SPACE ANALYST

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School of Medicine (SoM) Facilities is responsible for planning, constructing, operating, and maintaining more than 3 million square feet of academic, research, and administrative space at the University of Washington (UW) main campus, South Lake Union, and Harborview Medical Center. These facilities support activities across 31 academic departments, over 1,000 students, and more than 2,000 faculty engaging in research and PhD training.

The School of Medicine Facilities has an outstanding opportunity for a Space Analyst.

The Space Analyst will support the school’s goals of improving space utilization efficiency and creating and implementing an executable plan for strategic growth. As a member of the Office of Facilities, reporting to the Director of Facilities, this position prepares and oversees preliminary space analyses and makes recommendations to fulfill space requests. The incumbent will conduct audits of SoM space and make recommendations regarding the re-utilization and reassignment of space, developing standards, metrics, and guidelines for space utilization, and providing input regarding space policies and procedures. This position will interface with a broad range of contacts within the SoM, the broader UW campus community, and partner institutions throughout the region.

A highly effective Space Analyst will also work closely with UW Real Estate and SoM facilities leadership in gathering and analyzing SoM’s on and off-campus lease data, and utilizing InVision, UW’s space information management system, as a space management and reporting tool. The space planning analyst will also work closely with SoM data analysts to develop and refine space metrics and reporting through Microsoft Power BI and utilize this information to develop strategies and demonstrate effective space utilization.

DUTIES AND RESPONSIBILITIES

Facilities Space Standards and Analysis:
• Collects and reviews requests for all SoM space, including off-campus lease space. Prepares and oversees preliminary space analyses and makes recommendations to fulfill these requests.
• Conducts audits of campus space and makes recommendations regarding the assignment, or recovery, and reassignment of space.
• Collaborate with SoM data and financial analysts to leverage existing Microsoft Power BI data to support and improve planning strategies and decisions.
• Develop and maintain electronic plans and occupancy data for all SoM facilities as a shared resource.
• Research, analyze, organize, and direct space assessments including departmental/school space utilization reports.
• Establish and implement "best practice" space standards and metrics according to workspace and functional use.
• Perform queries and prepare reports from InVision, UW’s space information management system, for Facilities and SoM leadership relating to space assignments, utilization, and efficiency.
• Prepare presentations for SoM Facilities to senior administrative and finance leadership and other groups as assigned.

Strategic Planning:
• Lead comprehensive planning exercises, propose strategies, and develop solutions to address short and long-term SoM space needs.
• Collaborate with department/unit representatives to define current and future space needs, including impacts of telework and hybrid work solutions, to improve space utilization efficiency and facilitate program growth.
• Assist with annual SoM capital project forecasting.
• Develop goals and metrics for achieving space management objectives set by SoM and University leadership.
• Collaborate with SoM data analysts, finance, and grants personnel to develop cost effective strategies for research space assignment.
• Collaborate with UW Real Estate Office and department/unit representatives to develop strategies to reduce or consolidate off-campus lease space.
• Prepare periodic reports and perform audits of SoM real estate portfolio for SoM and UW Medicine leadership. 

Project Management:
• Collaborate with SoM space planning and project management staff to implement facilities space standards and strategic plan.
• Provide project management support as required and as Facilities workload dictates to deliver capital projects that meet budget and schedule goals.
• Collaborate with University facilities project management staff and third-party design consultants in matters relating to SoM space planning and project management on main campus.
• Develop schematic plans, schedules, and budgets to address stakeholder’s functional needs and budgetary goals.

Other Duties:
• Present facilities planning strategies and proposals to SoM leadership for consideration and approval.
• Independently develop presentation materials, including gathering and summarizing material, and using presentation software to create effective documents and presentations.
• Maintain a comprehensive understanding of Facilities processes and work collaboratively with planning and operations staff on joint projects.
• Responsible for fiscal activities commensurate with scope of position including the purchasing of goods, services, and supplies.
• Other duties as assigned.

MINIMUM QUALIFICATIONS
• Bachelor’s Degree in business administration, architecture, space planning, or related field.
• Five years’ experience in business administration, architecture, space planning or related experience in a complex office environment.
• Analytical skills to swiftly evaluate incoming information for routing, assignment, and incorporation into active work projects, and to discern when senior leadership involvement is necessary.
• Ability to initiate and maintain communication and teamwork by creating a positive, cooperative, productive work atmosphere inside and outside the University.
• Establish and maintain effective working relationships within a diverse population.
• Ability to work under pressure of frequent deadlines and manage competing priorities with minimal direction.
• Demonstrated excellent oral and written communication.
• Ability to manage executive-level confidential information with tact, discretion, and diplomacy.
• Demonstrated excellence in working collaboratively as part of a high-performing team and building professional relationships.
• Proficiency with Microsoft Office Suite and teleconferencing technologies.

Equivalent education and/or experience may substitute for minimum requirements.

DESIRED QUALIFICATIONS
• Experience working in a higher education or federally funded research setting.
• Experience with business intelligence software.

CONDITIONS OF EMPLOYMENT
The application process for UW positions may include completion of a variety of online assessments to obtain additional information that will be used in the evaluation process. These assessments may include Work Authorization, Cover Letter and/or others. Any assessments that you need to complete will appear on your screen as soon as you select “Apply to this position”. Once you begin an assessment, it must be completed at that time; if you do not complete the assessment, you will be prompted to do so the next time you access your “My Jobs” page. If you select to take it later, it will appear on your "My Jobs" page to take when you are ready. Please note that your application will not be reviewed, and you will not be considered for this position until all required assessments have been completed.