WORKPLACE MANAGER

University of California Office of the President; San Francisco (CA); On-site; USD 135,000 - 155,000; Full time

Job summary

University of California Office of the President seeks a Facilities Project Mgt Specialist 4 to oversee strategic space and furniture asset management for UCOP facilities, support major and minor capital projects, and provide direction for real‑estate and space activities. Travel to job sites is required and the role is fully on‑site.

Reporting to the BASC Director, you will coordinate with architects, engineers, vendors and departments to plan relocations, manage budgets, develop floor layouts

Qualifications

• Minimum 5 years’ experience in architectural/interior design, space and asset management and/or project management.
• Experience coordinating with architects, engineers, and contractors.
• Strong knowledge of furniture procurement and inventory management.
• Bachelor's degree or equivalent in related field.

Responsibilities

• Lead staff space planning and relocation, coordinating pre-move planning, move execution, and post-move support.
• Manage facility and space‑related projects, including scope, budgets, schedules, and vendor coordination.
• Oversee space management systems, generate occupancy and utilization reports for planning.
• Perform other duties as assigned by leadership, including EH&S and real estate initiatives.

Skills

Space planning

Relocation coordination

Project management

Negotiation

Communication skills

Strategic planning

Education

Bachelor's degree in a related area

Tools

AutoCAD

Revit

Photoshop

Microsoft Excel

Smartsheet

MS Project

AI-enabled visualization tools

Job description

Job Posting

Job Title

Facilities Project Mgt Specialist 4

Job Code

000364

Salary Grade

Grade 24

Payscale

$135,000.00 - $155,000.00

Benefits

For information on the comprehensive benefits package offered by the University visit: Benefits of Belonging

Position Summary

Under the direction of the Building and Administrative Service Center Facilities Project Manager, the Space Manager is responsible for strategic space and furniture asset management for all UCOP owned, leased and managed facilities, and supports management of major and minor capital projects and working with the BASC Director to provide strategic direction for UCOP real‑estate and space activities. Provides consulting services for a wide range of projects including, but not limited to, office interiors, residential and commercial construction, furniture layout, design, inventory management, move/relocation management and implementation plans plus real‐estate project analysis and management. Provides oversight for property management vendors under contract to the University. Has responsibility for space and asset management system and mission critical project management services for related work in Oakland, Berkeley, Riverside, Sacramento, Washington DC and other locations. Travel to job sites is required. Please note this position would be fully on‑site.

Key Responsibilities

• 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 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 vendors as needed.
• 30% — Facility and Space‑Related Projects: Managing facility and space‑related projects that support UCOP operational and strategic objectives. Managing project scope, schedules, budgets, milestones, implementation plans, and operational coordination. Coordinate with and provide 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: Responsible for managing UCOP’s space and asset management systems, reporting functions and occupancy data to support operational planning and decision‑making. 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% — Other Duties: 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.

Experience

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

Required Qualifications:

• 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 a 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.

Conditions of Employment

• Background Check Process: Successful completion of a background check is required for this critical position.
• Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco‑free as of January 1, 2014.
• Vaccination Programs: As a condition of employment, you will be required to comply with the University of California Policy on Vaccination Programs, as may be amended or revised from time to time.
• Disclosure of Misconduct: As a condition of employment, the finalist will be required to disclose if they are subject to any final administrative or judicial decisions within the last seven years determining that they committed any misconduct, are currently being investigated for misconduct, left a position during an investigation for alleged misconduct, or have filed an appeal with a previous employer.
• “Misconduct” means any violation of the policies or laws governing conduct at the applicant’s previous place of employment, including, but not limited to, violations of policies or laws prohibiting sexual harassment, sexual assault, or other forms of harassment, discrimination, dishonesty, or unethical conduct, as defined by the employer.
  • UC Sexual Violence and Sexual Harassment Policy
  • UC Anti-Discrimination Policy for Employees, Students and Third Parties
  • APM - 035: Aff… (Note: truncated for brevity)

EEO STATEMENT

The University of California is an Equal Opportunity Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, age, protected veteran status, or other protected status under state or federal law.

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