The Role
Manage and steward the facilities needs analysis and project tracking databases; ensure data integrity; produce reports; deliver user training; support capital planning, document control, and coordination with facilities staff and external partners.
Summary Generated by Built In
NOLA Public Schools Vision
The vision of the NOLA Public Schools is that every student receives a high-quality education that fosters their individual capabilities, while ensuring that they thrive, achieve physical and mental wellness, and are prepared for civic, social, and economic success.
Position Summary
Under the supervision of the Executive Director of Capital Planning, the Capital Planning & Facilities Systems Specialist will assist with capital improvement planning and project management activities in support of the district's facilities goals and long-term investment strategy. This position will serve as the in-house administrator for the district's facilities needs analysis database and related project tracking systems. This position will be responsible for managing, maintaining, and updating these systems, as well as providing training and support to internal staff and external partners. This role involves collaborating with the Capital Improvements team and various stakeholders across the School Facilities Office to ensure accurate, accessible, and up-to-date facilities and project data in support of informed capital planning decisions.
Essential Duties and Responsibilities
- Support the Capital Planning process by assisting the Director of Capital Planning and the Capital Improvements team with a broad range of administrative, analytical, and project-related tasks.
- Serve as the sole administrator and data steward of the facilities needs analysis database, ensuring data integrity, accuracy, and consistency across all records.
- Extract, compile, and present project data from the facilities needs analysis database in response to requests from internal staff and external partners, supporting facilities planning and capital investment decision-making.
- Update and maintain database records as needed, including adding new projects, revising existing entries, and retiring outdated information in accordance with established protocols.
- Develop and deliver training for internal staff and external partners on the use of the facilities needs analysis database, including navigating the system, interpreting data, and understanding project information.
- Learn and maintain proficiency in the project tracking database used to document capital projects, as well as help school operators who self-perform capital projects do the same.
- Support training efforts for the project tracking database, assisting internal and external partners in navigating and utilizing the system effectively.
- Assist in the preparation of activity report and various internal and external communication regarding capital project activity, capital planning, space utilization, and other school district operation priorities.
- Assist with the organization, management, and maintenance of building plans and capital project documentation, ensuring materials are properly catalogued, version-controlled, and accessible to authorized stakeholders.
- Coordinate with school facilities staff, contractors, and external partners to support the flow of information related to capital improvement projects.
- Identify opportunities to improve processes related to data management, document tracking, and project reporting within the Capital Planning function.
- Perform other duties as assigned in support of the School Facilities Office and Capital Planning objectives.
Educational Background
- Bachelor's Degree in Business Administration, Construction Management, Facilities Management, Project Management, Information Systems, or a related field required; relevant work experience in a related field may be considered in lieu of a degree
- Minimum of five (5) years of relevant experience in a related role, such as facilities management, capital planning, construction project coordination, business analysis, or systems administration.
Other Knowledge, Skills or Abilities Required
- Demonstrated experience managing and maintaining databases or information systems, including data entry, reporting, and quality control.
- Knowledge of construction, facilities management, or capital improvement processes strongly preferred.
- Experience with project management principles and practices, including document control and project tracking, preferred.
- Familiarity with facilities needs assessment tools, project management software, or similar platforms preferred.
- Proven ability to develop and deliver training and provide support to both technical and non-technical end users.
- Strong analytical, organizational, and communication skills with the ability to manage multiple priorities in a fast-paced environment.
- Excellent verbal and written communication skills, including ability to effectively communicate with internal and external customers.
- Strong business acumen; solutions-oriented
- Excellent problem-solving and analytical skills.
- Strong project management skills.
- Excellent computer proficiency (MS Office – Word, Excel and Outlook).
- Proficient in Microsoft SharePoint for document management, collaboration, workflow coordination, and back-office administrative support.
- Working knowledge of AutoCAD, including the ability to review, interpret, and manage technical drawings and project documentation is desired, but not required..
- Must be able to work under pressure and meet deadlines, while maintaining a positive attitude and providing exemplary customer service.
- Ability to work independently and to carry out assignments to completion within parameters of instructions given, prescribed routines, and standard accepted practices
- Strong understanding of system analysis, design, and implementation.
- Proficiency in database management, network configuration, and system integration.
- Knowledge of IT security and compliance standards.
Salary Offers
Our salary offers reflect a commitment to equity and transparency. Each offer is determined by education, years of experience, and alignment with compensation across similar roles within the district.
Work Environment
Listed below are key points regarding environmental demands and the work environment of the job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions of the job.
- Required to use motor coordination with finger dexterity (such as keyboarding, machine operation, etc.) part of the workday;
- Required to exert physical effort in handling objects more than 30 pounds rarely;
- Required to be exposed to physical occupational risks (such as cuts, burns, exposure to toxic chemicals) rarely;
- Required to be exposed to physical environment which involves dirt, odors, noise, weather extremes or similar elements rarely;
- Normal setting for this job is an office/school setting.
Performance Evaluation
The employee will be evaluated based on the above position using either two methods: via COMPASS/LEADS or a NOLA-PS evaluating instrument. If the employee holds an Educational Leadership certification, he/she will be evaluated via COMPASS/LEADS to ensure renewal of certification.
EEOC Statement
NOLA Public Schools is committed to equal employment opportunities regardless of race, color, genetic information, creed, religion, sex, sexual orientation, gender identity, lawful alien status, national origin, age, marital status, and non-job related physical or mental disability, or protected veteran status.
Skills Required
- Bachelor's degree in Business Administration, Construction Management, Facilities Management, Project Management, Information Systems, or related field OR equivalent relevant work experience
- Minimum of five (5) years of relevant experience in facilities management, capital planning, construction project coordination, business analysis, or systems administration
- Demonstrated experience managing and maintaining databases or information systems, including data entry, reporting, and quality control
- Proficiency in Microsoft Word
- Proficiency in Microsoft Excel
- Proficiency in Microsoft Outlook
- Proficient in Microsoft SharePoint for document management, collaboration, and workflow coordination
- Proficiency in database management, network configuration, and system integration
- Knowledge of IT security and compliance standards
- Strong analytical, organizational, and communication skills; ability to manage multiple priorities
- Ability to develop and deliver training and provide support to technical and non-technical end users
- Strong project management skills
- Experience with project management principles and practices, including document control and project tracking
- Familiarity with facilities needs assessment tools, project management software, or similar platforms
- Knowledge of construction, facilities management, or capital improvement processes
- Working knowledge of AutoCAD (ability to review and interpret technical drawings)
- Ability to work under pressure, meet deadlines, and provide exemplary customer service
- Ability to work independently and carry assignments to completion within standard practices
- Strong understanding of system analysis, design, and implementation
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The Company
What We Do
NOLA Public Schools (NOLA-PS) is the public school district serving Orleans Parish, Louisiana. It governs the public school system in New Orleans, overseeing a network of both direct-run and charter schools. Its mission is to ensure that every student receives a high-quality education that fosters their individual capabilities, while ensuring they thrive and are prepared for civic, social, and economic success.
