Space Planner

Classification: Space and Facilities Utilization Specialist
Hours:  Full-time / 40 hours per week 
FLSA:  Exempt

Anticipated Hiring Salary Range:  $5,982 to $6,875 per month
CSU Salary Schedule
*CSUMB provides pay scales representing its good faith estimate of what the university reasonably expects to pay for this position. The pay offered to a selected candidate will be determined on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, and CSU systemwide pay for comparable jobs.

Priority Screening Date:  November 20, 2023
Recruitment Status:  Extended

ABOUT CSUMB

California State University, Monterey Bay is a mid-sized university in California's Central Coast that grants undergraduate and graduate degrees. Powered by an inspiring Founding Vision Statement, CSUMB is part of the nation's largest four-year public university system, California State University, which educates nearly 460,000 students every year.  With a vibrant, diverse student body of over 7,000 students, CSU Monterey Bay is both a Minority Serving Institution and a Hispanic Serving Institution. Our staff and faculty transform students' lives with a focus on student success and engagement through experiential learning, service learning, and a strong emphasis on multicultural and global perspectives. CSUMB's sustainability goal is to be carbon neutral by 2030. 

The university's Strategic Plan prioritizes inclusive excellence through recruiting and investing in developing a diverse body of faculty, staff and administrators. Many appreciate living and working close to the shores of beautiful Monterey Bay, with easy access to recreational areas from Big Sur to Santa Cruz. Nearby opportunities for collaborative research include working in the Monterey Bay National Marine Sanctuary and Silicon Valley, and with colleagues at local research universities, including UC Santa Cruz and Stanford University. As one of the 23 campuses in the CSU system, CSUMB offers excellent benefits, including access to below-market-rate rental housing on East Campus, and competitive salaries for faculty and staff. With proximity to the San Francisco Bay Area and San Jose, opportunities for faculty, staff and students are as endless as the shores of the nearby Pacific Ocean.

PURPOSE:

Under the direct supervision of Associate Director of Campus Planning, the Space Planner (Space and Facilities Utilization Specialist) plans, directs, coordinates, and administers the work involved to ensure that the space and facilities of CSU Monterey Bay are effectively and economically utilized. The Space Planner manages the university's physical space data to assure accurate space and facilities inventory and utilization, and provides in-depth and wide-ranging analytical reports, insights, and recommendations consistent with the university's Master Plan and direction from campus leadership. This includes the preparation of draft documents for planning committees and workshops, and interaction and/or oversight of consultants associated with the campus to prepare studies and project reports. The position is an integral member of the Facilities Management team, responsible for maintaining accurate records and providing information and analysis on which decisions regarding future capital projects and/or capital renewals are made.

ESSENTIAL DUTIES AND RESPONSIBILITIES include, but are not limited to, the following:

Space Planning & Analysis

• Prepare plans and recommendations to arrange, rearrange and assign space utilization for facilities at CSU Monterey Bay, including, but not limited to, classroom, offices, gathering spaces, assignable and non-assignable spaces; using the results of these studies, develop campus policy with regard to the utilization of space and facilities of CSU Monterey Bay
• Identify long-range and short-range objectives related to space and facility needs; provide a basis of making technical and administrative decisions in this program area
• Plan, develop, maintain, update, and manage space and facilities utilization and inventory system /database
• Recommend locations and programmatic solutions to campus leadership for new and existing campus functions, including but not limited to teaching spaces, student services, faculty offices and support spaces, administrative staff spaces, event spaces, and student activity spaces
• Lead campus efforts to repopulate under-utilized spaces.

Data Management & Reporting

• Prepare campus space data updates for reporting processes and submittal to the Chancellor's Office, including, but not limited to the annual Space and Facilities Data Base (SFDB) update, supporting space documents for Capital Improvement Project (CIP) submission, Custodial Space update, and Private Use update.
• Conduct a regular campus space inventory audit to validate campus space usage. Oversee space use surveys and planning studies; report and document any inappropriate use of space and recommend solutions
• Manage campus space-related documents including campus space standards, Chancellor's Office space entitlement forms (series 1 through 4), floorplans, spreadsheets, records, and correspondence
• Provide a basis for developing new or revised existing space and facilities utilization standards
• Develop and refine the space and facilities data file which consists of the data pertaining to all assignable areas of state and non-state instructional, support and auxiliary space and/or facilities;
• Manage and manipulate large data sets to produce meaningful information in areas including, but not limited to: enrollment projections and monitoring, faculty and staff profiles, student retention
• Manage and manipulate large data sets to produce meaningful information in areas including, but not limited to: enrollment projections and monitoring, faculty and staff profiles, student retention
• and graduation, accountability and space needs, and facility capacity for current and future student enrollment
• Work with Chancellor's Office and CSUMB partners to develop the inventory and use of MetaBIM.
• Develop new or revised reporting instructions to eliminate or reduce common errors in space change proposals identified through in-depth analyses
• Coordinate with other departments including Academic Affairs, Academic Scheduling, and individual colleges to validate data and implement space standards. Stay informed on changes to the APDB and seek to reduce inconsistencies between the Academic Planning Data Base (APDB) and SFDB.

Stakeholder Coordination

• Provide timely and reliable information to the Facilities Management Team and campus leadership in planning, allocating and utilizing space and facilities
• Organize and prepare agendas, materials and information for the Space Planning Committee
• Recommend policies and procedures to provide for centralized inventory, control, and efficient utilization of all university space
• Coordinate regularly with representatives from each College and Division to ensure they understand their current space allocation and seek out plans from each area relevant to changes or growth in space needs
• Work closely with the Space & Move Coordinator to ensure execution of spaces moves and refreshes meets the original plan and causes minimal disruption to occupants

Maintain Standards, Best Practices & Technical Improvements

• Serve as liaison and coordinator between administrative staff members of the campus, representatives of the Chancellor's Office, and representatives of outside agencies on questions and problems related to the use and training of space utilization processes and documents
• Maintain and apply CSU space standards, where possible
• Stay informed on industry best practices for space planning and management, including examples from CSU system campuses or beyond
• Develop, organize, conduct, and attend training sessions on the use of the university's space management system and best practices in space planning and management

Other Functions:

Performs other job-related duties and special projects as assigned.

KNOWLEDGE, SKILLS AND ABILITIES:

Thorough knowledge of the principles and procedures of research and analysis. Working knowledge of principles of management and organizational structure.

Ability to collect, compile and analyze a variety of data; provide and utilize information for modifying or developing an automated space and facilities file; identify and analyze space needs and facilities; adopt and match program needs with space available; analyze situations accurately and develop corrective action in a selection of alternative approaches to utilization of space; project space needs based on project program growth and changes.

MINIMUM QUALIFICATIONS:

Equivalent to a bachelor's degree or combination of education and experience which provides the required knowledge and abilities.

Three years of progressively responsible professional experience conducting and participating in research and analytical studies or serving as an administrative assistant in a capacity which demonstrates that the individual possesses the capability to perform the assigned duties.

SPECIALIZED SKILLS:

Knowledge of commercial computer-aided design (AutoCAD). Proficient use of personal computers including word processing, spreadsheet, graphics and data base software, and a willingness to learn applications as needed. Efficient communication skills and ability to collaborate with department colleagues, campus community, outside agencies and the Chancellor's Office. Experience with research, analysis, and project planning.

PREFERRED QUALIFICATIONS:

• Experience working on interior design projects for a higher education institution.
• Highly detail oriented with a critical degree of accuracy regarding data entry and analysis.
• Highly developed skills including those required to plan and oversee complex projects and initiatives with a diverse group of clientele.
• Considerable knowledge of facilities, space inventory, and space management.
• Excellent Computer skills and demonstrated ability to use a variety of computer applications including databases, word-processing, spreadsheets, on-line systems, internet, as well as online calendaring and email.
• Demonstrated skills in an institutional/educational environment utilizing a customer-oriented and service-centered attitude.

SPECIAL CONDITIONS OF EMPLOYMENT & POSITION DESIGNATIONS:

• All offers of employment are contingent upon the successful completion of a background check (including a criminal records check).
• The person holding this position is considered a "mandated reporter" under the California Child Abuse and Neglect Reporting Act and is required to comply with the requirements set forth in CSU Executive Order 1083  as a condition of employment.
• This position will have a duty to report to the Campus Title IX Officer information pertaining to victims of sex discrimination, sexual harassment, sexual misconduct, dating/domestic violence, and stalking as required by CSU Executive Order 1095.
• Must possess and maintain a valid license to drive in the State of California, pass the Defensive Training Class, and be insurable under the University's liability coverage.
• May require occasional evenings and/or weekend work.

PHYSICAL ENVIRONMENT:

Office environment with standard equipment and tasks.  The position requires working at a computer and desk for extended periods of time.  May require travel between campus offices and off-campus locations. 

The health and safety of our students, faculty, and staff remain our highest priority. While on campus, students, faculty, staff, and the community will be expected to follow all campus safety mandates.  

BENEFITS/PERKS: 

CSUMB offers a premium benefit package that includes outstanding vacation, health, dental and vision plans; membership in the California Public Employees Retirement System (CalPERS); and 15 paid holidays a year. For more information, visit Employee Benefits Summary. As a perk, the University Corporation at CSU Monterey Bay provides access to affordable campus housing based on availability; visit Schoonover Employee Housing for more information.

APPLICATION PROCEDURE:

For full consideration, applicants must complete the required online application prior to the priority screen date found at Careers at CSUMB. Application submissions received after the application screening date will be reviewed at the discretion of the University. Materials submitted become the property of CSUMB and will not be returned.

CSUMB is not a sponsoring agency for staff or management positions.

Reasonable accommodations will be provided for qualified applicants with disabilities who self-disclose by contacting Human Resources at (831) 582-3389 or emailinghumanresources@csumb.edu. All employees must be eligible for employment in the U.S.

GENERAL INFORMATION:

CSUMB hires only individuals law...