Space Planning Coordinator - Facilities Management (FM)

Department:

Facilities Management Administration

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Space Administration

Position Title:

Space Planning Coordinator - Facilities Management (FM)

Job Family Group:

Professional Staff

Job Description Summary:

The Facilities Space Planning Coordinator plays a key role in supporting the Space Administrator in the planning, management, and reporting of space across the University. This position serves as a vital liaison between Facilities Management and campus departments, working closely with faculty, staff, and leadership to ensure space is allocated strategically and used efficiently. The Facilities Planner helps maintain accurate space inventory records, prepares reports for institutional and external stakeholders, and coordinates projects related to office and laboratory relocations

Job Description:

Job Description Summary

The Facilities Space Planning Coordinator plays a key role in supporting the Space Administrator in the planning, management, and reporting of space across the University. This position serves as a vital liaison between Facilities Management and campus departments, working closely with faculty, staff, and leadership to ensure space is allocated strategically and used efficiently. The Facilities Planner helps maintain accurate space inventory records, prepares reports for institutional and external stakeholders, and coordinates projects related to office and laboratory relocations.

Job Responsibilities:

Space Planning and Inventory Management

• Collaborate with the Space Administrator to support institution-wide strategic space planning, ensuring the effective and efficient use of office, laboratory, and administrative space.
• Maintain and regularly update the KUMC space inventory in FAMIS360, ensuring data integrity and alignment with organizational objectives, grant requirements, and compliance standards.
• Audit and ensure each space record includes complete and accurate details, including:
• Total square footage and space configuration.
• Functional room use codes in accordance with state and federal reporting standards.
• Descriptive room functions supporting academic, research, and operational categorization.
• Accurate occupant assignment and departmental affiliation.
• Reporting and Data Maintenance
• Prepare and deliver detailed, data-driven reports on space utilization and allocation trends using Microsoft Excel and AccruentCAD. Tailor reports to the needs of campus leadership, planning committees, and external agencies such as the Kansas Board of Regents.
• Lead the annual space and occupancy verification survey, collaborating with department liaisons to ensure timely updates and accurate assignment of space across campus.
• Analyze trends and inconsistencies in space usage data to identify optimization opportunities and support long-term campus planning initiatives.
• Uphold best practices in data governance to ensure that space information is auditable, current, and readily accessible for decision-making.

Executive Space Committee Support

• Coordinate and prepare comprehensive meeting materials for the Executive Space Committee, including agendas, documentation packets, project updates, and recommendations.
• Attend and document committee meetings, capturing accurate meeting minutes, action items, and decisions for formal recordkeeping and follow-up.
• Serve as a central point of contact for Executive Space Committee members, facilitating communication and ensuring continuity across meetings and planning efforts.

Campus Signage and Wayfinding Oversight

• Manage the ongoing design, installation, and maintenance of all campus wayfinding and identification signage, ensuring consistency with campus branding and accessibility standards.
• Oversee updates to elevator directories, overhead navigation signage, and room signage, working with departments to reflect space and personnel changes in a timely and professional manner.
• Conduct periodic audits of signage campus-wide and initiate corrective actions to improve the user experience for visitors, students, and employees.

Facilities Support and Internal Coordination

• Maintain and routinely update the building contact database for the Facilities Management department to support building operations, emergency planning, and day-to-day communication.
• Plan and coordinate all aspects of office and departmental relocation and move projects, including:
• Track and resolve issues related to move logistics, furniture layouts, and infrastructure readiness in coordination with relevant trades and support units.
• Serving as the primary point of contact for affected stakeholders to ensure a smooth transition.
• Developing detailed move schedules and logistics plans that minimize disruption.
• Coordinating with internal teams such as Jayhawk Construction, IT/Telecommunications, and external vendors to align timelines and deliverables.

Administrative Support

• Provide high-level administrative support to the Associate Vice Chancellor for Facilities Management, ensuring proactive calendar management, timely preparation of materials, and execution of departmental priorities.
• Draft and edit presentations, reports, and professional communications using Microsoft Word, Excel, and PowerPoint, tailoring outputs for a variety of internal and external audiences.
• Support strategic initiatives and department-wide events or projects, including cross-functional planning meetings, space audits, and policy development efforts.

This job description is not designed to cover or contain a comprehensive listing of activities, duties or responsibilities that are required of the employee for this job. It is only a summary of the typical functions of the job, not an exhaustive list of all possible job responsibilities, tasks, duties, and assignments. Furthermore, job duties, responsibilities and activities may change at any time with or without notice.

Required Qualifications

Education:

• Bachelor's degree in a related field. Experience may be substituted for education on a year for year basis.    

Certifications/Licenses: n/a

Work Experience:

• Minimum one (1) year of experience in space planning, facilities management, project coordination, or a related area.

Languages: n/a

Preferred Qualifications

Work Experience:

• Experience working in an academic setting/institution.

Languages: n/a

Skills

• Proficient in Microsoft Office (Excel, PowerPoint)
• Budget and calendar management

• Database Administration

• Excellent Interpersonal Skills

• Excellent Communication Skills

• Data tools such as FAMIS360, Excel, and CAD software.

• Collaborative

• High level of attention to detail

• Strong Organizational Skills

• Strong Problem-Solving Skills

• Manage multiple tasks and timelines

Required Documents

• Cover Letter/Resume

Comprehensive Benefits Package:

Coverage begins on day one for health, dental, and vision insurance and includes health expense accounts with generous employer contributions if the employee participates in a qualifying health plan. Employer-paid life insurance, long-term disability insurance, and various additional voluntary insurance plans are available. Paid time off, including vacation and sick, begins accruing upon hire, plus ten paid holidays. One paid discretionary day is available after six months of employment, and paid time off for bereavement, jury duty, military service, and parental leave is available after 12 months of employment. A retirement program with a generous employer contribution and additional voluntary retirement programs (457 or 403b) are available. https://www.kumc.edu/human-resources/benefits.html

Employee Type:

Regular

Time Type:

Full time

Rate Type:

Hourly

Compensation Statement:

The pay range listed for this position is determined by our compensation program using market data and salary benchmarking. A combination of factors is considered in making compensation decisions including, but not limited to, education, experience and training, qualifications relative to the requirements of the position, and funding. At the University of Kansas Medical Center, a reasonable estimate for the starting pay range will be the minimum to midpoint of the posted range, taking into account the combination of factors listed above. 

Pay Range:

$28.18 - $42.27

Minimum

$28.18

Midpoint

$35.23

Maximum

$42.27