excellent communication skills, both verbal and written, with demonstrated outstanding organizational skills.
Required Skill/ability 4: Ability to handle a complex portfolio of work in an intensive multi-tasking, entrepreneurial environment.
Required Skill/ability 2: Demonstrated superior customer service orientation. Ability to work well as part of a team. Ability to work well under deadline pressures without sacrificing accuracy or customer service.
Bachelor's degree in Accounting, Business, Economics or Finance and four years of related experience or an equivalent combination of education and experience.
Internal Number: 53434BR
About Yale University
Yale University is an American private Ivy League research university located in New Haven, Connecticut. Founded in 1701 in the Colony of Connecticut, the university is the third-oldest institution of higher education in the United States.