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Space and Utilization Planner, Facilities Development

Job ID: 31679
Location: Main Campus
Updated April 26, 2024

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We would like to take this opportunity to acknowledge the traditional territories of the people of the Treaty 7 region in Southern Alberta.
The City of Calgary is also home to Métis Nation of Alberta, Districts 5 and 6.

Description

The Campus Planning within the Facilities Development is currently seeking a Full-time Regular Space and Utilization Planner.

The Space and Utilization Planner is a member of Campus Planning, a team dedicated to ensuring that the University of Calgary optimizes the use, development, and renewal of its physical space resources to support world-class learning and research. Reporting to the Specialist, Facilities Planning, the planner plays a key role in collecting, maintaining, analyzing, and disseminating the spatial data used to support the planning and delivery of accommodation strategies and space solutions across the University of Calgary. The planner also assists in developing planning solutions to the University of Calgary’s growing and changing academic and research facilities needs.

Working closely with the Director and the Specialist, the planner is responsible for maintaining the accuracy and completeness of university spatial data, identifying process improvements in the collection, maintenance, and analysis of data, and working closely with various units within Facilities and across the university and provincial ministries to ensure efficient, effective, and appropriate dissemination of spatial data. Based on an accurate and complete inventory of spatial data, the planner is also responsible for completing a variety of analyses that are synthesized and disseminated verbally, as well as through briefing notes and reports to support strategic space decisions. In collaboration with the Specialist, the planners analysis informs the planning process for short, medium, and long-term campus growth requirements, as well as supports the Specialist with architectural space / functional programming work for minor and major capital proposals.

One key role of the planner is to maintain familiarity with space allocations and space functions across the entirety of the university (Main Campus, Foothills Campus, Spyhill Campus, Priddis, etc). This knowledge is developed over time, through walking tours, renovation project site visits, investigation of space data errors, and day-to-day interactions with faculties and units. This spatial data knowledge plays a vital role in developing and maintaining systems and data to support the planning of accommodation strategies and space solutions in support of the universities growing and ever-changing space requirements and needs of the university community.

During periods of peak activity, the planner will be expected to manage competing interests and meet multiple and simultaneous deadlines while maintaining high standards of accuracy and completeness. A professional and tactful approach to all interaction is required, the incumbent is a frequent representative of the senior offices of the university.

This position works Monday to Friday, regular business hours. Currently the work is hybrid with the expectation of in office work Tuesday, Wednesday, and Thursdays with the option to work remotely Monday, and Fridays. Work outside of regular business hours may be required during periods of peak activity. The position is based out of the Physical Plant (a busy, collaborative, open-office environment) located at the west edge of main campus. Travel to main campus and to other university campuses (e.g. Foothills, Spyhill, etc.) is required and access to a pool car is available.

Summary of Key Responsibilities (job functions include but are not limited to):

  • Complete regular analyses of university spatial data to identify data gaps resulting from completion of renovation projects, new construction, processing errors within Archibus, etc.
  • Review spatial data records for inconsistent application of spatial data attributes including unit allocations, and room category and space types.
  • Liaise with the Director, Specialist, and/or faculty and unit representatives to resolve data gaps and inconsistencies.
  • Support periodic audits of faculty and business units’ spatial data through space audits and regular communications with faculty and business unit representatives.
  • Where data integrity is questionable and in collaboration with the Specialist and Architectural Tech team complete site visits of locations to validate and update spatial data.
  • In collaboration with the Director and Specialist, prepare and distribute space reallocation notifications, update spatial data records accordingly, and respond to inquiries from notification recipients as necessary.
  • Make recommendations to the Director and the Specialist on potential changes to Archibus access roles in order to improve effectiveness in the maintenance and accuracy of university spatial data.
  • Assist in the areas of data accessibility to staff members, data security, client requirements, data migration, and systems and data integration, as may be appropriate and required.
  • Act as the primary contact to the Government of Alberta as it relates to the Universities facility and space data. Submit building and space updates to the Government of Alberta (e.g. to reconcile gross square metre building residuals, add new buildings into government databases).
  • Function as the authoritative source for accurate and consistent categorization of university space. Provide recommendations to the Director and Specialist on potential changes to the university’s space categories and types, as well as space occupant tables included in the Archibus system
  • Liaise regularly with Facilities Development records management personnel, Campus Architecture technical team, Facilities Management Archibus support team personnel, and IT to ensure the accuracy and consistency of university spatial data, and data sharing processes and accountabilities.
  • In close collaboration with the Director and Specialist, complete various spatial data analyses to support development and delivery of accommodation strategies and space solutions, strategic space planning decisions, and leadership updates.
  • Liaise regularly with the Registrar Office on booking data for instructional spaces. Support Registrar Office requests for spatial data (e.g. room numbers, room characteristics, capacity, etc.) and complete regular utilization analysis on centrally scheduled rooms as well as classrooms within the allocation of faculties and business units.
  • Function as the primary point of contact for all inquiries related to the university’s space inventory (e.g. buildings and their characteristics, space allocations, space categorization, space utilization, etc.).
  • Prepare and submit recurring data reports for benchmarking (e.g. Government of Alberta’s space classification system, APPA survey, Uniforum etc.).
  • Receive, prepare, and submit ad-hoc data requests (e.g. space inventories in support of unit reviews, master plans, and other ad-hoc planning activities).
  • Participate in the drafting and ongoing updating of practices, processes and standards for the occupancy and use of university space, including training and communication related to these processes and standards as required.
  • Perform periodic environmental scans of existing internal and external systems to identify best practices in the collection, maintenance, and analysis of spatial data.
  • Remain informed of key space planning metrics (e.g. unit rates, benchmarks, etc.) across the Canadian and North American post-secondary education sector.
  • Working in collaboration with the Specialist and faculty and unit occupants, complete various pre-design deliverables for major planning initiatives and larger renovation requests and new buildings
  • Support Specialists in development of comprehensive functional programming documents, including description of project objectives, space programs, test-fits, draft blocking and stacking, area summary tables, and governance briefing notes for use by design consultants, as well as members of the University community.
  • Execute periodic space programming exercises for university faculties and units, in which current space allocations are documented and evaluated based on anticipated future needs. Reports generated from these exercises will inform capital planning initiatives of all scales.
  • Assist with the spatial data analysis for short, mid, and long-term planning of minor and major capital plans and projects. Ability to analyze findings and make recommendations for decision making.
  • Preparation of supporting documentation (layouts, data extracts from Archibus etc.) for reference during walking tours. Where external consultants are engaged, participate / lead project working committees.
  • Assist units and other Campus Planning and Campus Architecture staff with the preparation of annual unit Space Programs and occasional Faculty Space Master Plans and programming support for major proposals to support Business Cases and Plans.
  • The ability to establish and maintain successful and productive working relationships with all levels of the campus community from senior management to students and support staff, by partnering with them in the planning and design process.
  • A strong knowledge of University of Calgary’s organizational structure and units is required, and a high-level understanding of university academic and research activities, including details regarding facilities use and future needs is of significant benefit.
  • Of particular need is the ability to bring creative solutions to complex situations and to effectively communicate solutions to diverse stakeholders and decision makers with objectivity, tact, and patience.
  • May supervise temporary employees and/or external consultants who are responsible for facility space program development, utilization study deliverables, or special projects and responding to inquiries from consultants/staff as required, but supervision is not the main focus of the job.
  • Perform periodic environmental scans of existing internal and external systems to identify best practices in the collection, maintenance, and analysis of spatial data.
  • Identify process improvements related to the collection, maintenance, and dissemination of the university’s spatial data.
  • In collaboration with the Proposal Process Coordinator in Campus Planning, provides training and guidance to faculty and business unit proposal initiators. Assume the proposal endorsement process during absences of the Proposal Process Coordinator.
  • In collaboration with the Proposal Process Coordinator in Campus Planning, provides support as needed to key Facilities Development committees (e.g. Routing and Proposal Assessment Group).
  • Represent Campus Planning on ad-hoc spatial data initiatives (e.g. IT initiatives related to enterprise systems, spatial data integrity, data ownership, data distribution, data integration, data migration etc).
  • Maintain an awareness of relevant university policies and procedures.
  • Manage own time effectively to accomplish work within deadlines and expectations.
  • Role is strongly self-managed; incumbent is expected to address deadlines and schedules independently.

Qualifications / Requirements:

  • A Post-Secondary diploma or degree in a relevant field with an emphasis on planning, architecture, interior design, and / or professional facilities management and three to five years related work experience is required. An equivalent combination of education and work experience will be considered.
  • Experience working with AutoCAD, graphics programs (Adobe Photoshop, Illustrator, InDesign, etc.) and MS Excel is essential. Familiarity with other MS Office products (Outlook, Word, PowerPoint, Access) is required.
  • Familiarity with a spatial database such as Archibus, GIS, or IWMS is desirable.
  • Advanced Microsoft Excel skills, necessary to support data analysis of large data sets. Knowledge of advanced data analysis tools will be considered an asset.
  • Experience compiling analysis of spatial data into concise charts, graphs, diagrams, maps, and tables is required.
  • Knowledge of facility planning, and design principles and practices is required as well as the ability to read and create basic architectural drawings using AutoCAD is a necessity.
  • Ability to compose briefing notes and short reports is required.
  • Foundational knowledge of data management principles, and advanced data analysis techniques of large data sets is an asset. Interest in developing these skills through formal training either through on-line courses and or continuing education is desirable.
  • Of particular need is the ability to bring creative solutions to often complex situations and to effectively communicate such solutions to diverse stakeholders and decision makers.
  • Experience working within a complex, public sector organization (e.g. education, healthcare, and government) preferably a post-secondary institutions setting, is desirable.
  • Strong written and verbal communication skills, professionalism, as well as sound judgment and tact, are required.
  • Ability to work effectively within a collaborative open-office environment is a necessity.
  • Ability to work collaboratively with team members within Campus Planning, Campus Architecture, and Project Management Office and other units
  • An absolute attention to detail, a methodological approach to the collection and maintenance of spatial data, and a drive for precision and accuracy are all key to the success of this role.
  • A valid Class 5 driver’s license (cannot be a graduated license) with proven good driving record (abstract required).

Application Deadline: May 24, 2024.

We would like to thank all applicants in advance for submitting their resumes. Please note, only those candidates chosen to continue on through the selection process will be contacted.

This position is part of the AUPE bargaining unit, and falls under the Specialist / Advisor Jo b Family, Phase 3.

For a listing of all management and staff opportunities at the University of Calgary, view our Management and Staff Careers website.

About the University of Calgary

UCalgary is Canada’s entrepreneurial university, located in Canada’s most enterprising city. It is a top research university and one of the highest-ranked universities of its age. Founded in 1966, its 36,000 students experience an innovative learning environment, made rich by research, hands-on experiences and entrepreneurial thinking. It is Canada’s leader in the creation of start-ups. Start something today at the University of Calgary. For more information, visit ucalgary.ca.

The University of Calgary has launched an institution-wide Indigenous Strategy committing to creating a rich, vibrant, and culturally competent campus that welcomes and supports Indigenous Peoples, encourages Indigenous community partnerships, is inclusive of Indigenous perspectives in all that we do.

As an equitable and inclusive employer, the University of Calgary recognizes that a diverse staff/faculty benefits and enriches the work, learning and research experiences of the entire campus and greater community. We are committed to removing barriers that have been historically encountered by some people in our society. We strive to recruit individuals who will further enhance our diversity and will support their academic and professional success while they are here. In particular, we encourage members of the designated groups (women, Indigenous peoples, persons with disabilities, members of visible/racialized minorities, and diverse sexual orientation and gender identities) to apply. To ensure a fair and equitable assessment, we offer accommodation at any stage during the recruitment process to applicants with disabilities. Questions regarding [diversity] EDI at UCalgary can be sent to the Office of Equity, Diversity and Inclusion ( [email protected] ) and requests for accommodations can be sent to Human Resources ( [email protected] ).

Do you have most but not all the qualifications? Research show that women, racialized and visible minorities, and persons with disabilities are less likely to apply for jobs unless they meet every single qualification. At UCalgary we are committed to achieving equitable, diverse, inclusive and accessible employment practices and workplaces and encourage you to apply if you believe you are right for this role.

We encourage all qualified applicants to apply, however preference will be given to Canadian citizens and permanent residents of Canada.

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