Archives Coordinator Jobs in San Antonio, TX (NOW HIRING)

Job Family Group:

Department/Office:

Time Type:

Compensation:

Please note, starting salaries are based on factors including internal equity, relevant experience, and education.

Exemption Status:

Job Description:

JOB DUTIES

• Maintains and updates the campus base map in AutoCAD, ensuring all exterior alternations ranging from new buildings to minor changes like parking lot re-striping are accurately reflected. Keeps campus utility maps current by collaborating with Facilities and ITS to verify and document any changes including conducting field checks to confirm measurements. Manages and updates building floor plans in AutoCAD incorporating changes from renovations, new construction and/or room modifications. Provides updated floor plan PDFs for staff and faculty use. Assigns and updates room numbers for all new projects or modifications, ensuring accuracy in the database. Provides copies, prints and digital archives of facility plans for staff and external designers, including maintaining the on-site plotter/scanner.
• Assists in exploring and integrating new systems such as Revit and GIS technology into the archival process. Ensures software licenses for AutoCAD and FMG-Plus remain current.
• Maintains the Trinity Access database using FMG-Plus software, ensuring accurate space classification per Postsecondary Education Facilities Classification Manual (FICM) standards.
• Serves as the Workday Locations Manager. Maintains and oversees location data in Workday,ensuring alignment with other space management systems to include managing buildings and rooms hierarchy, conducting periodic reviews and validating data accuracy, particularly during changes or when new buildings are added.
• Oversees the map room, ensuring project and facility documents are well-organized and accessible for Facilities staff, project managers and external designers/architects.
• Assists Risk Management in preparation of annual updates for property insurance. Collaborates with the Strategic Communications division to update and maintain the online campus map with current projects and service outages.
• Manages interior signage across campus, ensuring compliance with ADA and TU standards. Coordinates wayfinding signage updates with Capital Improvements projects and external signage vendors to ensure consistency with campus standards.
• Serves as project manager for minor capital and operational projects related to campus mapping, wayfinding signage, space management systems, and space utilization studies. Develops project scopes, coordinates with vendors and campus stakeholders, tracks schedules and budgets, and ensures deliverables meet TU standards. Coordinates with Capital Improvements project managers to ensure alignment with active capital programs where scopes intersect.

ADDITIONAL DUTIES

• Cooperates and collaborates with other employees in the spirit of teamwork and collegiality and interacts with confidence, patience and integrity to provide professional leadership during emergencies.
• Complies with all Trinity University policies and guidelines.
• Performs other duties as required.

EDUCATION

Required:

Associate's degree in drafting technology, architecture, engineering technology, geographic information systems, or a related field; or equivalent technical training and experience.

Preferred:

Bachelor's degree in architecture, urban planning, geographic information systems, facilities management, or a related field.

EXPERIENCE

Required:

• Five or more years of experience in CAD drafting, facilities mapping, or space data management, with demonstrated proficiency in AutoCAD.
• Working knowledge of Revit or demonstrated experience integrating BIM data with facility records.
• Experience in an institutional facilities management, campus planning, or space management environment, including working knowledge of GIS mapping tools such as ArcGIS.
• Working knowledge of ADA signage requirements, space classification standards (FICM), and applicable building and accessibility codes as they relate to facilities documentation.
• Strong organizational and communication skills to coordinate with multiple departments.
• Ability to conduct field checks and verify measurements.
• Detail-oriented with a commitment to accuracy in data management.
• Ability to collaborate with various departments to ensure accurate and up-to-date spatial information.

Preferred:

• Experience with FMG-Plus or comparable space management/CAFM software; familiarity with Workday or similar ERP location data management.
• Experience managing small-scale projects or capital programs, including vendor coordination, scope documentation, and schedule tracking, in a facilities, planning, or campus environment.

KNOWLEDGE, SKILLS, AND ABILITIES

Required:

• Demonstrated ability to maintain accuracy and attention to detail in spatial data management, including CAD drafting, room numbering, and records archiving across multiple concurrent projects.
• Effective verbal and written communication skills; ability to coordinate with diverse internal departments (Facilities, ITS, Risk Management, Strategic Communications) and external design professionals.
• Ability to manage multiple concurrent data systems and records updates, prioritizing accuracy and timeliness across capital projects, facility modifications, and routine maintenance updates.
• Proficiency in reading and interpreting architectural, civil, mechanical, electrical, and HVAC drawings for the purpose of updating campus documentation and spatial records.
• Knowledge of space classification standards, including the Postsecondary Education Facilities Classification Manual (FICM), and ability to apply them consistently in database management and institutional reporting.
• Ability to exercise independent judgment in carrying out routine and non-routine spatial data maintenance tasks with minimal supervision, escalating issues as appropriate.
• Ability to manage minor projects from initiation through closeout, including scope definition, vendor coordination, schedule tracking, and stakeholder communication, for projects related to campus mapping, wayfinding, space management systems, and space utilization.

LICENSES/CERTIFICATIONS

Required:

Computer-Aided Design (CAD) certification.

Preferred:

Architecture, Engineering & Construction (AEC) certification of AutoCAD Level I proficiency.

OTHER REQUIREMENTS

All jobs require a current Criminal Background Check (CBC).

SUPERVISORY RESPONSIBILITIES

None

NUMBER OF DIRECT REPORTS

None

DECISION MAKING

Plan and perform complex work where only general policies or procedures are available.

BUDGET RESPONSIBILITY

Monitors budget activities but no responsibility for budget and expenditure authority.

FINANCIAL RESPONSIBILITY

None