Senior Document Associate, Campus Planning

Posting Details Position Information Fiscal Year 2025-2026 Position Title Senior Document Associate, Campus Planning Classification Title Instructional Support Technician Department Campus Planning Posting Number P260123 Posting Link https://www.ubjobs.buffalo.edu/postings/62902 Employer State Bargaining Unit 08 Position Type UUP Professional Professional Appointment Term Term Salary Grade SL3 Posting Detail Information Position Summary The Office of Campus Planning , part of University Facilities, seeks a professional Senior Document Associate to classify, organize, and archive both physical and digital documents required to support University Facilities. The Senior Document Associate is a key role within University Facilities and supports the planning, design, operations, and maintenance of our campus. The Facilities' Senior Document Associate supports day-to-day Facilities Operation's activity, general rehab projects, as well as capital projects, supplying external consultants and on-campus partners with key information for them to design and deliver their projects effectively saving the university time and resources. The documentation library houses all project documentation including drawings/specifications, warranties, equipment manuals, preventative maintenance records of building components, asbestos records, legal memorandums and agreements, product quotes, reports, and other pertinent documentation to the design, construction, rehabilitation, and maintenance of UB's facilities. The Senior Document Associate is responsible for obtaining information, scanning, and archiving documents; managing the metadata, indexes, and catalogues that are digitally applied to all documents within the archive. The Senior Document Associate will identify ways to increase the accessibility of records for University Facilities and campus users by researching and retrieving requested documents both in electronic and hard copy formats as necessary. Accurate and organized data is key for the University's overall mission and operational excellence as a flagship institution.

Key Responsibilities Include:

Transfer all capital, renovation and operations project documents at closeout into the library. Review the library and apply additional key metadata to files, run optical character recognition on important document types, such as Project Manuals, O&Ms, Reports, etc. Facilitate the library's organization and integration to permit easy access and retrieval of all relevant documents related to any component selected, across all projects, regardless of year. Assure project location information is synchronized between business systems to allow for faster retrieval of documentation by location. Research incomplete records, integrate all historical project documentation when found on campus, through site acquisitions or from digital backlog on network drives. Prepare, repair and scan materials to expedite retrieval and preservation. Ensure handling of original documents is kept to a minimum. Oversee the quality and integrity of the existing digital files and rescan as needed. Identity physical materials which are unnecessary and can be purged. Maintain an electronic index of project and operationally important documents to build a more comprehensive library. Learn, test, and utilize advanced excel formulas and software techniques to manipulate data schema and expedite importing new documentation. Assist customers both within and outside of University Facilities in researching required documentation, including warranties and guarantees. Improve the organization of internal Facilities MOUs, SOPs, O&Ms, etc. to create accessible collections of key file types. Develop strategies, to support UB's Top 25 goal through operational excellence, delivery of cutting-edge facilities, services and spaces that support the ongoing work of the university, attract world-class faculty & staff, and increase student retention.

Learn more:

Our benefits , where we prioritize your well-being and success to enhance every aspect of your life. Being a part of the University at Buffalo community. University at Buffalo is an affirmative action/equal opportunity employer and, in keeping with our commitment, welcomes all to apply including veterans and individuals with disabilities Minimum Qualifications Bachelor's degree in Library and Information Sciences or related degree, with 2 years of relevant experience. Experience should be focused on working with complex databases and information systems. Demonstrated ability to manage large datasets to ensure consistency and accuracy. Excellent organizational and interpersonal skills are required. Strong written and oral communication skills. Preferred Qualifications Master's degree in Library and Information Sciences, with 3 years of experience in higher education or institutional planning or management. Experience with capital construction closeout documentation processes and transitioning documents to support ongoing operational & maintenance needs. Demonstrate ability to work across a large and complex organization. Prodig+ No Executive Position No Physical Demands Must be able to remain in a stationary position for intermittent periods, ascend/descend stairs, work atop step stools, and transport materials weighing up to 35 pounds. Driving Requirements This position drives a university owned vehicle, non-CDL Salary Range $65,000 - $70,000 Additional Salary Information Job Type Full-Time Campus North Campus Posting Alerts Special Instructions Summary Additional Information Is a background check required for this posting? Yes Background Check Notification For non-internal applicants: a selected candidate will have to complete and pass a background check prior to appointment. Contact Information Contact's Name Sean Brodfuehrer Contact's Pronouns Contact's Title Assistant Director Contact's Email stb3@buffalo.edu Contact's Phone 716-645-8483 Posting Dates Posted 06/12/2026 Deadline for Internal Applicants 06/26/2026 Deadline for External Applicants 07/10/2026 Date to be filled 08/03/2026 References Number of References Required 2 Reference Cutoff Date Instructions to Applicant By providing the names and e-mail addresses of my references, I hereby authorize either Human Resources or the applicable hiring department to contact my references via e-mail to request a reference letter on my behalf. Supplemental Questions Required fields are indicated with an asterisk (

• ).

• Please indicate your current employment affiliation with the University at Buffalo. Faculty Faculty Student Association (FSA) Research Foundation Employee State Classified State Professional UB Foundation TA/GA Student No Current Employment Affiliation
• How did you first hear about this employment opportunity? AcademicKeys.com CareerExposure.com CareerWomen.com Chronicle of Higher Education DiversitySearch.com GoogleJobs.com HERCjobs.org HigherEdJobs.com IMDiversity.com Indeed.com LinkedIn.com MBACareers.com Conference Personal Referral UBJobs.buffalo.edu Other
• Are you a SUNY employee eligible for special consideration as a result of retrenchment?

Yes No Documents Needed To Apply Required Documents Cover Letter Resume Optional Documents