Manager, Data Systems

Under the supervision of the Associate Director, Facilities Logistics, the Data Systems Manager is responsible for the administration, development, maintenance, and continuous improvement of all Facilities Services and Project data systems. These include the Computerized Maintenance Management System (CMMS), Project Management Information Systems (PMIS), and other technologies supporting facilities operations. This role provides leadership in database administration, data integration, reporting, training, and technology coordination to ensure effective, secure, and accurate management of facilities information.

• System Administration and Data Management: Manage and maintain facilities and project data systems, including CMMS (TMA), PMIS (Kahua), and related software. Administer system permissions, roles, and user access; ensure data security, accuracy, and compliance with University and IT standards. Monitor and troubleshoot data systems and associated mobile devices (e.g., iPads), partnering with IT for technical support, system integration, and software upgrades.
  
  Develop and implement system enhancements, configuration changes, and workflows, testing thoroughly before deployment. Oversee data input, classification, routing, and validation to ensure completeness, accuracy, and timeliness of work order and asset data. Create and run queries, dashboards, and reports to track KPIs, system usage, project progress, and other performance metrics. Audit data quality and coordinate with departmental leaders to correct inconsistencies and retrain staff as needed.
  
  Maintain documentation, procedures, and programming standards for all data systems and reporting tools. Maintain compliance with all software license agreements, University IT policies, and data governance requirements.
• Training, Support, and Customer Service: Serve as the primary contact for data system issues and user support, providing responsive assistance to staff and vendors. Develop and maintain user guides, process documentation, and training materials. Coordinate and conduct staff user training sessions (initial, refresher, and new-hire), including mobile device setup and CMMS and PMIS usage. Provide vendor coordination and facilitate external training and technical support when needed.
  
  Partner with IT to support data visualization tools (Power BI), reporting systems, and integrations with University enterprise software (e.g., People Soft).
• Reporting and Analysis: Generate monthly and ad hoc data reports (e.g., work order status, priority age, asset performance, over-90-day work orders) and store securely in shared databases. Develop SQL queries and advanced Excel analyses using Boolean logic and data query techniques. Support financial and operational reporting, including recharge data and project tracking. Collaborate with Finance and IT leadership to align reports with budgeting and performance goals.
  
  Maintain and further develop data visualization integrations such as Power BI.
• System Development and Strategic Leadership: Lead the continuous improvement and integration of facilities and project data systems to enhance reporting, analytics, and operational efficiency. Collaborate with departmental and University leadership (IT, Finance, Housing, Operations, and others) to align data systems with institutional goals and regulatory requirements. Identify system enhancements and features that improve data management, business process automation, and service delivery.
  
  Develop and manage a roadmap for system upgrades and feature adoption. Prepare and maintain complex reports, documents, and correspondence for management and stakeholders.
• Operational and Information Technology Support: Maintain compliance with all software license agreements, University IT policies, and data governance requirements. Partner with IT to support various operational technologies, such as irrigation systems, and access databases for work order and recharge systems.
• Other Responsibilities: Assist in annual budgeting for software subscriptions, development, and project expenses. Stay current on industry trends, tools, and best practices through…