Data Analyst

Chapman University Careers • Irvine, CA

7d

About The Position

Reporting to the Office Manager, the Data Analyst supports all critical functions of the Facilities Management work order control system within CMMS (WebTMA7), including system configuration, module optimization, database maintenance, and management of asset, inventory, and space data for Chapman University. This role will track capital projects and maintenance costs, establish best practices to ensure data accuracy and efficient work order lifecycles, and produce reports to support data-driven decision-making for department leadership. The Data Analyst collaborates across departments with internal and external stakeholders on system upgrades, maintenance, and troubleshooting, while also developing procedures, documenting workflows, and delivering comprehensive training programs for all users at all levels. Additionally, the position provides departmental technical support, assists with administrative operations, and supports special projects as needed.

Requirements

• Bachelor’s degree or equivalent education or equivalent working experience related to Information Systems, Data Analytics/Data Science, Computer Science, Industrial Engineering, Construction Management, Business Administration, Facilities Management, or related field.
• Demonstrated experience and knowledge of CMMS system, preferably WebTMA7.
• Extensive knowledge of Microsoft Office Suite, Google tools, system integration programs (APIs, imports/exports between CMMS , ERP , GIS , HR systems,) basic scripting or automations (Python, Power Automate, etc) and data visualization tools (Power BI, Tableau) & SQL in a PC environment.
• Proven experience in gathering and analyzing data, reasoning logically, drawing valid conclusions and making effective recommendations to management.
• Demonstrated experience in report writing and other forms of written communication such as major reports, correspondence and evaluation designs and proposals.
• At least two to three years of progressive experience and responsibilities providing administrative support in a professional office environment
• Excellent communication skills, both oral and written, including the ability to communicate complex data insights to non-technical stakeholders.
• Demonstrated ability to solve complex technical problems, using investigative research and analytical skills to develop and implement creative solutions.

Responsibilities

• CMMS (WebTMA7) Oversight & Administration Serve as primary point of contact for all CMMS - related issues including troubleshooting and coordinating with IS&T, Facilities Management, Campus Planning & Design, and other departments and vendors as needed.
• Monitor system usage and implement improvements to enhance operational efficiency.
• Configure and input new user access, asset records, preventative maintenance schedules, reporting tools and workflows to best assist the Facilities Management Team.
• Perform research, analysis and manage administrative efforts related to the evaluation of WedTMA7 work control and materials management operations.
• Prepare WebTMA7 open and close processes in tandem with the fiscal year and in partnership with the Facilities Management Business Department.
• Ensure data accuracy and management for all asset records, projects, and inventories.
• Provide recommendations on additional functionalities WebTMA7 can assist with to further refine operational needs.
• Supports implementation of CMMS changes, module optimizations, and updates to ensure the system is well maintained to users in the creation of data manuscripts, and statistical reports synthesizing results of analyses performed, including recommendations for policy changes, innovative strategies, and data driven decision-making.
• Ensure that administrative processes are documented in meticulous records for operational continuity
• Oversee the creation of preventative maintenance work orders for the entirety of the real estate portfolio including on-campus buildings and assets as well as auxiliary locations and functions.
• Reporting & Data Analytics Develop and generate all reports and user dashboards to facilitate work timeliness and support data-driven decision-making.
• Collect and interpret statistical data and reports by analyzing various information sources for relevance including KPIs, work order metrics and asset performance; create innovative methods for retrieving difficult-to-obtain data and translate data for non-technical audiences.
• Collect and disseminate information for reports.
• Refine reporting to meet the needs of individual decision makers and translate date into actionable terms for technicians.
• Analyze facilities and maintenance data to identify opportunities for improvements, trends & any inefficiencies to leadership.
• Provide recommendations based on findings to support budgeting and forecasting efforts with data insights.
• Department Administrative Support Work order pick-up, processing & scheduling during peak, high-volume periods and as additional support when needed.
• Supervise Facilities Management student staff as requested.
• Provide general departmental support related to processing work requests and work orders on an ongoing basis, as assigned.
• Serves as department technical support for Facilities Management office equipment
• Serve as administrative support back-up for the front desk, Administrative Operations Coordinator, and Office Manager as needed. This may require answering phones and general receptionist work.
• Respond to inquiries and service requests in a professional and timely manner with a focus on customer service excellence with all interactions with Chapman students, staff, faculty, and the community at large.
• Perform special projects, research and other duties as assigned.
• Training & Technical Support Conduct in-person, recorded, and virtual training sessions, including one-on-one coaching to ensure work order management program literacy and understanding.
• Assist with creating training materials, user guides and standard operating procedures (SOPs) with a focus on continual improvement of these documents.
• Install and optimize mobile CMMS app support for assigned devices.
• Troubleshoot system issues and coordinate with IT for resolution when needed.

What This Job Offers

• Job Type: Full-time
• Career Level: Entry Level
• Number of Employees: 501-1,000 employees