Space Coordinator

About the role

The University of Utah is seeking a Space Coordinator to join its Academic Space Planning team. This position will provide support for the space planning team in the EVPAA office and will serve as a critical support role as the team successfully engages with campus partners on space management projects. This early-career position provides a foundational opportunity for professionals seeking to build expertise in space planning, construction, architecture, design, facilities management, and project management. Operating within a fast-paced, dynamic environment, the Space Coordinator will help coordinate multiple renovation, relocation, and space coordination projects across the University of Utah academic campus. Success in this role requires exceptional organizational abilities, project management, and communication skills to coordinate effectively across academic and operational stakeholders. This position offers hands-on experience in strategic space administration and capital project execution. The Space Coordinator will report to the Associate Director of Academic Space Planning.

Responsibilities

• Provide support to project management function, regardless of discipline (e.g., Construction, Engineering, Operations, Technical).
• Review project proposals, ensure projects adhere to contract language, and issue and track project amendment documentation.
• Perform technical support including project scheduling and planning, earned value management, budget review/cost analysis, and change of scope impact analysis.
• Communicate any issues, problems, or additional information to project managers and project stakeholders and recommend solutions.
• Monitor and evaluate project timeline and activity and report on progress to project managers and leadership.
• Conduct work assignments as directed; closely supervised with little latitude for independent judgment.
• Assist with renovation, relocation, and small-to-capital improvement projects from concept through occupancy, aligning efforts with leadership priorities.
• Serve as the initial point of contact for academic units, coordinating and scheduling meetings to define project scope, schedules, and budgets while helping to communicate across Facilities Management, IT, Moving Services, and external vendors.
• Monitor budgets, milestones, and project risks, and prepare status reports for leadership.
• Help maintain the academic space inventory, support annual space surveys, and assist in developing and applying campus space allocation standards in compliance with state guidelines.
• Help prepare utilization reports, planning analyses, and identify available space options for faculty, staff, and academic disciplines.
• Act as a point of contact for space data input and management across academic units.
• Coordinate department occupancy changes, ensuring spaces are fully prepared by scheduling furniture installation, equipment, signage, and procurement support.
• Serve as a first point of contact with the space request intake process, track project requests, and utilize or quickly learn CAD software to support space and operational workflows.
• Provide administrative help for the Space Planning team when required.

Requirements

• EQUIVALENCY STATEMENT: 1 year of higher education can be substituted for 1 year of directly related work experience (Example: bachelor's degree = 4 years of directly related work experience).
• Project Coordinator, I: Requires a bachelor's (or equivalency) + 2 years of directly related work experience or a master's (or equivalency) degree.
• Project Coordinator, II: Requires a bachelor's (or equivalency) + 4 years or a master's (or equivalency) + 2 years of directly related work experience.

Qualifications

• Bachelor's Degree in one of the following:
  • Architecture
  • Interior Design
  • Facilities Management
  • Construction Management
  • Planning
  • Engineering
  • Higher Education Administration
  • Business Administration
  • Related field
• Three years of professional experience in project coordination, facilities planning, architecture, construction, campus planning, or space management.

Skills

• Excellent project management skills.
• Strong organizational abilities.
• Ability to manage multiple concurrent projects.
• Excellent written and verbal communication.
• Strong analytical and problem-solving skills.
• Proficiency in Microsoft Office, particularly Excel and PowerPoint.
• Experience with Smartsheet, AutoCAD, Revit, Bluebeam, or project management software is desirable.