Document Control Clerk

Position Summary Florida Atlantic University is seeking a Facilities Documentation Associate - Boca Raton, FL. The Facilities Documentation Associate reports to the GIS & Space Data Specialist, the Facilities Documentation Associate serves all University campuses and sites. This is a technical paraprofessional position that supports facilities and infrastructure mapping and documentation by interpreting, capturing, and maintaining accurate facilities and infrastructure records related to buildings, grounds, and utility systems. This position focuses on the technical review and documentation of civil, utility, and facilities information— including record drawings, as-builts, final construction turnover documentation, and infrastructure asset changes, to ensure that institutional mapping and documentation repositories remain complete, accurate, and current. The role supports updates resulting from both capital projects and operations and maintenance activities and works collaboratively with Design and Construction Services and Operations and Maintenance staff to obtain required technical information for documentation purposes. The Facilities Documentation Associate plays a key role in maintaining reliable facilities and infrastructure records that support planning, maintenance, compliance, and long‑term asset stewardship. This position is designated as essential personnel. DUTIES AND RESPONSIBILITIES Key Responsibilities Interpret, document, and maintain accurate facilities and infrastructure records for buildings, grounds, and utility systems across all University campuses and sites. Maintain authoritative infrastructure documentation, including civil, utility, and facilities records, ensuring consistency with approved record drawings, as-built and final construction turnover documentation, and institutional standards. Provide technical support for the interpretation and documentation of civil engineering drawings, infrastructure documentation and facilities drawings, including site, utility, and building floor plans. Capture, validate and document infrastructure and spatial changes resulting from capital projects, renovations, and maintenance activities, including review of final construction documentation and equipment schedules, to ensure institutional records remain current and complete. Identify and coordinate resolution of discrepancies between legacy documentation, submitted records, and field conditions in collaboration with appropriate technical units. Maintain and update facilities and infrastructure documentation and prepare associated documentation for integration into GIS, space inventory, and related facilities systems. Work collaboratively with the GIS & Space Data Specialist and coordinate with Design and Construction Services, Operations and Maintenance, and other relevant units to obtain documentation required for accurate recordkeeping. Provide documentation support for internal reviews, audits, and information requests related to facilities and infrastructure records. Perform other job‑related duties as assigned in support of spatial facilities and infrastructure documentation function. FAU Benefits and Perks Excellent benefit packages including Medical (PPO/HMO $50 per month single & $180 per month family), Dental, Vision, Life Insurance, Flexible Spending plans, Employee Assistance Program (EAP) and much more. State retirement options including tax‑deferred annuities and Roth 403(b) plans. State employees Public Service Loan Forgiveness (PSLF) program. Sick Leave Pool Program. Paid time off (eligible employees) including vacation and sick leave, 1 personal day, 9 paid holidays, and paid winter break (at President’s discretion). Paid Community Engagement Volunteer Service Day Employee Educational Scholarship Program (EESP) for eligible Staff/Faculty - Tuition assistance after 6 months of full‑time employment. For in‑unit faculty, the EESP program may be extended to spouses and dependent children (eligibility rules apply). For details on FAU's amazing offers visit us at Explore Living in Palm Beach County The goal is to provide local employers and new employees in the area a comprehensive guide with places to live. View it here: Minimum Qualifications Associate degree in drafting, engineering technology, facilities management, GIS, construction technology, or a related technical field and three (3) years of progressively responsible experience in facilities documentation, infrastructure records, civil/utility drafting, or a closely related technical area OR High school diploma or equivalent and five (5) years of progressively responsible experience in facilities, infrastructure documentation, drafting, or related technical work demonstrating applied knowledge of civil and utility documentation. Experience maintaining or updating facilities, infrastructure, utility, or architectural documentation using AutoCAD. Preferred Qualifications Experience in higher education, campus environments, or multi‑site facilities portfolios. Familiarity with utilities, site infrastructure, or facilities asset management. Experience supporting documentation activities across both capital projects and maintenance operations. Familiarity with facilities mapping or spatial documentation systems is desirable; training may be required to support coordination with GIS, space data and facilities management systems. Physical Requirements Ability to move throughout campus and University for site and field visits, and surveys. KNOWLEDGE, SKILLS, AND ABILITIES REQUIRED Technical Knowledge Utility documentation practices, infrastructure record standards, and campus utility systems sufficient to interpret and maintain facilities and infrastructure records. Facilities and infrastructure documentation management practices, including record maintenance, version control, and documentation lifecycle processes. Civil engineering and utility drawing conventions. As‑built, record drawing and construction turnover standards. Building floor plans and related facilities drawings. Asset documentation and lifecycle awareness. Technical Skills Proficiency in AutoCAD sufficient to interpret, update, maintain, and revise facilities and infrastructure documentation based on approved record drawings, as‑built documentation, and field verification activities. Ability to translate engineering documentation into structured spatial and asset records. Ability to conduct field verification activities, including site observations, photographic documentation, and comparison of field conditions with existing records. Strong attention to technical detail and documentation accuracy. Analytical & Coordination Skills Ability to identify inconsistencies across documentation sources. Clear communication with technical and non‑technical stakeholders. Methodical recordkeeping and version control practices. Salary $60,000.00 to $65,000.00 per year College or Department Facilities Management: Design and Construction Location Boca Raton Work Days and Hours Monday - Friday, 8 a.m. - 5 p.m. Application Deadline 2026-09-16 SPECIAL INSTRUCTIONS TO APPLICANT This position does not offer any employment‑based immigration sponsorship now or in the future. Unrestricted work authorization required at all times. APPLICATION DOCUMENTS REQUIRED Resume Cover letter OFFICIAL SEALED TRANSCRIPTS REQUIRED Final candidate will be required to have official, sealed transcripts and original NACES evaluation, if applicable, sent from their educational institution to Human Resources prior to the start of employment. PRE-EMPLOYMENT SCREENINGS REQUIRED Selected candidates must successfully complete and pass all employment screenings prior to the start of employment. Employment screenings may include a criminal background check (level I and level II), motor vehicle check, credit check, reference checks, alcohol, and drug screening check. REQUEST FOR ACCOMMODATIONS Individuals with disabilities requiring accommodations may contact the Office of Civil Rights and Title IX at View phone number on click.appcast.io or send an email at View email address on click.appcast.io. Florida Atlantic University is Where Tomorrow Begins. As a nationally recognized Carnegie R1 research institution and one of only 13 universities nationwide to also hold Carnegie designations for Opportunity and Community Engagement, Florida Atlantic is advancing discovery, driving economic growth, and preparing graduates to lead in a rapidly changing world. As South Florida's Hometown University, Florida Atlantic serves as a destination for learning, culture, athletics, and community engagement. Through NCAA Division I athletics, world‑class performing arts and cultural events, public lectures, gallery exhibitions, environmental education programs, and one of the nation's largest Osher Lifelong Learning Institutes, Florida Atlantic welcomes thousands of residents, visitors, and learners to its campuses each year. From inspiring environmental education programs to providing enriching experiences for retirees, professionals, families, and sports fans, Florida Atlantic is deeply connected to the communities it serves. Through these experiences and partnerships, the university helps strengthen the region's cultural vitality, workforce, economy and quality of life. For more information, visit Florida Atlantic University is an equal access/equal opportunity employer that complies with all applicable federal and state laws regarding nondiscrimination. If you require an accommodation to participate in any part of the recruitment process, please contact Florida Atlantic’s Office of Civil Rights and Title IX at View phone number on click.appcast.io or send an email to View email address on click.appcast.io. Clery Act Information Consumer Information Visit Florida Atlantic's Consumer Information page for more information about financial aid, its campus, facilities, student athletes, campus security, fire safety, as well as preventing drug and alcohol abuse. Paper copies are available upon request by contacting the Office of Student Financial Aid. Florida Statute 1010.35 - Screening Foreign Researchers Pursuant to Florida law, any applicant or student seeking employment in a research or research‑related support position who is a citizen of a foreign country and not a permanent resident of the U.S., or who is a citizen or permanent resident but is affiliated with or has had at least 1 year of employment or training in China, Russia, Iran, North Korea, Cuba, Venezuela, or Syria is subject to additional screening. Applicants meeting those criteria will be required to provide the following information before any offer of employment can be made: every institution of higher education attended; all previous employment since the applicant’s 18th birthday; list of all published material, current and pending research funding from any source, including details about the research, your role, funding source, and amount; list and description of any non‑university professional activities; any affiliation with an institution or program in a foreign country. Selected applicants will be required to provide additional information per the Statute, including a complete copy of your passport; and, if available, the most recently submitted DS-160 (Online Nonimmigrant Visa Application)." #J-18808-Ljbffr