Workplace Manager

Society for College and University Planning (SCUP); Oakland (CA); On-site; USD 135,000 - 155,000; Full time

Job summary

The University of California Office of the President in Oakland is seeking an experienced facilities planner to lead staff space planning, relocation, and space management initiatives across UCOP facilities.

You will coordinate with architects, engineers, vendors, and internal teams; manage budgets, schedules, and compliance with building codes, while leveraging AutoCAD and Revit for floor layouts and AI-driven visualization to optimize workplace environments. 30% travel required.

Qualifications

• Bachelor’s degree in related area or equivalent experience.
• Minimum 5 years in architectural/interior design, space and asset management or PM.
• Strong knowledge of California Building Codes and related regulations.

Responsibilities

• Lead staff space planning and relocation to support UCOP operations.
• Coordinate with clients, vendors, IT, security, engineers and project teams.
• Develop space strategies and ensure efficient utilization and accessibility.
• Manage project scopes, schedules, budgets, and milestones across facilities.

Skills

Space planning

Project coordination

Communication

Negotiation

Budgeting/Cost control

Building codes knowledge

Education

Bachelor’s degree in related area

Tools

AutoCAD

Revit

Photoshop

Microsoft Excel

Smartsheet

MS Project

AI-enabled visualization tools

Job description

About This Organization

University of California Office of the President

Oakland, CA

Posted: 8/7/26

Deadline: 11/5/26

Salary: $135,000.00 - $155,000.00

Job Duties

35% – Staff Space Planning and Relocation

This position is responsible for critical space planning and relocation functions that directly support UCOP daily operations and employee workplace needs. The role manages both large and small-scale staff relocation projects, including pre-move planning, move execution, and post-move coordination to ensure minimal operational disruption and continuity of services. Developing workplace experience strategies and space solutions that create attractive, functional, and engaging work environments that encourage employee collaboration, support productivity, and enhance the overall employee experience for staff working onsite. Coordinating office relocations and workspace transitions for UCOP departments and staff. Managing communication and expectations between clients, vendors, movers, IT, security, engineers, and project teams. Resolving scheduling conflicts and operational issues related to relocation and space management projects. Evaluate space requests and provide recommendations for efficient space utilization and allocation. Supporting short-term and long-term strategic space planning initiatives for UCOP facilities. Coordinating with BASC leadership and operational teams to meet organizational goals and maintain workplace functionality. Coordinate with Human Resources and relevant departments to support workplace accommodations and address the space and accessibility needs of employees requiring special conditions or disability-related accommodations. Providing office layout consultations and/or onboarding support for staff and departments, helping users understand available workspace options, furniture standards and office setup processes. Coordinating setups with internal move team and external venders as needed.

30% – The position manages facility and space-related projects that support UCOP operational and strategic objectives. Managing facility and space-related projects, including project scope, schedules, budgets, milestones, implementation plans, and operational coordination. Coordinate with and providing leadership to architects, engineers, consultants, contractors, vendors, and project teams throughout project planning, design, and execution. Hiring and coordinating architectural, engineering, and consultant firms to develop project requirement definitions, design criteria, layouts, and detailed drawings. Preparing and approving cost estimates, functional studies, project schedules, and budgets while monitoring adherence to approved plans, schedules, and operational objectives. Developing project criteria and performance specifications to meet operational requirements and ensure compliance with applicable building, accessibility, and safety codes and regulations. Determining project delivery methods and coordinating bid processes, contract negotiations, and vendor service agreements for construction and facility-related services. Reviewing and overseeing construction and installation activities, including contractor schedules, RFIs, submittals, change order requests, punch list items, and project milestone tracking. Acting as liaison among project participants and resolving project, operational, vendor, or construction-related issues to maintain project continuity and minimize disruptions. Generating and reviewing proposed floor layouts using AutoCAD, Revit, graphic design software, and AI-based visualization, planning tools to support strategic space allocation, utilization planning, and facility improvements. Preparing project reports, written analyses, risk assessments, budget updates, presentations, and required organizational or regulatory reporting. Creating and maintaining project information within project/task management software applications, including tracking schedules, budgets, milestones, and project status updates. Supporting furniture, asset management, and facility improvement projects across UCOP locations, including procurement coordination, installation scheduling, inventory support, and vendor communication. Ensuring projects are properly closed out and all required documentation, Operations & Maintenance manuals, and record drawings are completed and transferred to appropriate operational teams. May oversee, manage, and/or direct Project Managers, Analysts, consultants, vendors, contractors, or support staff involved in facility and space-related projects.

20% – Space Management, Reporting and Metrics

This position is responsible for managing UCOP’s space and asset management systems, reporting functions, and occupancy data to support operational planning and decision-making. Key responsibilities include: Managing the Facility-link (space management database) system, including maintaining space assignment records, asset data, project documentation, and user/vendor coordination. Preparing and maintaining facility utilization, occupancy, storage, asset management, project budget, and project schedule reports for UCOP facilities. Collaborating with Financial, Building, Asset Management, Real Estate, and operational teams on lease evaluations, renewals, space planning, utilization analysis, and operational projects. Conducting periodic occupancy and space utilization surveys and analyses and providing recommendations to support strategic planning and operational efficiency. Supporting required reporting activities, including utilization metrics, regulatory reporting, project status reporting, and other systemwide space reporting requirements. Maintaining project information within project management and space management systems, including tracking milestones, schedules, budgets, vendor coordination, and project documentation. Supporting operational planning and decision-making through analysis of occupancy data, project performance metrics, and facility utilization trends.

15% Perform other duties as assigned by leadership, including departmental and administrative responsibilities not directly related to space planning or project management, such as supporting EH&S or emergency management initiatives, serving on committees representing the department, participating in real estate and sustainability initiatives, preparing presentations, and assisting with operational and administrative support activities.

Required Qualifications

Minimum 5 years’ experience in the field of architectural/interior design, space and asset management and/or project management is required and/or equivalent experience.

Skills And Abilities

• Excellent written, verbal, and interpersonal communication skills, including highly effective negotiation skills and highly developed political acumen.
• Advanced knowledge of space planning, building and construction, design, construction contract administration and California Building Codes, including advanced understanding of industry practices, or deep expertise in a highly specialized and critical discipline.
• Advanced project management skills to effectively manage highly complex projects, or highly specialized and critical project component.
• Advanced knowledge of the organization, including its infrastructure (A/V, telecom/network), rules, regulations, policies and short and long range strategic building plans.
• Advanced analytical, organizational and problem recognition / avoidance / resolution skills.
• Advanced proficiency in computer-aided design, graphic, and business software applications, including AutoCAD, Revit, Photoshop, Microsoft Excel, Word, Smartsheet, MS Project, presentation platforms, and AI-enabled productivity and visualization tools.
• Advanced ability to manage contractors and maintain compliance to the agreed-upon scope of work and budget.
• Advanced knowledge of furniture procurement and inventory management

Preferred Qualifications

• Strong knowledge of furniture industry
• UC experience preferred, knowledge of the UC organization, including its infrastructure, rules, regulations, policies and plans.
• Advanced knowledge in public projects and prevailing wage requirements

Education

Required Qualifications

Bachelor’s degree in related area and / or equivalent experience / training

Preferred Qualifications

Field of Architecture and interior design

Travel Requirements

30% Travel to project sites – local, state/out-of-state

Salary

$135,000.00 - $155,000.00