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Facilities Records Specialist

Apply now Job no: 519859
Position type: Staff Full Time
Benefit Status: Benefited-Union
Campus: UMass Lowell
Department: Project Management & Planning
Salary: Salary commensurate with experience and grade/range
Applications Open:
Applications Close:

General Summary of Position:

Reporting to the Director of Planning & Facilities Information Systems (FIS), this position will support the three groups within Facilities Management: Planning, Design, and Construction; Operations and Services; and Business Operations.  The Facilities Information Records Specialist will maintain, consistently improve, and promote the department’s Sharepoint-based document management platform, including records management, archiving, indexing, and cataloguing of all project and non-project Facilities records in accordance with applicable laws, regulations, and policies. This position will continue and advance the department’s use of Sharepoint and its document management system with a focus on utility, consistency, ease of retrieval, and integration with existing tools and work processes. The position will also provide strategic insights and hands-on troubleshooting for the department’s existing tools, including but not limited to ESRI GIS, space management through Autodesk, Microsoft Office 365, Power Apps, and e-builder.

The position will also proactively collaborate with  broad department and university staff and other stakeholders. The work of this position will vary widely and include improving document management systems within Facilities Management; working with capital project teams to ensure delivery of as-builts; updating archival information; training department staff in document management; and supervising student interns.

Minimum Qualifications (Required):

  • Bachelor’s degree in Library Sciences, Archival Science, Information Technology, Informatics, Architecture, Engineering, and Construction Management or related field and 1 year of experience, associate’s degree in one of these fields and 3 years of experience.
  • Overall computer literacy and computer skills including facility with Microsoft Office 365and working knowledge of Autodesk AutoCAD and Sharepoint Online.
  • Demonstrated familiarity and ability with spreadsheets, pdfs, and drawing viewers
  • Working knowledge of digital archival procedures/standards
  • Strong writing, oral and detail-oriented organizational skills
  • Ability to interact effectively with a diverse group of customers and coworkers
  • Proven ability to work and learn independently with skills in researching problems to find solutions.
  • Proven experience for interacting with and providing assistance to department employees and administrative staff in person, over the phone and through email.

Preferred Qualifications:

  • Master's in Library Sciences, Archival Science, Information Technology, or Informatics preferred
  • Strong understanding of the construction process and archiving issues surrounding construction activities, the built environment, and physical conditions on campus.
  • Knowledge of applicable public records management laws and regulations
  • Extensive experience with Autodesk AutoCAD and/or Sharepoint Online
  • Working knowledge of Autodesk Revit
  • Knowledge of OCR, GIS, and work-order management software, including ESRI products, SQL Server databases, and/or Tririga
  • Experience with large format and desktop scanning equipment and printing/plotting equipment
  • Familiarity with e-Builder, HTML, CSS, and javascript
  • Experience with construction project management related to sites, buildings, building equipment and/or space
  • Knowledge of and experience with the college/university cultures/communities and the processes of such institutions.

Special Instructions to Applicants:

Only Internal Professional (SEIU 888 Professional Union) Bargaining candidates will be considered during the first 10 business days of the posting. All other candidates will be considered after that period. 

This is an SEIU 888 Professional Union position, Grade P17.

Initial review of applications will begin immediately and continue until the position is filled. However, the position may close when an adequate number of qualified applications is received.  

Please include a resume and cover letter with your application. Names and contact information of three references will be required during the application process.  


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The University of Massachusetts Lowell is committed to increasing diversity in its faculty, staff, and student populations, as well as curriculum and support programs, while promoting an inclusive environment. We seek candidates who can contribute to that goal and encourage you to apply and to identify your strengths in this area.

The University of Massachusetts Lowell is an Equal Opportunity/Affirmative Action, Title IX employer. All qualified applicants will receive consideration for employment without regard to race, sex, color, religion, national origin, ancestry, age over 40, protected veteran status, disability, sexual orientation, gender identity/expression, marital status, or other protected class.

Please read “Know Your Rights: Workplace Discrimination is Illegal” poster (pdf) which provides an overview of many relevant equal opportunity laws.

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