WORKPLACE MANAGER - FACILITY PROJECT MANAGEMENT SPECIALIST 4

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UC OFFICE OF THE PRESIDENT

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Department Overview
University of California, Office of the President (UCOP) manages and oversees all UCOP activities and services related to physical and environmental planning, design and construction, engineering, physical plant maintenance and operations, capital planning and space management, and the associated business services necessary to support the UCOP Oakland Campus, President's residence and other owned, leased or managed UCOP facilities. The Building & Administrative Services Center (BASC) provides a high-level of client service to the UC Office of the President through the strategic management of UCOP's building portfolio and all related operational activities. Key services provided by the department include managing UCOP owned, leased, and affiliated properties, capital projects, facilities maintenance, space management, event management, sustainability programs and initiatives, and administrative services (mail, moving, parking programs, etc.). In addition, the department plays a leadership role in UCOP business continuity planning and emergency management and is responsible for coordinating with other UCOP departments to address these areas of work. The department focuses on providing a work environment that supports all UCOP staff and other users of UCOP's building space in focused individual work and interactive team-based work to support the mission of the University.

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 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.

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 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

Job Title
Facilities Project Mgt Specialist 4

Job Code
000364

Salary Grade
Grade 24

Payscale:
$135,000.00 - $155,000.00

The University of California, Office of the President, is required to provide a reasonable estimate of the compensation range for this role. This range takes into account the wide range of factors that are considered in making compensation decisions including but not limited to experience, skills, knowledge, abilities, education, licensure and certifications, and other business and organizational needs. It is not typical for an individual to be offered a salary at or near the top of the range for a position. Salary offers are determined based on final candidate qualifications and experience. The full salary range shows the growth potential for this position and the pay scale is the budgeted salary or hourly range that the University reasonably expects to pay for this position.

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

ADDITIONAL INFORMATION

HOW TO APPLY

Please be prepared to attach a cover letter and resume with your application.

APPLICATION REVIEW DATE

The first review date for this job is August 4, 2026. If needed, add: The position will be open until filled.

CONDITIONS OF EMPLOYMENT

Background Check Process: Successful completion of a background check is required for this critical position. Background check process at UCOP

Smoke Free Work Environment: The University of California, Office of the President, is smoke & tobacco-free as of January 1, 2014. UC Smoke & Tobacco Free Policy

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. Federal, state, or local public health directives may impose additional requirements.

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: Affirmative Action and Nondiscrimination in Employment

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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