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Manager, Data Systems

2 weeks ago

Malibu, United States Pepperdine University Full time

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.Duties 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., PeopleSoft). 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 professional development and participation in user groups and conferences. Uphold the University mission and Living Pepperdine standards through daily work and team collaboration. Perform other related duties as assigned. Uphold University mission through work performed. The above information has been designed to indicate the general nature and level of work performed by employees within this classification. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities, and qualifications required of employees assigned to this job. Skills and Qualifications Required: Bachelor’s degree in a relevant field, or four years of equivalent experience in data or systems administration. Minimum two years of experience managing data systems. Experience in database administration, data integration, and report development. Strong proficiency in Microsoft Office (especially Excel and Word). Intermediate skills in Microsoft Access, SQL, and Visual Basic preferred. Understanding of data structures, relational databases, and Boolean logic. Ability to troubleshoot front-end and back-end system issues and coordinate with IT to resolve. Strong written and verbal communication skills. Proven ability to lead teams, manage multiple projects, and meet deadlines. Strong attention to detail, organization, and accuracy. Commitment to providing excellent customer service and promoting collaboration. Must hold a valid driver’s license and be insurable under University insurance. Must be able to drive a personal vehicle for University business (mileage reimbursed). Strong written and oral communication skills, and detail-oriented organizational skills. Must consistently project a professional demeanor and positive attitude. Must have a demonstrable record of working and learning independently with skills in researching problems to find solutions. Strong understanding of databases, data structures, and data formatting. Experience in developing, preparing and managing ad hoc, canned and enterprise reports that include financial analyses, projections, KPI’s and metrics. Experience in database administration and software integration solutions. Knowledge of facility related IT systems, business practices and data analytics. Preferred: Knowledge of CMMS (preferably TMA) and project management information systems (preferably Kahua). Experience with warehouse or inventory management systems. Minimum two years of experience managing data systems in facilities management or higher education environments. Familiarity with Power BI or other data visualization tools. This is a Regular, Exempt, 40 hour per week position. Expected Pay Range: $70,304 - $77,000 per year