Space Manager

University of the Pacific

Primary Purpose
The Space Manager position is a salaried, professional position reporting to the Executive Director of Capital Planning and Space Management. The incumbent will be responsible for inventory, management and analysis of campus space at all University of Pacific campuses and sites. This position will advise on the most efficient and effective use of current and future space resources. The Space Manager will be responsible for monitoring campus progress towards aligning space allocation with University and department goals, facilitating the space request process, and ensuring accurate and timely completion of an on-going Physical Space Inventory reporting process.
The Space Manager will provide accurate and timely information in support of campus and department decision making and planning while contributing to campus-wide planning committees and teams as necessary. The Space Manager will be responsible for or participate in the development of facilities programs for projects, and will be involved in project design through and including the schematic level. The Space Manager will also be responsible for coordinating management, cataloging and preservation of the facilities archives including, but not limited to, small scale drawings and as-built drawings.
The Space Manager will interpret and apply University, state, federal, grant and gift regulations, policies and procedures; compile and analyze data; maintain the space database and building documentation; prepare reports and presentations; develop short- and long-range plans; and function as coach and partner with all University divisional and unit managers regarding space management.
This position has identified two (2) years funding. Continuation of the position will be based on availability of funds.

Essential Functions
•    Manages all aspects, including personnel and daily business operations, of the University’s space management and inventory program including data gathering, organization, reporting, and strategic planning.
•    Develops short- and long-range plans.
•    Interprets University, state, federal, grant, and gift regulations, policies, and procedures.
•    Maintains accurate, current, and comprehensive database of the University space inventory including related building and campus plans and space attributes through an on-going space auditing process.
•    Develops, analyzes, and reports on space needs, assignments, and usage to support the efficient and effective development and use of University space.
•    Establishes and maintains space allocation guidelines.
•    Establishes and maintains customer/client relationships.
•    Space allocation initiatives, procedures and leading reallocation and relocation of personnel, equipment and facilities. 
•    Conducts analyses of campus space needs, assignment and utilization in support of institutional planning.
•    Leads and / or facilitates the relocation and / or renovation of facilities for University units with new or reallocated space.
•    Trains University personnel in the use of the space database and space classification system necessary to utilize and maintain the database.
•    Organizing resources and establishing priorities. 
•    Provides analysis of campus research space use for required indirect cost recovery reporting.
•    Reads and interprets building design and construction documents.
•    Conducts studies, researches, and compiles data and prepares comprehensive facilities use and feasibility data to be used for campus planning, capital improvement, and long-range planning.
•    Analyzes impact of new construction, renovation, and various remodeling on space planning.
•    Assesses unit space needs with evaluation/justification processes. 
•    Identifies and works with teams to resolve facility utilization conflicts between departments.
•    Manages or assists in the planning of projects involving space use change, from initial data gathering meetings with customers/clients, to completion of conceptual design. 
•    Maintains standards for assigning and assign building room numbers. 
•    Hires and directs consultants as required to develop space plans or tenant improvement plans. 
•    Provides information and consultation on costs of tenant improvement projects.
•    Move planning assistance; coordinates occupant move-in / move-out to new or renovated facilities.
•    Responsible for maintaining and updating facility reference documents and reports.
•    Shares responsibility in organizing and maintaining past and present University building and site drawings and construction and construction-related documents including drawings, maps, blueprints, surveys, specifications, and project files. 
•    Participates in campus master planning, and capital improvement planning as assigned.
•    Prepares presentations; may assist with presentations, as directed by supervisor.
•    Stays current with higher education methods of space allocation and / or computer supportive software / systems.
•    Transitioning facilities from construction to occupancy.
•    May assist Executive Director with budget planning and development for Space Allocation needs.
•    Assists supervisor and / or other staff, as assigned.

Minimum Qualifications
•    Bachelor’s Degree.
•    Minimum of one year of experience in space analysis, planning and design, or management.

Preferred Qualifications
•    Additional two years’ experience in space analysis, planning and design, or management.
•    Work in the higher education sector – college or university level.
•    Ability to develop clear, concise space use proposals including options with pros/cons and impacts.
•    Ability to develop short and long term space management goals and achievement strategies.
•    High level of interpersonal and organizational skills.
•    Interpersonal skills to deal with sensitive issues.
•    Ability to build, develop, and grow relationships vital to the success of managing space.
•    Strong interpersonal skills, including the ability to work productively with a variety of communication and work styles.
•    Ability to effectively manage conflict and stress.
•    Strong written, oral, and visual communication skills, as well as listening skills.
•    Demonstrated commitment to high quality work and results.
•    Positive attitude, proven ability to work successfully with diverse populations and demonstrated commitment to promote and enhance diversity and inclusion.
•    Self-starter with impeccable follow-through and attention to detail. 
•    A can-do, proactive, hands-on, solution and results oriented approach.
•    Ability to proactively determine detailed needs, anticipate obstacles, plan for alternatives, and keep a team and management aware of changes.
•    Experience at working successfully both independently and in team-oriented, collaborative environments.
•    Experience effectively navigating competing and shifting priorities, demands and timelines through analytical and problem-solving capabilities.
•    Understanding of space inventory classification in accordance with the U.S. Department of Education’s Post-Secondary Education Facilities Inventory, and classification and higher education space management principles and practices. 
•    Working knowledge of Microsoft Access, Excel Pivot Tables and Space Management Databases.
•    Experience with AutoCAD and / or Revit.
•    Experience in development of space facilities program documents.
•    Database backup and recovery. 
•    Policy development and revision.
•    Comfortable working with and presenting to all levels of management in a highly ambiguous and rapidly changing environment while managing the negotiations of competing goals and expectations.

Pacific is an AA/EOE employer and does not discriminate on the basis of any protected category.

To view the full job description and apply online please visit: