Senior Facilities Software Administrator

1 week ago

Chicago, United States DePaul University Full time

The Highlights:

The Senior Planon Administrator will lead the implementation and ongoing functional deployment of Planon, DePaul's integrated workplace management system (IWMS). DePaul selected Planon as its new enterprise IWMS solution to synthesize data, workflows, and documents related to DePaul's built environment and grounds. This position will play an integral role in building a system vision, fostering buy-in across University departments, and partnering with Facility Operations, Information Services, Financial Affairs, Real Estate, Academic Affairs, and a wide variety of DePaul stakeholders to ensure the successful implementation and ongoing operation of this critical enterprise system. The Senior Administrator will work closely with functional leaders, organizational units, and subject matter experts across the University to identify, develop, and deploy new business processes, system integrations, and reporting capabilities to enable optimization of DePaul's facilities and grounds for the benefit of students, faculty, and staff. The Senior Administrator will be responsible for interfacing with Planon's project team and other third-party consultants and executing on the day-to-day configuration, operation, support, maintenance, and improvement of the platform and will supervise the Planon Space Data and Reporting Manager.

What You'll Do:

  • Implementation Management: Oversee all functional aspects of system implementation. Work with Planon's project manager, third-party consultants, and teams from DePaul's Facility Operations, Information Services, Continuous Improvement, and other departments to manage implementation timeline, stakeholder engagement strategy, project governance, budget control, and problem resolution.
  • Ongoing Administrative Management: Manage the administrative functions of Planon, including user account maintenance, reports, dashboards, and workflows. Complete regular internal system audits and prepare for upgrades. Work with the Information Services team to manage data feeds from university systems and other integrations. Coordinate the evaluation, scope and completion of new feature requests. Establish robust processes to support administrative, development, and change management activities. Work independently with members of the user community to define and document feature requirements.
  • Training and Development: Develop and maintain comprehensive and updated training programs to enable Facility Operations management, administrative staff, and tradespersons to effectively and efficiently use Planon to meet their job requirements and serve University stakeholders. Develop and maintain comprehensive and updated training programs for internal University customers to use Planon for maintenance, move, and space allocation requests. Training programs should catalyze the integration and adoption of Planon across the universe of staff, faculty, and students to establish and maintain the IWMS as an approachable, user-friendly, efficient, and effective resource for the entire DePaul community.
  • This position is responsible for the staffing and supervision of one management position. The Senior Planon Administrator is responsible for independent decision-making with a focus on project management, budget planning, clear communication, delivery of outcomes, and meeting benchmarks.
  • Manage budget development, change order management, and planning for future integrations. Responsible for reviewing third-party consultant invoices and working with Director, Real Estate to identify and resolve billing and budget variances as they arise.

What You'll Need:
  • MA/MS or equivalent combination of education and experience preferred. BA/BS or equivalent combination of education and experience required.
  • 5-7 years experience with IWMS or CMMS system with a strong preference for direct experience with Planon.
  • Minimum 5 years experience in a qualified facilities management, project management, operations management, property management or equivalent role in higher education, government, healthcare, hospitality, or private industry.
  • Experience with space planning and AutoCAD is highly desirable, as is general knowledge of facility operations in higher education, government, healthcare, hospitality, or private industry.
  • Proven ability to design and implement new business processes and facilitate user adoption
  • Preference given to candidates with experience as administrator of Planon or similar IWMS or CMMS platform
  • Strong data management skills
  • A documented history of successfully driving projects to completion
  • A demonstrated ability to understand and articulate complex requirements to diverse stakeholders
  • Highly developed business negotiation, interpersonal, relationship management, and conflict resolution skills
  • Ability to liaise and train stakeholders and users at all levels
  • Ability to translate requirements into technical solutions
  • Excellent time management skills and ability to adapt to changing priorities
  • Experience with higher education processes preferred
  • This position may require occasional work outside of normal business hours to accomplish project goals and achieve milestones.
  • The position will be primarily based in the office with limited flexibility to work remotely.
  • The on-campus nature of the role is to develop and maintain relationships with colleagues in Facility Operations and other University departments and to build proficient knowledge of DePaul's built environment, grounds, and the operational processes that ensure the health, safety, and comfort of the entire DePaul community, all of which are directly connected with the Planon IWMS system.


Perks:

  • Working for a stable and well-known University that values diversity and inclusion.
  • Top choice medical, dental, and vision benefits.
  • Retirement plan matching contribution of 10%.
  • Tuition waivers for employees and dependents.
  • Generous paid time off, sick time, holidays, floating holidays, and more
  • Full-Time Benefits


For consideration, please include a resume and cover letter.

Diversity and Inclusion Statement:
Guided by an ethic of Vincentian personalism and professionalism, DePaul compassionately upholds the dignity of all members of its diverse, multi-faith, and inclusive community. We seek to hire collaborative, open-minded, and dedicated professionals who are committed to advancing our university mission to making education accessible to all, with special attention to including underserved and underrepresented communities. Successful candidates thrive in an environment where ideas and perspectives representing a wide variety of cultures, backgrounds and experiences are welcome and supported.

Required Background Check:

Employment at DePaul University is contingent on passing a background check. Only final candidates who are extended an offer of employment will undergo a background check.


Mandated Reporting of Child Abuse & Neglect:

Upon accepting an offer of employment with the university, you will also be required to sign an Acknowledgement of Mandated Reporter Status at the time of hire. A mandated reporter is required to make a report to the Illinois DCFS Hotline whenever there is reasonable cause to believe that a child known to them in their professional or official capacity may be abused or neglected. For more information, please visit the following pages:

Illinois Department of Children & Family Services (DCFS)
Illinois Abused and Neglected Child Reporting Act

DePaul University is an Equal Opportunity / Affirmative Action employer. All qualified applicants will receive consideration for employment without regard to race, color, ethnicity, religion, sex, sexual orientation, gender identity, national origin, age, marital status, physical or mental disability, protected veteran status, genetic information or any other legally protected status, in accordance with applicable federal, state and local EEO laws.

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