Space Management Coordinator (Finance)

The Space Management Coordinator provides essential support to the Space Data Program Manager in maintaining accurate space data, coordinating space audits, and assisting with the analysis and reporting of campus space utilization. Position plays a vital role in the strategic management of campus space and building data. This position ensures the accuracy and integrity of space records, collaborates with building supervisors, integrates data from multiple sources including building performance data, and supports quality assurance initiatives. Provide support in analyzing space utilization by supplying relevant data and assisting in the tracking of key performance indicators (KPIs) to inform data-driven decision-making and long-term planning.Minimum Qualifications:

Bachelor's degree and Basic Level Proficiency in Microsoft Office Suite

Preferred Qualifications:

• Bachelor's Degree in Facilities Management, Data Analytics, Engineering, or a related field preferred.
• Experience with space planning, facilities data systems, or energy management.
• Advanced Level Microsoft Office Suite, especially Excel and PowerPoint; experience with Power BI or similar tools.
• Strong analytical, organizational, and communication skills.
• Ability to work independently and collaboratively across departments.

FLSB1310 Equivalency:
4 years of directly relevant experience may be substituted for bachelor's degree.
6 years of directly relevant experience may be substituted for master's degree.Working at USF
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With approximately 16,000 employees, the University of South Florida is one of the largest employers in the Tampa Bay area. We are dedicated to cultivating a talented, engaged and driven workforce that strives to be bold. Employees excel in USF's rich academic environment, which fosters their development and advancement. In 2025, Forbes recognized USF as one of Florida's best large employers, ranked No. 1 among the state's 12 public universities. Our first-class benefits package includes medical, dental and life insurance plans, retirement plan options, employee and dependent tuition programs, generous leave, and hundreds of employee perks and discounts.
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About USF
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The University of South Florida is a top-ranked research university serving approximately 50,000 students from across the globe at campuses in Tampa, St. Petersburg, Sarasota-Manatee and USF Health. USF is recognized by U.S. News & World Report as a top 50 public university and the best value in Florida. U.S. News also ranks the USF Health Morsani College of Medicine as the No. 1 medical school in Florida and in the highest tier nationwide. USF is a member of the Association of American Universities (AAU), a group that includes only the top 3% of universities in the U.S. With an all-time high of $738 million in research funding in 2024 and as a top 20 public university for producing U.S. patents, USF uses innovation to transform lives and shape a better future. The university generates an annual economic impact of more than $6 billion. USF's Division I athletics teams compete in the American Athletic Conference. Learn more at www.usf.edu .
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Compliance and Federal Notices
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This position may be subject to a Level 1 or Level 2 criminal background check.
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Applicants have rights under Federal Employment Laws :
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Family and Medical Leave Act (FMLA)
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Applicants for USF employment are entitled to request reasonable accommodation(s) in the application process. A request is to be made at least five (5) working days prior to the time the accommodation(s) is needed. Visit the Central Human Resources ADA Accommodations webpage for more information on requesting an accommodation during the application/interview process.Space Data Management & Utilization

• Assist the Space Data Program Manager in maintaining and updating space inventory records within the University's space management systems, providing support for data accuracy and system updates.
• Track and document space classification changes for annual reporting, including the USF Executive Review and the State University System (SUS) Board of Governors (BOG) Physical Facilities Space File.
• Coordinate floor plan updates with CAD technicians, facilities management project managers, and external consultants.
• Conduct field verifications and partner with stakeholders to support the Annual Space Survey and ensure data accuracy.
• Deliver training sessions for building supervisors on survey completion and space data responsibilities.
• Provide space utilization data and assist in tracking metrics analysis (e.g., assignable square footage per occupant, room usage rates).
• Assist in developing and tracking KPIs to monitor space efficiency and utilization trends.
• Assist in the creation of reports and dashboards to support space planning and optimization initiatives.

Coordination and Building Supervisor Program Management

• Facilitate communication between departments, colleges, and administrative units to gather occupant and facilities utilization data, ensuring alignment with space records and planning efforts.
• Serve as the primary liaison for the Building Supervisor Program in coordination with the Provost Office,
• Coordinate regular meetings or communications with building supervisors to share updates, gather feedback, and address facilities-related concerns.
• Maintain an accurate and current list of building supervisors, managing transitions, onboarding, and offboarding processes.
• Provide training and ongoing support to building supervisors, ensuring they understand their roles, responsibilities, and relevant facilities-related procedures.
• Communicate facilities related policies and procedures clearly to building supervisors and ensure compliance with institutional standards.
• Support emergency preparedness efforts by ensuring building supervisors are informed of emergency protocols and that facilities data is available for planning and response.

Energy and Building Data Integration

• Support the integration of space and building data with the University's Energy Management System.
• Assist the Director of Utilities & Energy Management in compiling energy usage reports and developing related KPIs.
• Ensure alignment between space utilization data and energy performance metrics to support sustainability goals.

Quality Assurance & Data Visualization

• Contribute to QA/QC data management efforts, particularly for privatized or outsourced services.
• Create data visualizations and reports using tools such as Microsoft Excel, PowerPoint, and Power BI.
• Identify trends and provide actionable insights to stakeholders through clear and compelling data presentations.

• Provide additional support for facilities, planning, and data-related initiatives as required.