Space Planning and Operations Manager

Job Summary:

Reports to the Director of Construction and Capital Programs and works closely with Faculty Affairs and other key departments to develop and implement the annual faculty space plan.

Job-Specific Responsibilities:

Space Planning and Allocation

• Develop and recommend space plans for all academic and administrative needs to best position the School to advance the mission for each academic year.
• Partner with Faculty Affairs to gather faculty office and research space needs and develop a comprehensive annual space allocation plan.
• Prepare and recommend the annual faculty space plan to the Chief of Operations for review and approval in coordination with the Academic Dean.
• Support faculty recruitment by presenting available office and research space options and facilitating alignment on space plans consistent with campus standards.
• Manage the allocation and effective use of office and research space for faculty, including oversight of shared faculty space utilization.
• Coordinate with Doctoral Programs on assignment of office space for advanced doctoral students and TFs/TAs, and monitor student space utilization.
• Coordinate with research teams and administrative offices to understand the existing and proposed future program needs; maintain this data to inform ongoing space planning.

Space Coordination and Operations

• Coordinate with the Operations Moves Team to plan and execute office moves, including timelines and logistics.
• Ensure assigned spaces are appropriately prepared, furnished, and operational; troubleshoot issues as they arise.
• Conduct pre-semester inspections to ensure office readiness and coordinate required setup (keys, signage, cleaning, and related work orders).
• Maintain and update space-related systems and records, including faculty directories, office inventories, and coordination with mail services.

Space Data and Planning Support

• Maintain and manage a comprehensive inventory of campus spaces to support current operations and future planning.
• Actively maintain all campus space data in Revit, ensuring that HGSE program requirements are accurately documented and aligned with campus standards.
• Serve as liaison with Harvard University Planning to ensure HGSE space data is accurately reflected and maintained within University systems.
• Prepare an annual report of HGSE space (owned and leased), organized by program element.
• Develop and coordinate special projects related to space planning and utilization in support of academic and operational priorities.
• Support archival coordination for faculty office and research materials as needed.

Ergonomics Program Management

• Manage the School’s ergonomic workstation program, including assessments, equipment selection, procurement, installation, and inventory.
• Coordinate with HR, Faculty Affairs, Harvard University Environmental Health & Safety (EH&S), and other partners as needed.
• Manage the ergonomic program budget and vendor relationships.
• Provide hands-on support to adjust workstations and equipment as needed.

Qualifications

Basic Qualifications:

• Minimum 5+ years of related experience, preferably in a higher education or similarly complex environment.
• Demonstrated financial management and budgeting experience.
• Proficiency in Microsoft Office (Excel, Word)
• Candidates should submit a cover letter and resume as a single PDF document. Any applicant wishing to be considered for this position should indicate that they meet all of the basic requirements in either the cover letter or resume.

Additional Qualifications and Skills:

• Strong attention to detail and ability to exercise independent judgment and discretion.
• Excellent customer service and stakeholder management skills, including experience working directly with faculty and academic leadership.
• Strong written and verbal communication skills.
• Ability to manage multiple priorities and meet deadlines in a fast-paced environment.
• Proven ability to work collaboratively across departments.
• Ability to learn new systems and technology tools as needed.