Job Summary:

 The Space Planning Coordinator supports the effective planning, implementation, and coordination of campus space resources across RPI facilities. Working closely with academic and administrative departments, this position coordinates space requests, occupancy planning, departmental relocations, and implementation of approved space assignments. The Coordinator serves as the primary liaison for space-related changes, ensuring accurate space records, effective communication, and seamless occupancy transitions that support the Institute's strategic, academic, and operational priorities.

Who we are:

Founded in 1824, Rensselaer Polytechnic Institute (RPI) is the first technological research university in the United States. We bring creativity, science, and technology together to address society's greatest challenges. We cultivate exceptional problem-solvers by immersing them in a culture of rigorous inquiry, disciplined practice, and hands-on application. Our strategic plan, RPI Forward, charts a pioneering course for the next era of RPI. Explore the RPI Forward plan. ↗︎

Nestled on a beautiful 275-acre campus in upstate NY, RPI is home to five schools, 32 research centers, three makerspaces, an observatory, one of the world’s fastest supercomputers, and the IBM Quantum System One - the first university-based quantum computer in the world. 

With top notch employee health and retirement benefits, Rensselaer offers its full-time employees a generous paid time off program, tuition remission, and opportunities for career growth. 

Minimum Qualifications:

• Bachelor's degree in Facilities Management, Architecture, Interior Design, Planning, Construction Management, Business Administration, or a related field.
• Three (3) or more years of progressively responsible experience in space planning, facilities planning, move management, workplace planning, project coordination, or a related field.
• Experience coordinating projects involving multiple stakeholders.
• Experience coordinating space relocations and occupancy planning.
• Experience using CAD software and maintaining space-related information and databases.
• Strong communication, organizational, customer service, and project coordination skills.

Relevant combinations of education, training and experience may be considered.

Preferred Qualifications:

• Experience in higher education, healthcare, research, or another complex institutional environment.
• Experience supporting FICM classifications, Higher Education Facilities Inventory surveys, or institutional space reporting.
• Experience with FMS:Workplace or similar integrated workplace or space management systems.
• Familiarity with campus planning, capital projects, and institutional space governance. 

Minimum Knowledge, Skills, and Abilities:

• Knowledge of facilities planning, occupancy planning, and workplace planning principles.
• Understanding of higher education space allocation processes and institutional operations.
• Ability to interpret architectural drawings, floor plans, and occupancy layouts.
• Strong project coordination, organizational, and communication skills.
• Ability to build consensus among diverse stakeholders.
• Proficiency with AutoCAD, Microsoft Office applications, and Integrated Workplace Management Systems (IWMS) such as FMS:Workplace, Archibus, Planon, or similar software.
• Attention to detail and commitment to maintaining accurate records.

Representative Job Duties:

• Space Planning & Coordination

  • Serve as the primary point of contact for academic and administrative departments requesting space planning, occupancy changes, and relocation support.
  • Manage the intake, tracking, routing, and communication of campus space requests through established governance processes.
  • Partner with stakeholders to assess space needs, evaluate alternatives, and recommend practical space solutions.
  • Develop preliminary occupancy plans and space layout options consistent with Institute standards and planning guidelines.
  • Coordinate approved space assignments, reallocations, and occupancy changes while responding to evolving institutional priorities and operational needs.
  • Support the implementation of Institute space standards, workplace guidelines, and space allocation practices.

  Move Management

  • Plan and coordinate departmental relocations associated with renovations, capital projects, reorganizations, and other strategic initiatives.
  • Develop move schedules, transition plans, occupancy sequencing, and communication plans to ensure successful project execution.
  • Coordinate activities among departments, vendors, and project teams throughout the relocation process.
  • Ensure occupancy readiness by coordinating furniture, signage, telecommunications, access control, equipment, and other move-in requirements.
  • Monitor move activities, proactively address scheduling and logistical issues, and escalate concerns as appropriate.
  • Conduct pre- and post-occupancy walkthroughs to verify readiness and resolve transition issues.

  Space Data Coordination & Governance

  • Collaborate with the Space Information Analyst to maintain accurate campus space inventory, occupancy, utilization, and assignment records.
  • Assist with field verification, occupancy audits, and data validation activities.
  • Verify completed occupancy assignments and coordinate system updates following departmental moves.
  • Support the collection and validation of institutional space data for FICM, higher education surveys, and other reporting requirements.
  • Coordinate move requests and occupancy workflows within the Institute's integrated workplace management system (IWMS).
  • Prepare documentation supporting space governance reviews and approved allocation decisions.

  Stakeholder Engagement & Customer Service

  • Participate in programming meetings and occupancy planning efforts for renovation and capital projects.
  • Coordinate departmental reviews of proposed layouts and occupancy plans.
  • Prepare and revise occupancy layouts, furniture plans, and departmental space plans using CAD software in accordance with Institute standards.
  • Coordinate planning activities among departments, project teams, consultants, vendors, and other stakeholders to support successful project implementation and occupancy transitions.
  • Build and maintain collaborative relationships while delivering responsive, professional, and customer-focused service.
  • Stay informed of emerging workplace planning, space management, and higher education trends to support continuous improvement.

Shift:

Business Hours with weekends or evenings occasionally required

Travel:

Driving:

Driving a personal vehicle for non-passenger use

Starting Salary/Rate:

Expected hiring range: $75,000 - $80,000

Pay transparency disclosure: The selected candidate’s salary will be determined based on factors that include the available budget, internal equity, and the final candidate’s qualifications, experience, education and other job-related credentials. This hiring range is provided as Rensselaer’s good faith estimate of the expected hiring range at the time of posting.

Application instructions:

Follow the on-screen prompts to create a brief online profile. Please be ready to upload your resume and cover letter.

If you need assistance with the online application process, please contact careers@rpi.edu.

Applications will be accepted until the position is filled.

Total Compensation and Benefits Information:

Rensselaer’s Total Compensation Program is designed to provide stable pay growth, a comprehensive and affordable benefits package, and a comprehensive and affordable retiree medical and prescription plan. Our goal is to provide you and your family with a comprehensive health and welfare program as an umbrella of financial security and protection during your employment. For more information, please visit Benefits | Human Resources (rpi.edu).

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