• Western University of Health Sciences
  • Pomona, CA, USA
  • Oct 02, 2022
Full time Other Administrative Positions

Job Description



Posting Number: S01130
Position Status: Full time
Department: 5901-Chief Operating Officer COO

Job Summary
This position will report directly to and support the Director of Operations with the University's efforts for space planning and usage. Under the direction of the Director of Operations within the Operations Division, the Space Planning Coordinator is responsible for the upkeep of the space planning and utilization system. This includes maintaining the collection of initial space data, building out the space planning tool and assist with moves and relocation requests.

Knowledge, Skills and Abilities
Knowledge, Skill and abilities:
Must have good communication, organization and planning skills: Must be able to effectively
Interact with administration, faculty, staff, students, and outside contacts.

Required Qualifications
1. High school diploma
2. Excellent verbal and written communication skills
3. Demonstrates strong organizational skills
4. 2 years of administrative work experience
5. Ability to work independently
6. Strong collaboration skills.
7. Microsoft Office Suite (i.e., Excel, Word, PowerPoint, Project)

Preferred Qualifications
Working in a fast pace environment
Problem Solving
Customer service training helpful

Posting Date:
Closing Date:
Open Until Filled: Yes

Special Instructions to Applicants

Essential Job Duties
Essential Job Duties

Job Duty
1. Space Management (40%) 
• Learns and masters the space data management functions of MetaBIM and others modules as needed. 
• Supports and maintains occupancy space data management in MetaBIM and monitors day to day space utilization of classrooms. 
• Maintains, updates and verifies room usages for each department by assisting in periodic occupancy audits by physically verifying the room usage and occupants to ensure information pertaining to departments and configuration of spaces are accurate in the MetaBIM. 
• Works with Facilities and Physical Plant staff to maintain current campus floor plans and space assignments to ensure accuracy, identifies discrepancies between workspaces and CAD plans and coordinates respective updates/changes needed. 
• Assists in the management of move and relocation requests. 
• Collaborates with Facilities and Physical Plant to process approved moves and relocations and ensures any move changes are documented and submitted in MetaBIM in a timely manner.

Percentage Of Time

Job Duty
1. Operations Division Initiatives (30%) 
• Gathers and collects head count growth by department and other data needed by the Director of Operations to complete space analysis and other executive summaries needed by the Operations Unit. 
• Assists with executive presentations on occupancy planning studies, five-year occupancy plan, five-year major capital space plan and others as needed. 
• Organizes and plans pertinent space meetings as directed by the Director of Operations. Develops and distributes related agenda and meeting minutes and keeps any material up-to-date. 
• Coordinate with other campus system administrators to initiate reconciliation reports to check databases for errors and inconsistencies; process needed corrections to maintain data congruence. 
• Maintain and update policies and procedures.

Percentage Of Time

Job Duty
3. Resource Scheduling (20%): 
• Administration of the Resource/ Curriculum Scheduler Program: 
Includes working with Information Technology, Administration, colleges, departments and managing assigned Schedulers. Make needed changes to the program and setting up reports when needed. Works directly with supervisors to add/change schedulers. 
• Setup general training with the Information Technology Training Specialist. 
• Update Resource Scheduler email distribution and webpage. 
• Lock out Period Communication. 
• Scheduling Outside Groups, Including “Fee Event Scheduling”.

Percentage Of Time

Job Duty
4. Special Projects and Initiatives (10%): 
• Performs other duties as assigned.

Percentage Of Time

Describe Work Environment
The work environment characteristics described here are representative of those an employee encounters while performing the essential functions of this job. Reasonable accommodations may be available to enable individuals with disabilities to perform the essential functions.

Duties are normally performed in a typical office setting. The noise level in this setting is typically low to moderate.

To apply, visit

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