University of Waterloo

  • Space Data Analyst

    Requisition ID
    Job Category
    5401 - Deputy Provost Space Plan
    Job Status
    Temporary Appointment (Contract)
    Hiring Range
    $56,181 - $70,226
  • Overview

    Term: 1 year


    Reporting to the Manager of Space Planning, the Space Data Analyst is responsible for organizing, collecting and maintaining accurate data on the use and allocation of space, including classrooms, at the University of Waterloo. The role is also responsible for tracking changes in space use and allocation over time, furnishing regular and ad-hoc reports for the purposes of space and capital planning using Archibus. 


    Accurate and timely space data reports are required annually as input to the institutional budgetary process and to the Council of Ontario Universities (COU) “Inventory of Physical Facilities of Ontario Universities” report which is produced tri-annually. The Space Data Analyst understands how space data is used in various systems across the institution and makes recommendations to the Manager of Space Planning on space data standards and how best to achieve data integration and standardization across these systems.


    Space Data Management

    • Ensures that institutional and Affiliated and Federated Institutions of Waterloo (AFIW) space data is up to date and accurate at all times
    • Undertakes regular physical inspections of institutional space holdings to verify, and correct as necessary, space coding and coding practices
    • Develops and undertakes regular space holding reviews with academic and academic support units, including AFIW, to capture changes in holdings due to leases, real property acquisitions,
      renovations, new construction and short term space loans
    • Collaborates with Plant Operations staff to ensure that space holdings have associated polylined CAD drawings, therefore allowing the drawings to be reliably used for space planning across the institution
    • Ensures that regular snapshots of space data are taken so that changes in space use over time can be reported
    • Collects and records changes and makes corrections in the space database (Archibus) due to renovation's, new construction and short term space loans

    Classroom Asset Data Management

    • Regularly reviews with the scheduling office, IST and academic units, a classroom asset and characteristics classification scheme relevant to the scheduling and room bookings processes
    • Develops and implements a process to collect, store and share classroom asset and characteristics information obtained from the registrar’s office, academic units (including AFIW) and IST
    • Collaborates with IST, the Registrar’s office and other units to implement an effective mechanism for users to access classroom information, to book rooms, and to provide feedback

    Space Data Reporting and Analysis

    • Provides timely and accurate reports and analyses of space utilization from a variety of sources such as: Archibus (Space Planning and Management, Move Management), Quest, (the student
      information system), Astra (the room booking system), Infosilem (the course scheduling system), etc.
    • Develops and maintains expert knowledge of COU standards and communicates their appropriate use to units and individuals responsible for reporting data.
    • Produces an annual report of space holdings and changes for the University to support planning activities
    • Develops a set of regular space occupancy and utilization reports for academic, academic support and classroom spaces
    • Works directly with all units on Campus to ensure correct coding for triennial COU Space Survey
    • In partnership with IAP, submits triennial COU Space Survey on behalf of University of Waterloo
    • Assists, trains and leads all departments with interpretation of space data and space data extracts

    Space Database Administration, Maintenance and Training

    • Handles all space database account administration, including account set-up and maintenance
    • Provides documentation, training and support for database users and those who collect and update the space data
    • Maintains a data dictionary for the space database along with coding guidance and coding best practices
    • Liases with Archibus vendor to coordinate system upgrades, assessing downtime, and testing of upgrades

    Systems Integration

    • Understands and remains informed about the linkages between UW databases that pertain to space and classroom data
    • Supports the design and documentation of these dependencies with the aim of maintaining data systems integration, data integrity, and usability
    • Makes recommendations to the Manager of Space Planning regarding changes to data architecture or processes that could lead to improvements


    • Completion of a Bachelor’s degree in a relevant field, or equivalent education and experience
    • Experience with integrating data from difference sources is required
    • Experience with space inventory/management systems such as Archibus is an asset
    • Several years of progressive experience in data management with analytics relation to planning, forecasting and performance management, preferably in an academic environment
    • Experience performing quality assurance functions to ensure data integrity and accuracy
    • Understanding and familiarity with database and systems integration concepts, with a demonstrated ability to extract data from multiple databases, and integrate the data into comprehensive management reports and presentations for a variety of audiences
    • Ability to think at a systems level while also working at a detailed level
    • Core competencies are project management, attention to detail, analysis and analytical insight, creativity and flexibility, organizational and communications skills
    • Advanced proficiency in Excel with the demonstrated ability to perform data cleansing and analysis functions such as pivot tables and vlookup
    • Experience using visualization and presentation tools (e.g. Tableau or QlikView) is an asset


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