5870 Coordinator, Space Management

POSITION IDENTIFICATION

TITLE Coordinator, Space Management

CLASSIFICATION NUMBER 5870

GRADE 13

CLASSIFICATION Nonexempt

IMMEDIATE SUPERVISOR Assistant to the Vice President for Administrative Services

MAJOR ADMINISTRATOR Vice President for Administrative Services

GENERAL FUNCTION

The Coordinator, Space Management serves as system administrator for the scheduling and space management system and supports University’s enterprise resource planning software by providing space information and updates to the system.  The Coordinator, Space Management serves as a project leader in the development of scheduling and space management systems, management of programs, testing, quality control, and implementation.  The Coordinator, Space Management provides ongoing support to campus users of the scheduling and space management system through training, maintenance, and troubleshooting. The Coordinator, Space Management assists the Assistant to the Vice President for Administrative Services in ensuring maximum utilization of physical space resources for both academic and administrative units and facilitating location and relocation activities.  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. The ability to develop knowledge of, respect for, and skills to engage with those of other cultures or backgrounds 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.  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, assists with University’s enterprise resource planning software by responding to inquiries and coordinating with other support areas to resolve problems when necessary, and contributes to 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 for the scheduling and space management systems for Event and Meeting Services as well as other University departments.

4. Assures the timeliness and reliability of information gathered on space utilization by managing and administering the University’s scheduling and space management database.

5. Interprets and ensures compliance with policies and procedures for space requests and utilization.

6. Coordinates facilities resource planning and space management by analyzing administrative and academic space utilization and conducting an annual, system-wide, comprehensive facilities audit.

7. Identifies scheduling errors by creating searches on the scheduling and space management database and reporting to University departments to assist with scheduling performance and efficiency and to help resolve conflicts or report problems while meeting the needs of those involved.

8. Provides accurate space information 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 to facilitate and expedite the usability, accuracy, integrity, and availability of data for campus planning and space utilization purposes.

9. 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.

10. Provides event scheduling for the University and general public by viewing 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.

11. 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.

12. 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 assessment of space usage requests and proposed solutions for implementation.

13. Works with the department of Planning, Design & Construction to support physical changes that are requested and provides data as requested to allow for a complete analytical review of the request to allow for proper management of both existing and new spaces.

14.  Assists in the planning for relocation of University departments, programs, and operations as needed and in the direction of contracted movers to execute relocation of these departments.

15. Facilitates and coordinates changes to scheduled rooms by re-assigning rooms in the event of an emergency, assisting law enforcement authorities in locating classrooms or events, coordinating with Planning, Design & Construction and Facilities Management concerning maintenance, building opening and closing, reassignment of department courses, and providing alternate schedule options for classes and events.

16.  Interprets and classifies space based on U.S. Department of Education’s Postsecondary Education Facilities Inventory and Classification Manual (FICM) standards.

17. Provides assistance to campus units requesting access to storage, processes request forms, manages approvals, maintains records, assures storage is organized, and performs an annual audit of items stored.

18. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

19. Contributes to a work environment that encourages knowledge of, respect for, and development of skills to engage with those of other cultures or backgrounds.

20. 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.

21. 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 Assistant to the Vice President of Administrative Services and may supervise student workers.

OFFICE OF HUMAN RESOURCES

REVISED OCTOBER 2016

JOB FAMILY 1

Factor 1: Educational/Experience Requirements of the Job

Level 5 - 680 Points: A combination of education and experience equivalent to a Level 5 as indicated by the Equivalencies Chart, when permitted by the Minimum Acceptable Qualifications.

Factor 2: Complexity and Technical Mastery

Level 3 - 220 Points: Considerable skill in oral and written communication, the ability to make basic mathematical calculations, the ability to understand and follow instructions, knowledge of moderately complex or other work procedures, and the ability to work independently and coordinate a variety of activities and events are required.

Factor 3: Responsibility for the Work of Others

Level 1 - 0 Points: No responsibility for the work of others.

Factor 4: Guidelines

Level 3 - 220 Points: The work involves carrying out a group of procedures using the general methods and desired results indicated by the supervisor. Typically, standard operating procedures, handbooks, and/or reference manuals exist for most procedures, but the incumbent must select from the most appropriate of several guidelines, and make minor adjustments to methods. The incumbent uses judgment in interpreting and adapting guidelines such as University policies, regulations, precedents, and work directions for application to specific cases or problems. The incumbent makes decisions regarding most deviations from the guidelines but major deviations from guidelines are referred to the supervisor. Assignments are related in function and objective, but processes, procedures, or software varies from one assignment to another. Based on assignment, incumbents use diverse but conventional methods, techniques, or approaches. Jobs at this level may perform work that is moderately complex, but normally performed within a fairly narrow and specific functional area.

Factor 5: Contacts

Level 4 - 205 Points: The purpose of interactions is to solve recurring and structured problems, to provide specialized or technically precise information to others, and/or to plan or coordinate work efforts with other employees. Contacts involve cooperation and coordination and may involve the organization of activities of programs requiring working relationships among several parties. While contacts may require some level of persuasion, potential for conflicts and disputes are relatively minor. Interactions are moderately structured and routine and may involve employees in different functions, students, and/or the general public.

Factor 6: Work Impact

Level 3 - 300 Points: Work activities normally address conventional problems or situations with established methods to supply other employees with information, services, or products they use to perform their work. Work products or services facilitate the work of other employees and directly affects the ability of other employees to timely complete specific tasks or processes. Work activities may affect the quality of services provided to moderate numbers of employees, students, or the public, but the services, information, or products provided have relatively minor effects on the welfare of the affected groups.

Factor 7: Physical Effort and Work Environment

Level 1 - 25 Points: The work environment consists of exposure to physical conditions typical of a normal office environment. Most of the job is performed while sitting, although the work may require occasional standing or walking and/or the lifting and carrying of small objects.