Space Management Specialist

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.

Professional Staff – Faculty Track – Full Time – 12 months – Campus:
Biddeford, ME.

The Space Management Specialist plays a key role in managing the scheduling and administration of academic and non-academic spaces across the University. This position serves as the system administrator for the University’s space management software (College Net Series
25), ensuring optimal space utilization while supporting training, reporting, and policy enforcement. Working collaboratively with Campus Planning, Facilities, academic departments, and other campus stakeholders, the Space Management Specialist ensures efficient, policy-compliant scheduling that supports academic programs, campus events, and facility updates Additionally, this role provides administrative support to the Registrar’s Office, contributing to team projects and operations as needed. Reporting to the Associate Registrar for Catalog, Curriculum, and Scheduling, the Space Management Specialist operates both independently on daily tasks and as an integral member of the Registrar’s curriculum and scheduling team.

Standard business hours are Monday–Friday, 8:00 a.m.–4:30 p.m., with occasional evening or weekend responsibilities to support university operations. This position is primarily based on the Biddeford Campus, with regular travel between Biddeford and Portland. After a six-month training and review period, there may be the opportunity for a flexible hybrid work arrangement.

• Multiple health and dental plan options, plus vision coverage.
• Up to 8% retirement plan match.
• Generous leave time, including vacation, sick, and personal time, and 12+ holidays per year.
• Educational benefits:
  • UNE tuition waiver for employees, spouses, and domestic partners.
  • UNE tuition waiver for dependents of employees with 1 year of full-time service.
  • 50% tuition reduction if less than 1 year of full-time service.

• Serve as the primary contact for all scheduling inquiries in the University’s scheduling and space management software (College Net Series
  25/25
  
  Live) to apply institutional scheduling policies to guide users.
• Collaborate with the Associate Registrar and scheduling team to coordinate academic classrooms and non-academic event spaces across all campuses.
• Work closely with Campus Planning, Facilities, Conference Services and other stakeholders to maintain accurate space availability and conditions.
• Participate in campus walkthroughs to support classroom condition assessments and space optimization efforts.
• Assist in developing, communicating, and enforcing University space management policies.

• Administer and maintain the University’s scheduling and space management software (College Net Series
  25/25
  
  Live).
• Manage user roles and system permissions to ensure secure and appropriate access.
• Troubleshoot technical issues and liaise with vendors and appropriate stakeholders to ensure timely resolution.
• Identify opportunities for system improvements and provide feedback to vendors and internal IT teams.
• Develop and update training materials, room signage, user documentation, and standard operating procedures (SOPs).
• Collaborate with the Registrar’s Office team and ITS to implement new systems and software upgrades aligned with best practices, including but not limited to 25live, Banner, and Course Leaf.
• Serve as a member of the University Space Committee.

• Ensure accuracy and integrity of space usage data, building information, and scheduling documentation.
• Generate and analyze reports on space utilization, occupancy trends, and scheduling efficiency using 25X Data Analytics.
• Assist with university-wide space surveys and classroom improvement assessments.

• Train and onboard new scheduling system users, providing ongoing support and troubleshooting.
• Conduct workshops or one-on-one training sessions for system users across departments.

• Act as a liaison between academic departments, Athletics, Facilities, Event…