Space Administration Manager

University of Pennsylvania

1d•Onsite

About The Position

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.

Requirements

Bachelor of Science, Bachelor of Arts, and 1 to 2 years of experience or equivalent combination of education and experience is required.
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.

Nice To Haves

experience with space management, research laboratory operations, facilities coordination, or other technical environments that support complex infrastructure and compliance needs.

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.

Benefits

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
Health, Life, and Flexible Spending Accounts
comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits
flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars
Tuition assistance for employees, spouses, and dependent children
Retirement plans (Basic, Matching, and Supplemental)
Time Away from Work (vacations, personal affairs, illness, injury, family time)
Long-Term Care Insurance
Wellness and Work-life Resources
Professional and Personal Development resources
Access to University resources, cultural and recreational activities (libraries, athletic facilities, arboretum, art galleries)
Discounts and Special Services (arts and entertainment, transportation, mortgages, new cars, cellular phone service, movie tickets, theme parks)
Flexible Work Hours
Penn Home Ownership Services (forgivable loan for eligible employees)
Adoption Assistance