Job Description

The Space Planner is responsible for overseeing the strategic management of the university's physical spaces, ensuring optimal utilization and alignment with the institution's mission and goals. This role involves collaborating with various stakeholders to develop, implement, and maintain space planning policies, procedures, and standards, including the Space Allocation and Administration policy and procedures. This position is also responsible for planning, organizing, and executing the logistics of moves within the university. This role ensures a smooth transition during relocations, while minimizing disruption to university operations by collaborating with various departments and stakeholders to facilitate efficient and effective moving processes.RESPONSIBILITIES:

• Conduct regular assessments of current space usage and identify opportunities for improvement
• Develop and ensures a comprehensive inventory of all university spaces is maintained, including classrooms, laboratories, offices, and common areas
• Collaborate as needed with academic and administrative departments to determine future space needs based on enrollment trends, program changes, and departmental growth
• Assist in long-term space planning initiatives that align with the university's strategic goals and Campus Master Plan
• Review any new space/structure requests as required
• Establish and update space allocation policies and guidelines to ensure equitable and effective use of university facilities
• Monitor compliance with space policies and recommend adjustments as needed
• Review all submitted Space Request Forms and make approval recommendations to the Vice-President Administration and Finance after required consultation with requesting department
• Oversee space reallocation projects, ensuring they meet timeline, and all required work is scheduled including moves, new signage, data and phone
• Ensure any changes in space allocation and design is updated in the appropriate databases and software
• Assist in managing small construction projects such as office additions/renovations required as per updated space needs
• Develop and implement move schedules and timelines
• Coordinate with departments to assess moving needs and timeline
• Prepare and manage budgets for moving projects
• Organize transportation and logistics for moving furniture, equipment, and supplies
• Oversee packing and unpacking processes, ensuring proper handling of items
• Coordinate with external vendors and moving companies as necessary
• Adapt plans as needed to accommodate last-minute changes or unforeseen circumstances
• Serve as a liaison between various departments and facilities management to address space-related inquiries and concerns
• Facilitate communication among stakeholders regarding upcoming projects, changes, and policies affecting space usage
• Utilize space management software to track and analyze space utilization data
• Prepare reports and presentations for university leadership on space usage trends, and recommendations
• Lead, mentor, and manage the facilities management planning team, including hiring, training, and performance evaluations
• Promote a collaborative and inclusive work environment that values diverse perspectives.
• Assist in the development or renewal of leases for university leased space to others
• Manage and track leases to ensure they are renewed or terminated at end of lease period
• University liaison to the leases regarding any inquires concerning the terms of the lease.

QUALIFICATIONS:

• Bachelor's degree in Architecture, Planning, Engineering or a related field
• Minimum of 5 years of leadership experience in space planning, facilities management, or a related area, preferably in a higher education environment
• Demonstrated experience in strategic planning
• Strong analytical and problem-solving skills
• Excellent communication and interpersonal skills
• Proficiency in space management software and tools
• Ability to work collaboratively with diverse groups

Application Instructions:Please submit electronically a cover letter, quoting the competition number, a resume and reference list to be received no later than the closing date via the link below.If you are unable to apply online, you can drop off your resume to the Human Resources Department, Kelley Building, University of Prince Edward Island, 550 University Avenue, Charlottetown, PEI C1A 4P3, Fax Number 902-894-2895.UPEI is committed to equity, diversity, inclusion, and reconciliation and believes in providing a positive learning and working environment where every person feels empowered to contribute. UPEI is committed to the principle of equity in employment and encourages applications from underrepresented groups including women, Indigenous peoples, visible minorities, persons with disabilities, persons of any sexual orientation or gender identity, and others with the skills and knowledge to productively engage with diverse communities. If you require accommodation in any part of the process, please direct your inquiries, in confidence, to our HR Officer, . Applications will not be accepted via email.Only those applicants who are invited to an interview will be acknowledged.Note that this site is not compatible with some mobile browsers (e.g. iPad, iPhone). Upon successful submission of your application, you will receive an auto-reply to your email address advising your application has been received. If you do not receive an email, please check your spam folder and/or try submitting your application via a different web browser (Google Chrome, Firefox, etc).

University of Prince Edward Island