University Overview

The University of Pennsylvania, the largest private employer in Philadelphia, is a world-renowned leader in education, research, and innovation. This historic, Ivy League school consistently ranks among the top 10 universities in the annual U.S. News & World Report survey. Penn has 12 highly-regarded schools that provide opportunities for undergraduate, graduate and continuing education, all influenced by Penn’s distinctive interdisciplinary approach to scholarship and learning. As an employer Penn has been ranked nationally on many occasions with the most recent award from Forbes who named Penn one of America’s Best Large Employers in 2023.

Penn offers a unique working environment within the city of Philadelphia. The University is situated on a beautiful urban campus, with easy access to a range of educational, cultural, and recreational activities. With its historical significance and landmarks, lively cultural offerings, and wide variety of atmospheres, Philadelphia is the perfect place to call home for work and play.

The University offers a competitive benefits package that includes excellent healthcare and tuition benefits for employees and their families, generous retirement benefits, a wide variety of professional development opportunities, supportive work and family benefits, a wealth of health and wellness programs and resources, and much more.

Posted Job Title

Space Administration Manager - A/B/C (Facilities)

Job Profile Title

Manager A, Facilities

Job Description Summary

Serving as a valuable connector and representative of the Dean's Office, the Space Administration Manager will centralize oversight and coordination of research space transitions, serving as a primary leader across departments and administrative units. The role will manage complex space projects, streamline processes, and enhance communication. Through professional, supportive relationship management, Manager will navigate productive, efficient facilitation of lab moves and space management activities.

Job Description

Job Responsibilities

Manager A:

• Space transition project management. Project management and oversight of concurrent space transitions including laboratory, procedure space and dry/office space moves and laboratory clear-out for faculty moves, retirement and terminations.  Use of clear and effective tracking and organizational systems to streamline processes and significantly cut timeline and project delays.  Knowledge of space transition processes and procedures.  Strong partnership with the Office of Space Planning and Operations as well as a wide range of departmental administrators, faculty, trainees and staff.
• Regulatory and comprehensive/strategic lab clear-outs. Partnership with the Office of Environmental Health and Radiation Safety around laboratory clear-out regulation and policies.  Support e-waste and equipment removal with goals to clear obsolete material, open usable space, and foster safe, effective laboratories.  Coordinate projects to comprehensively review and address superfluous equipment and materials across all PSOM buildings.
• Animal space transition and monitoring. In support of the Associate Dean of Research Infrastructure and Strategy, coordination of animal census, operational systems and equipment; triage of new and updated faculty programs.  With SPO, track animal numbers, housing and procedure spaces to manage capacity. 
• Freezer farm management. Coordination of Stemmler Hall and Richards Building freezer farms.  Supportive partnership of 3600 CCB freezer farm coordination.  Management of equipment corridor freezer space as needed, liaising with department administrators and lab teams around freezer request process, equipment installation and appropriate signage.  Tracking and projection planning of all freezer farm space inventory.
• Departmental liaison. Proactive liaising between departmental business administrators / facilities managers and Dean’s Office around the execution of space plans.  Meets with BAs to build relationships, learn programmatic nuance, and anticipate needs.  Supports Senior Director of Administration and Dean’s Office team with regular updates and preventative efforts.
• Campus food and beverage. Representing the Dean’s Office, Manager may support “employee experience” efforts around PSOM campus food and beverage provision.

Manager B:

• Space transition project management. Project management and oversight of complex and concurrent space transitions including laboratory, procedure space and dry/office space moves and laboratory clear-out for faculty moves, retirement and terminations.  Participation in development of clear and effective tracking and organizational systems to streamline processes and significantly cut timeline and project delays.  Robust knowledge of space transition processes and procedures.  Strong partnership with the Office of Space Planning and Operations as well as a wide range of departmental administrators, faculty, trainees and staff.
• Regulatory and comprehensive/strategic lab clear-outs. Partnership with the Office of Environmental Health and Radiation Safety around laboratory clear-out regulation and policies, including familiarity with EHRS processes.  Drive e-waste and equipment removal with goals to clear obsolete material, open usable space, and foster safe, effective laboratories.  Coordinate projects to comprehensively review and address superfluous equipment and materials across all PSOM buildings.
• Animal space transition and monitoring. In support of the Associate Dean of Research Infrastructure and Strategy, coordination of animal census, operational systems and equipment; triage of new and updated faculty programs.  With SPO, track animal numbers, housing and procedure spaces to manage capacity. 
• Freezer farm management. Increasingly independent coordination of Stemmler Hall and Richards Building freezer farms.  Supportive partnership of 3600 CCB freezer farm coordination.  Management of equipment corridor freezer space as needed, liaising with department administrators and lab teams around freezer request process, equipment installation and appropriate signage.  Tracking and projection planning of all freezer farm space inventory.
• Departmental liaison. Proactive liaising between departmental business administrators / facilities managers and Dean’s Office around the execution of space plans.  Meets with BAs to build relationships, learn programmatic nuance, and anticipate needs.  Supports Senior Director of Administration and Dean’s Office team with regular updates and preventative efforts.
• Campus food and beverage. Representing the Dean’s Office, Manager may support “employee experience” efforts around PSOM campus food and beverage provision.
• Long-term projection and data analysis.  With training, understands analytical assessment of faculty recruitment data and hiring plans to anticipate space needs and transitions.  Where possible, contributes or responds to space data assessment and graphical representation.

Manager C:

• Space transition project management. Project management and oversight of complex and concurrent space transitions including laboratory, procedure space and dry/office space moves and laboratory clear-out for faculty moves, retirement and terminations.  Independent development of clear and effective tracking and organizational systems to streamline processes and significantly cut timeline and project delays.  Robust knowledge of space transition processes and procedures.  Strong partnership with the Office of Space Planning and Operations as well as a wide range of departmental administrators, faculty, trainees and staff.
• Regulatory and comprehensive/strategic lab clear-outs. Partnership with the Office of Environmental Health and Radiation Safety around laboratory clear-out regulation and policies, including detailed training with EHRS team on policies and procedures.  Independently drive e-waste and equipment removal with goals to clear obsolete material, open usable space, and foster safe, effective laboratories.  Coordinate projects to comprehensively review and address superfluous equipment and materials across all PSOM buildings.
• Animal space transition and monitoring. In support of the Associate Dean of Research Infrastructure and Strategy, coordination of animal census, operational systems and equipment; triage of new and updated faculty programs.  With SPO, track animal numbers, housing and procedure spaces to manage capacity. 
• Freezer farm management. Independent coordination of Stemmler Hall and Richards Building freezer farms.  Supportive partnership of 3600 CCB freezer farm coordination.  Management of equipment corridor freezer space as needed, liaising with department administrators and lab teams around freezer request process, equipment installation and appropriate signage.  Development of tracking and projection planning tolls for all freezer farm space inventory.
• Departmental liaison. Proactive liaising between departmental business administrators / facilities managers and Dean’s Office around the execution of space plans.  Meets with BAs and departmental leadership regularly to build relationships, learn programmatic nuance, and anticipate needs.  Supports Senior Director of Administration and Dean’s Office team with regular updates and preventative efforts.
• Campus food and beverage. Representing the Dean’s Office, Manager may support “employee experience” efforts around PSOM campus food and beverage provision.
• Long-term projection and data analysis.  In partnership with the Office of Academic Affairs and the Office of Decision Support and Analysis, develops analytical opportunities to assess faculty recruitment data and hiring plans to anticipate space needs and transitions.  Where possible, contributes meaningfully to space data assessment and graphical representation.

Qualifications

• Manager A, Facilities: Bachelor of Science, Bachelor of Arts, and 1 to 2 years of experience or equivalent combination of education and experience is required.

• Manager B, Facilities: Bachelor of Science, Bachelor of Arts, and 2 to 3 years of experience or equivalent combination of education and experience is required.

• Manager C, Facilities: Bachelor of Science, Bachelor of Arts, and 4 to 5 years of experience or equivalent combination of education and experience is required.

• Preferred: experience with space management, research laboratory operations, facilities coordination, or other technical environments that support complex infrastructure and compliance needs.

• Exceptional customer service and relationship management skills, with a demonstrated ability to build trust, communicate effectively, and navigate complex stakeholder environments across faculty, staff, and administrative teams. Proven ability to manage sensitive situations with professionalism, discretion, and a solutions-oriented approach.
• Exemplary organizational and project management capabilities, including the ability to manage multiple concurrent priorities, track complex workflows, and consistently deliver projects on time with a high level of accuracy and attention to detail.
• Highly self-motivated and able to work independently, exercising sound judgment and initiative in a fast-paced environment with minimal supervision. Maintains composure under pressure and demonstrates professionalism and poise, particularly in high-stakes or tense situations.

Job Location - City, State

Philadelphia, Pennsylvania

Department / School

Perelman School of Medicine

Pay Range

$65,628.00 - $75,000.00 Annual Rate

Salary offers are made based on the candidate’s qualifications, experience, skills, and education as they directly relate to the requirements of the position, and in alignment with salary ranges based on external market data for the job’s level. Internal organization and peer data at Penn are also considered.

Equal Opportunity Statement 

The University of Pennsylvania is an equal opportunity employer. Candidates are considered for employment without regard to race, color, sex, sexual orientation, religion, creed, national origin (including shared ancestry or ethnic characteristics), citizenship status, age, disability, veteran status or any class protected under applicable federal, state or local law.

Special Requirements 
Background checks may be required after a conditional job offer is made. Consideration of the background check will be tailored to the requirements of the job.

University Benefits

• Health, Life, and Flexible Spending Accounts: Penn offers comprehensive medical, prescription, behavioral health, dental, vision, and life insurance benefits to protect you and your family’s health and welfare. You can also use flexible spending accounts to pay for eligible health care and dependent care expenses with pre-tax dollars.

• Tuition: Take advantage of Penn's exceptional tuition benefits. You, your spouse, and your dependent children can get tuition assistance here at Penn. Your dependent children are also eligible for tuition assistance at other institutions.

• Retirement: Penn offers generous retirement plans to help you save for your future. Penn’s Basic, Matching, and Supplemental retirement plans allow you to save for retirement on a pre-tax or Roth basis. Choose from a wide variety of investment options through TIAA and Vanguard.

• Time Away from Work: Penn provides you with a substantial amount of time away from work during the course of the year. This allows you to relax, take vacations, attend to personal affairs, recover from illness or injury, spend time with family—whatever your personal needs may be.

• Long-Term Care Insurance: In partnership with Genworth Financial, Penn offers faculty and staff (and your eligible family members) long-term care insurance to help you cover some of the costs of long-term care services received at home, in the community or in a nursing facility. If you apply when you’re newly hired, you won’t have to provide proof of good health or be subject to underwriting requirements. Eligible family members must always provide proof of good health and are subject to underwriting.

• Wellness and Work-life Resources: Penn is committed to supporting our faculty and staff as they balance the competing demands of work and personal life. That’s why we offer a wide variety of programs and resources to help you care for your health, your family, and your work-life balance.

• Professional and Personal Development: Penn provides an array of resources to help you advance yourself personally and professionally.

• University Resources: As a member of the Penn community, you have access to a wide range of University resources as well as cultural and recreational activities. Take advantage of the University’s libraries and athletic facilities, or visit our arboretum and art galleries. There’s always something going on at Penn, whether it’s a new exhibit at the Penn Museum, the latest music or theater presentation at the Annenberg Center, or the Penn Relays at Franklin Field to name just a few examples. As a member of the Penn community, you’re right in the middle of the excitement—and you and your family can enjoy many of these activities for free.

• Discounts and Special Services: From arts and entertainment to transportation and mortgages, you'll find great deals for University faculty and staff. Not only do Penn arts and cultural centers and museums offer free and discounted admission and memberships to faculty and staff. You can also enjoy substantial savings on other goods and services such as new cars from Ford and General Motors, cellular phone service plans, movie tickets, and admission to theme parks.

• Flexible Work Hours: Flexible work options offer creative approaches for completing work while promoting balance between work and personal commitments. These approaches involve use of non-traditional work hours, locations, and/or job structures.

• Penn Home Ownership Services: Penn offers a forgivable loan for eligible employees interested in buying a home or currently residing in West Philadelphia, which can be used for closing costs or home improvements.

• Adoption Assistance: Penn will reimburse eligible employees on qualified expenses in connection with the legal adoption of an eligible child, such as travel or court fees, for up to two adoptions in your household.

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To learn more, please visit: https://www.hr.upenn.edu/PennHR/benefits-pay