Space Planning

2 weeks ago

Waterloo, Canada University of Waterloo Full time

Overview:
Reporting to the Director of Space Planning, the Space Planning & Classroom Management Specialist supports the analysis of university space holdings and the planning of academic and academic support spaces across the University of Waterloo. This position assists the Director of Space Planning in responding to all space issues, inquiries, and projects. These include developing strategies to ensure efficient use of space, evaluating current and forecasted unit space needs, test fits, preliminary designs, project development, project documentation and estimates, project oversight, SPO unit coordination and financial reporting for the department.

**Responsibilities**:
Support to Director of Space Planning
- Defines space project goals and objectives, develops projects and executes plans in conjunction and in support of the Director of Space Planning
- Evaluates space requests and makes recommendations to Director of Space Planning regarding preparation of new campus space, temporary use of space and/or space reallocations. Assists the Director of Space Planning with prioritization of requests, with consideration of numerous relevant factors
- Forecasts space needs, using student population data and other growth forecasts, assessing building space optimization by assessing the utilization of existing space
- Assesses space requirements for new initiatives with the Director of Space Planning
- Assists with the creation and maintenance of project documentation, including defining project scope, budget, and expenses to support reporting needs. Ensures all lease agreements are compiled and maintained
- Responsible for monitoring the annual Space Planning Office budget, including tracking expenses across multiple major construction projects
- Develops space program documentation for major projects, including but not limited to problem statements, business cases, project charters, business requirements, change requests, status reports, milestones, achievements, benefits, risk, and stakeholder registers

Space Project Management
- Manages logístical requirements related to space transitions, including planning for any reconfigurations necessary to accommodate the new occupant customization
- Ensures that space transitions are handled efficiently, professionally, and according to timelines established with the clients and units affected by the move
- Translates space program requirements into alternative versions of scale test fit CAD drawings for client review. Prepares scale drawings that establish the location of all furniture and amenities to provide a reality check when comparing program requirements to available space
- Develops and monitors work requests through to completion, including large scale projects and relocations
- Project management of all construction projects handled by the Space Planning Office, which can include projects ranging up to $5M. This includes managing multiple projects at different phases concurrently. This includes preparation of reports to confirm approval of Senior Leadership at each stage of the project, and update reports to clients and adjacent building occupants throughout the life of the project
- Liaises with campus stakeholders and support units to ensure space transitions and construction projects are well coordinated, ensuring an effective execution of plans
- Maintains current knowledge of best practices and trends in office and academic space design
- Completes unit space needs assessments, forecasting how space needs may change within Academic Support Units (ASUs) using both client and HR data
- Develops and maintains Project Development Documents (PDDs). PDDs are project control documents prepared for the Provost’s Office, ensuring appropriate approval at each stage of a major project’s life cycle: Concept, Preliminary Budget, Client Approval, and Completion (Actuals & Deficiencies). Initially developed using project scope and estimated budgets, PDDs are updated as the project proceeds, ensuring that all changes to project scope and budget are understood and approved before proceeding
- Swing space: SPO maintains approximately 3,000 NASMs of swing space on campus. This position assists the Director, Space Planning in optimizing the strategic use of swing space, including maintaining usage data, setting up space for new occupants (furniture and any modifications as required) and reporting as needed

Space Planning Software Interface

Archibus:

- Provides support to and back up for all job functions of the Space Data Analyst
- Maintains expert knowledge of COU space standards and communicates their appropriate use to units and individuals responsible for reporting data
- Ensures accurate updates are recorded to the campus space database (result of moves or major renovations) in a timely fashion
- Uses space database planning modules to support planning for long range space reallocations
- Supports the Data Analyst in recording space database changes and cor

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