Facilities Space Administrator/Coordinator - Center City

Space Management Administrator - Center City

The Regional Space Administrator is responsible for maintaining complete and accurate space information in Jefferson's space management system and will provide on-site support for FMS activities. The position will: curate space data, including size, use, occupancy, vacancy and utilization; develop test fits for revised use of space and other projects as assigned, furniture layout, and documentation of routine relocations. This position will work closely with counterparts within Enterprise Asset Management to manage use of space for the Region and support strategic initiatives.

Essential functions include:

• Maintains space data such as use and occupancy of spaces in region. Maintenance of space data includes input of CAD floor plans in Jefferson's space management system, updating based on renovations, and performing periodic space audits to ensure accuracy
• Develops proposed space solutions for emerging space requests and needs
• Prepares test fits to support planning for minor expansions / relocations and develops renderings and other graphic representations to support conceptual project development
• Provides space planning options to the Asset Management team (Real Estate) to support routine relocations not involving consulting design firms or change of use of spaces. Some minor modifications / renovation projects to be assessed and assigned by AVP of Planning (PDC) in coordination with PDC directors. Scope of work includes development of space assignment planning, minor renovation planning, conceptual budget where capital modifications are required, initial communication with internal clients, as appropriate, and handoff to EAM Asset Management team (Real Estate) for execution of the developed plan.
• Assists internal requestors with furniture test fits, as appropriate (for reuse of furniture in storage to be repurposed and well as selection / placement of new furniture requests in alignment with Jefferson guidelines for product selection, purchase, and installation
• Assists design professionals and Jefferson staff with obtaining FMS record drawings and base CAD or BIM drawings to support study and design efforts
• Fulfills regional space data requests including use, occupancy, and square footage and other KPIs
• Working in support of Facilities Operations, Planning Design and Construction, Real Estate, routinely surveys project areas to ensure accuracy of drawing records on file and updating drawing files upon project closeout / completion
• Manages the preservation and use of record electronic and paper files of facilities documentation, including: Design, permit set, and as-built drawings and specifications; shop drawings; permits and other approval documentation. Curates and provides architectural, structural, and MEP as-built project documentation for FMS project initiation and problem solving
• Works with MEP responsible person for record drawing or BIM drawing updates, and Life Safety drawings
• Provides updated building information for Jefferson systems such as TMA, Prolease, eBuilder, and SURTS (grant system)
• Develops and produces reports and drawings from space management system data, including use of space by department, utilization of space, or lease expirations and square footage
• Maintains Jefferson standards for AutoCAD, BIM, and for building, floor, and room numbering
• Prepares original CAD drawings at the direction of PDC Project Managers or other FMS departments for internal design
• Performs related duties as assigned

Internal/external contacts:

• Internal contacts – Enterprise Asset Management leadership and staff; Regional clinical / academic administrative leadership and staff.
• External contacts – 3rd party consultants and design professionals

Educational/training requirements:

High School Diploma or GED required.

Bachelor's degree in Computer Science, Information Science, Architecture, Engineering or Interior Design preferred.

Technical training in AutoCAD and BIM required.

Space Management or CAFM systems preferred.

Certifications in AutoCAD and Revit preferred.

1 year experience in facilities planning and/or space management system administration.

Proficiency in AutoCAD required.

Knowledge of space management systems (IWMS / CAFM) required.

Proficiency in Revit (BIM) preferred.

Excellent customer service, interpersonal, and organizational skills required.

Work Shift: Workday Day (United States of America)

Worker Sub Type: Regular

Employee Entity: Thomas Jefferson University

Primary Location Address: 1101 Market, Philadelphia, Pennsylvania, United States of America

Jefferson is committed to providing equal educational and employment opportunities for all persons without regard to age, race, color, religion, creed, sexual orientation, gender, gender identity, marital status, pregnancy, national origin, ancestry, citizenship, military status, veteran status, handicap or disability or any other protected group or status.

Jefferson offers a comprehensive package of benefits for full-time and part-time colleagues, including medical (including prescription), supplemental insurance, dental, vision, life and AD&D insurance, short- and long-term disability, flexible spending accounts, retirement plans, tuition assistance, as well as voluntary benefits, which provide colleagues with access to group rates on insurance and discounts. Colleagues have access to tuition discounts at Thomas Jefferson University after one year of full time service or two years of part time service. All colleagues, including those who work less than part-time (including per diem colleagues, adjunct faculty, and Jeff Temps), have access to medical (including prescription) insurance.