Space Planning Manager

UVA Health•Charlottesville, VA

1d•Onsite

About The Position

The Space Planning Manager provides leadership and project management for furniture planning, workplace design, relocation, procurement, vendor management, and implementation services supporting University facilities and departmental initiatives. The role helps ensure appropriate product quality, competitive pricing, responsive service, and best value from furniture dealers, manufacturers, representatives, installers, movers, and other providers. It also supports institutional space planning through space studies, programming, utilization analysis, planning scenarios, and evaluation of space requests. Reporting to the Director of Institutional Space Management, the position is a primary liaison among University departments, Facilities Management, project teams, architects and designers, vendors, Procurement, and other partners. The manager also works with the Director on selected initiatives involving the Provost Office, Office of the Architect, Real Estate and Leasing, and Capital Construction and Renovation. The role independently manages multiple projects from needs assessment through closeout, has no direct reports, and may provide day-to-day work direction to project teams, consultants, and vendors. Furniture and workplace services are the primary responsibility; space-planning support is provided as needed and is expected to grow with experience and organizational need. This is an exempt, benefited position. It is primarily in person, with flexibility to work remotely as operational needs allow. The role involves regular site visits to active construction, renovation, and installation areas, and may require evening, weekend, or off-hours presence for move and installation activities. A bachelor’s degree or equivalent education and experience and at least five years of relevant professional experience are required. PMP certification or similar is required within one year of hire. The position is open until filled.

Requirements

Bachelor’s degree in interior design, architecture, planning, facilities, project or construction management, or a related field, or equivalent education and experience.
At least five years of professional experience in commercial furniture, interior design, workplace or space planning, facilities, architecture, or construction; the minimum requirements also specify five or more years of relevant professional project-management experience.
Demonstrated experience managing multiple complex projects, stakeholders, budgets, schedules, and competing priorities.
Experience with commercial furniture planning, specification, procurement, installation, and relocation.
Demonstrated experience managing furniture dealers, manufacturers, or other vendors, including evaluating products and pricing, assessing value and alternatives, monitoring performance, and resolving issues.
Strong project-management, organizational, analytical, and problem-solving skills; ability to interpret architectural drawings, furniture plans, and specifications.
Strong written, interpersonal, presentation, facilitation, negotiation, and conflict-resolution skills, with the ability to work independently and collaboratively with senior administrators, faculty, staff, contractors, and vendors.
Proficiency with AutoCAD, Bluebeam Revu, Microsoft Office, and related project documentation tools.
PMP certification or similar is required within one year of hire.
Ability to sit for prolonged periods; proficient communicative, auditory, and visual skills; attention to detail and ability to write legibly.
Ability to lift, push, or pull up to 20 pounds, travel freely, walk sites, climb stairs, and navigate active work areas.
Applicants must be currently authorized to work in the United States; the University will not sponsor or consider candidates requiring employment-visa sponsorship now or in the future.

Nice To Haves

Experience in higher education, healthcare, government, corporate, or another complex institutional environment.
Experience with space programming, utilization analysis, occupancy planning, test fits, or institutional space planning, including preparing recommendations or presentations for senior leadership.
Experience coordinating with procurement, capital project, real estate, architecture, facilities, or planning organizations, and leading cross-functional teams or vendors without direct supervisory authority.
Familiarity with space-management databases, facilities information systems, visualization tools, or data-analysis applications.

Responsibilities

Lead furniture planning and implementation for renovation, new-construction, workplace, and departmental projects of varying size and complexity.
Meet with clients to identify functional requirements, workplace needs, schedules, budgets, and priorities, and translate them into practical furniture and workplace solutions.
Develop and review furniture plans, layouts, specifications, finish selections, and supporting documentation.
Evaluate solutions for functionality, ergonomics, accessibility, durability, aesthetics, cost, and compatibility with University standards; coordinate with architectural plans, technology, electrical and data needs, and field conditions.
Identify opportunities to reuse, reconfigure, relocate, or standardize existing furniture, and stay current on workplace trends and products relevant to higher education.
Manage multiple concurrent furniture, workplace, relocation, and space-related projects, establishing scope, deliverables, schedules, budgets, and communication expectations.
Plan and coordinate departmental relocations, including move strategy, sequencing, furniture reuse and disposition, logistics, and stakeholder communication.
Coordinate clients, project managers, architects, designers, contractors, dealers, installers, movers, and technology teams; monitor schedules and budgets and resolve issues proactively.
Conduct site visits, monitor installation, coordinate move-day activities, manage punch lists, and complete project closeout.
Facilitate meetings, document decisions, and communicate project status and risks.
Develop and manage relationships with dealers, manufacturers, representatives, installers, movers, and consultants, holding them accountable for quality, pricing, service, schedule, and contractual commitments.
Develop and review scopes of work, specifications, quotes, proposals, pricing, change requests, and invoices for accuracy, completeness, competitiveness, and value.
Coordinate procurement with University requirements, contracts, budgets, funding schedules, lead times, construction activities, and installation sequencing.
Independently evaluate vendor recommendations, products, pricing, and alternatives; challenge recommendations when warranted to secure best overall value based on quality, durability, lifecycle cost, and contract terms.
Recommend vendor selection, pricing, and procurement decisions for approval in accordance with University procurement policy and delegated purchasing authority.
Support the Director in evaluating space requests and developing planning options and recommendations that consider program needs, utilization, adjacency, building conditions, cost, and institutional priorities.
Assist with space studies, programming, and utilization assessments; collect and analyze inventory, occupancy, and program data to support evidence-based decisions.
Develop test fits, space programs, blocking plans, and planning scenarios; assist in preparing recommendations and presentations for the Space Working Group, Space Leadership Committee, and senior leadership.
Support swing-space solutions for capital and renovation projects and assist with space utilization guidelines and furniture and workplace standards.
Participate in planning discussions with University partners and represent the Director in designated meetings.
Serve as a trusted resource to departments throughout furniture and FFE planning, procurement, installation, relocation, and closeout, guiding stakeholders through options, tradeoffs, costs, and schedules and setting realistic expectations.
Build collaborative relationships with faculty, staff, administrators, designers, dealers, and institutional partners; present recommendations clearly to audiences with varying technical knowledge.
Manage competing priorities and differing expectations on selection, budget, and timelines while protecting project objectives and University interests.