Relocation & Space Info Specialist

Job Summary:

The Space Management Office coordinates larger and specialized relocations and collects and maintains university space information. We work with schools, colleges, and divisions to identify and plan for short- and long-term space needs. This person in this position will support departmental moves and contribute to collecting and updating campus space information related to those moves and through building walks, surveys, and project documentation. This work is critical to campus operations and to maintaining and improving space and facility data for campus reporting and planning.

This is what we are looking for:

[1] Relocation coordination: Plan, coordinate, and execute moves with schools, colleges, divisions, and departments using contracted moving vendors and appropriate in-house facilities resources. This includes defining scope, schedule, and budget with campus customers and service providers; providing training and education to campus customers; coordinating site and building logistics; providing onsite, day-of support to ensure moves are executed smoothly; and reporting move status and progress to Space Management leadership and other stakeholders.

[2] Space data collection and updates: Work with schools, colleges, divisions, and departments to collect and update organizational space assignments, use and subuse, functions, staff occupancy, and related information as part of the move process. Contribute to general space information data collection and maintenance as needed. This includes coordinating and executing building walk throughs, online surveys, and ad hoc updates reported to our office. Attention to detail, communication skills, and customer service are important for this work.

[3] Space and facility data reporting: Contribute to ad hoc report requests from internal and external stakeholders. Assist senior staff with standard report development and review as needed.

[4] Work ethic and willingness to learn: We are looking for motivated individuals who will dig in and do high quality work on schedule. We expect staff to approach their work with a learning mindset and apply on the job experience to their work.

Additional Information:

This position may require occasional travel outside of Madison, Dane County, or the State of Wisconsin to UW-Madison facilities and/or other institutions.

Responsibilities:

Coordinates the physical inventory systems, performs data and analysis on space utilization, facilities planning, open space design, and/or transportation planning, and reviews and make recommendations on improvements in support of efficient use of both indoor and outdoor university facilities initiatives.

• 10% Schedules logistics and secures resources and information to identify, assign, and acquire space for institutional use
• 40% Analyzes, audits, and updates facility records
• 10% Reviews, evaluates, approves, and provides recommendations for facility improvements, space assignments, and proposals utilizing best practices and established policies and procedures
• 10% Reviews space requests and models test fits and facility options for massing, scale, and impact to university facilities per the Campus Master Plan
• 10% Investigates options for potential future development based on unit facility master plans and the overall Campus Master Plan
• 20% Coordinates large-scale departmental relocations with campus customers and service providers.

Institutional Statement on Diversity:

Diversity is a source of strength, creativity, and innovation for UW-Madison. We value the contributions of each person and respect the profound ways their identity, culture, background, experience, status, abilities, and opinion enrich the university community. We commit ourselves to the pursuit of excellence in teaching, research, outreach, and diversity as inextricably linked goals.

The University of Wisconsin-Madison fulfills its public mission by creating a welcoming and inclusive community for people from every background - people who as students, faculty, and staff serve Wisconsin and the world.

For more information on diversity and inclusion on campus, please visit: Diversity and Inclusion

Education:

Required

Bachelor's Degree

Bachelor's degree in space planning or related field preferred

Qualifications:

Required:

• Minimum 2 years' professional work experience

• Working knowledge of Microsoft Excel

• Excellent organizational skills and attention to detail

• Ability to handle sensitive information.

Preferred:

• 5 years professional work experience

• Professional work experience in relocations, space planning, or related field

• Knowledge of the higher education Facilities Inventory Classification Manual (FICM)

• Effective oral and written communication techniques

• Ability to organize, evaluate, and present information effectively.

• Knowledge of administrative structure and functional requirements of facilities in higher education

• Skill and commitment to provide quality customer service

Work Type:

Full Time: 100%

This position may require some work to be performed in-person (50%), onsite, at a designated campus work location. Some work may be performed remotely (50%), at an offsite, non-campus work location.

Appointment Type, Duration:

Ongoing/Renewable

Salary:

Minimum $60,000 ANNUAL (12 months)

Depending on Qualifications

The minimum rate for this position is $60,000, but is negotiable based on experience and qualifications.

This position offers a comprehensive benefits package, including generous paid time off, competitively priced health/dental/vision/life insurance, tax-advantaged savings accounts, and participation in the nationally recognized Wisconsin Retirement System (WRS) pension fund. For a summary of benefits, please see below for more information: Academic Staff: https://www.wisconsin.edu/ohrwd/benefits/download/fasl.pdf.

Additional Information:

A criminal background check will be conducted on all finalists.

Please note that successful applicants are responsible for ensuring their eligibility to work in the United States (i.e. a citizen or national of the United States, a lawful permanent resident, or a foreign national authorized to work in the United States without need of an employer sponsorship) on or before the effective date of your appointment, and maintain eligibility without sponsorship throughout your appointment.

We are committed to reducing bias in the recruitment process and utilize a redacted application process, which is the practice of removing personally identifiable information from application materials before the screening of applicants begins. This may include, but is not limited to, name, gender, age, education, address, dates (such as graduation dates), photos, references, links to personal web pages, supervisor names, and/or citizenship.

How to Apply:

In the Facilities Planning & Management Division, we are dedicated to building a diverse, inclusive, and authentic workplace. We encourage you to apply as you may be just the right candidate for this role! Your cover letter or resume is the ideal place for you to share how your qualifications and experience will translate to this position and showcase your unique talents.

To begin the application process, click the "apply now" button. Please submit a resume and cover letter. In your application materials, detail your experience as it pertains to this position.

We also require contact information for three professional references that will be asked to fill out in your application materials. These references will not be contacted without first consultation with the applicant.

Contact:

Passion Malotky

passion.malotky@wisc.edu

608-890-1852

Relay Access (WTRS): 7-1-1. See RELAY_SERVICE for further information.

Official Title:

Facilities Planner(FP014)

Department(s):

A71-FACILITIES PLNG AND MGMT/CPD/SPACE MGMT ADMIN

Employment Class:

Academic Staff-Renewable

Job Number:

300207-AS

The University of Wisconsin-Madison is an Equal Opportunity and Affirmative Action Employer.

Qualified applicants will receive consideration for employment without regard to, including but not limited to, race, color, religion, sex, sexual orientation, gender identity, national origin, age, pregnancy, disability, or status as a protected veteran and other bases as defined by federal regulations and UW System policies. We promote excellence through diversity and encourage all qualified individuals to apply. For more information regarding applicant and employee rights and to view federal and state required postings, click here

If you need to request an accommodation because of a disability, you can find information about how to make a request at the following website: https://employeedisabilities.wisc.edu/disability-accommodation-information-for-applicants/

Employment may require a criminal background check. It may also require you and your references to answer questions regarding sexual violence and sexual harassment.

The University of Wisconsin System will not reveal the identities of applicants who request confidentiality in writing, except that the identity of the successful candidate will be released. See Wis. Stat. sec. 19.36(7).

The Annual Security and Fire Safety Report contains current campus safety and disciplinary policies, crime statistics for the previous 3 calendar years, and on-campus student housing fire safety policies and fire statistics for the previous 3 calendar years. UW-Madison will provide a paper copy upon request; please contact the University of Wisconsin Police Department.