POSITION IDENTIFICATION
TITLE Coordinator, Space Management
CLASSIFICATION NUMBER 5869
GRADE 42
CLASSIFICATION Exempt
IMMEDIATE SUPERVISOR University Space Manager/Director of Support Services
GENERAL FUNCTION
The Coordinator, Space Management works to ensure maximum utilization of physical space resources for academic and administrative units and plans and coordinates location and relocation activities. The Coordinator, Space Management serves as system administrator for the scheduling and space management system, maintains space information, and provides ongoing support to campus users of the scheduling and space management system through training, maintenance, and troubleshooting. The Coordinator, Space Management manages access and approvals for University storage facilities.
MINIMUM ACCEPTABLE QUALIFICATIONS
Education: A high school education is required; a Bachelor’s degree is preferred with an emphasis in business or a related field.
Experience: Three years of experience working with database applications, running queries, and working with word processing and spreadsheet applications is required. Experience in maintaining a facilities database is preferred. Experience in providing technical training is preferred. Experience working in higher education is preferred.
Skill: Word processing and spreadsheet application skills are required; database experience is required. Data entry and keyboarding skills are required. The ability to understand and manage database applications is required. The ability to understand, interpret, and analyze data and effectively translate data to meet business process needs for end users is required. The ability to read, understand, and interpret architectural floor plans of buildings is required. Effective interpersonal, customer service, organizational and team-building skills are required. The ability to manage multiple concurrent projects is required. Effective verbal and written communication skills are required. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds is required. Proficiency in writing technical specifications is preferred.
Other: Significant data entry, requiring extended periods of time working at a PC, is required. The responsibilities of the position require regular visits to campus facilities, including using stairs and ladders in University buildings.
ESSENTIAL DUTIES AND RESPONSIBILITIES
1. Acts as the first point of contact for inquiries and requests for assistance from users of the scheduling and space system software, responds to inquiries, coordinates with other support areas to resolve problems when necessary, and helps to ensure the efficient use of University space by maintaining the flow of scheduling information between University systems.
2. Serves as system administrator by managing access clearance levels for users and testing functionality of updates to the space management system.
3. Provides user support and training on the scheduling and space management systems for University departments.
4. Coordinates with Computer Services and the system vendor to resolve issues, test and implement regular updates, suggest improvements to the space management system, and serves as a liaison to Event and Meeting Services for administration of the space management system.
5. Oversees the classroom scheduling process within the space management system, ensures procedures are followed by academic departments, assigns space for large classrooms, determines the best departmental assignments of classrooms when issues arise, and approves all general classroom use for classes and academic events.
6. Assures the timeliness and reliability of information gathered on space utilization by managing and administering the University’s scheduling and space management database.
7. Interprets and ensures compliance with policies and procedures for space requests and utilization, identifies underutilized space, assesses underutilized classrooms twice annually to determine and address causes of underutilization, and recommends physical and technology enhancements to spaces to improve utilization.
8. Coordinates facilities’ resource planning and space management by analyzing administrative and academic space utilization and conducting an annual, system-wide, comprehensive facilities audit to ensure the accuracy of space data.
9. Ensures scheduling performance and efficiency by identifying scheduling errors, researching solutions, and working with University departments to resolve conflicts. while meeting the needs of those involved.
10. Assures the usability, accuracy, integrity, and availability of data for campus planning and space utilization purposes for the Springfield, Mountain Grove, and West Plains campuses’ facilities by managing, editing, and updating space information on the University’s enterprise resource planning software and scheduling and space management systems.
11. Ensures the accuracy of final exams scheduled in University space by creating and updating data in the University’s enterprise resource planning software, exporting Final Exam information in the scheduling and space management system, and resolving space conflicts.
12. Provides academic event scheduling for the University and general public by reviewing and authorizing event requests, monitoring and tracking reservations and logistical information, providing logistical information to academic and administrative schedulers such as space, event description, and technical requirements, and determining when an event request requires further review.
13. Recommends solutions to space needs by using analytical thinking to evaluate query results, room matrixes, time conflict reports, confirmation reports, room usage reports, and building utilization reports and communicates those solutions to decision makers in a professional manner.
14. Serves as an active participant of the University Space Allocation Advisory Committee to assure informed decision-making and efficient implementation of recommendations by providing the committee with requests for changes to use of space as well as an assessment of space usage requests and proposed solutions for implementation.
15. Works with Planning, Design & Construction to support physical changes that are requested and provides data as requested to allow for a complete analytical review of requests to allow for proper management of both existing and new spaces.
16. Plans the relocation of University departments, programs, and operations, requests and evaluates quotes for moves for accuracy and best price, ensures adherence to move schedules, provides management and direction to contracted movers to execute relocation of departments, and resolves issues that arise, such as damage to University property.
17. In the event of issues with facilities, provides emergency response 24/7/365 by finding alternate space for courses, updating the system, communicating changes to academic departments and coordinating with Planning, Design & Construction and Facilities Management concerning maintenance.
18. Assists law enforcement authorities in locating classrooms or events.
19. Interprets and classifies space based on U.S. Department of Education’s Postsecondary Education Facilities Inventory and Classification Manual (FICM) standards, ensuring the accuracy of reporting of space data to state and grant funding agencies.
20. Receives and reviews requests from campus units requesting access to storage, processes requests, manages approvals, maintains records, assures storage is organized, ensures compliance with storage policies, and performs an annual audit of items stored.
21. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.
22. Remains competent and current through self-directed professional reading, developing professional contacts with colleagues, attending professional development courses, and attending training and/or courses required by the supervisor.
23. Contributes to the overall success of the Administrative Services Division by performing all other duties as assigned.
SUPERVISION
The Coordinator, Space Management is supervised by the University Space Manager/Director of Support Services and may supervise student workers.
OFFICE OF HUMAN RESOURCES
REVISED MAY 2021
