Space Administration Manager
University Overview
The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn's distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America's Best Large Employers in 2023.
Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.
The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.
Posted Job Title
Space Administration Manager
Job Profile Title
Manager A, Research
Job Description Summary
Serving as a valuable connector and representative of the Dean's Office, the Space Administration Manager will centralize oversight and coordination of research space transitions, serving as a primary leader across departments and administrative units. The role will manage complex space projects, streamline processes, and enhance communication. Through professional, supportive relationship management, Manager will navigate productive, efficient facilitation of lab moves and space management activities.
Job Responsibilities
- Space transition project management. Project management and oversight of complex and concurrent space transitions including laboratory, procedure space and dry/office space moves and laboratory clear-out for faculty moves, retirement and terminations. Use of clear and effective tracking and organizational systems to streamline processes and significantly cut timeline and project delays. Robust knowledge of space transition processes and procedures. Strong partnership with the Office of Space Planning and Operations as well as a wide range of departmental administrators, faculty, trainees and staff.
- Regulatory and comprehensive/strategic lab clear-outs. Partnership with the Office of Environmental Health and Radiation Safety around laboratory clear-out regulation and policies. Support e-waste and equipment removal with goals to clear obsolete material, open usable space, and foster safe, effective laboratories. Coordinate projects to comprehensively review and address superfluous equipment and materials across all PSOM buildings.
- Animal space transition and monitoring. In support of the Associate Dean of Research Infrastructure and Strategy, coordination of animal census, operational systems and equipment; triage of new and updated faculty programs. With SPO, track animal numbers, housing and procedure spaces to manage capacity.
- Freezer farm management. Coordination of Stemmler Hall and Richards Building freezer farms. Supportive partnership of 3600 CCB freezer farm coordination. Management of equipment corridor freezer space as needed, liaising with department administrators and lab teams around freezer request process, equipment installation and appropriate signage. Tracking and projection planning of all freezer farm space inventory.
- Departmental liaison. Proactive liaising between departmental business administrators / facilities managers and Dean's Office around the execution of space plans. Meets with BAs regularly to build relationships, learn programmatic nuance, and anticipate needs. Supports Senior Director of Administration and Dean's Office team with regular updates and preventative efforts.
- Campus food and beverage. Representing the Dean's Office, Manager may support "employee experience" efforts around PSOM campus food and beverage provision.
Qualifications
- Bachelor of Science, Bachelor of Arts, and 1 to 2 years of experience or equivalent combination of education and experience is required.
- Preferred: experience with space management, research laboratory operations, facilities coordination, or other technical environments that support complex infrastructure and compliance needs.
- Exceptional customer service and relationship management skills, with a demonstrated ability to build trust, communicate effectively, and navigate complex stakeholder environments across faculty, staff, and administrative teams. Proven ability to manage sensitive situations with professionalism, discretion, and a solutions-oriented approach.
- Exemplary organizational and project management capabilities, including the ability to manage multiple concurrent priorities, track complex workflows, and consistently deliver projects on time with a high level of accuracy and attention to detail.
- Highly self-motivated and able to work independently, exercising sound judgment and initiative in a fast-paced environment with minimal supervision. Maintains composure under pressure and demonstrates professionalism and poise, particularly in high-stakes or tense situations.
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