Job Description

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 (CollegeNet Series25), 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 the Biddeford and Portland campuses. After a six-month training and review period, there may be the opportunity for a flexible hybrid work arrangement, allowing a balance of on-campus collaboration and remote work.

About the University of New England

UNE is Maine's largest private university, with two beautiful coastal campuses in Maine, a one-of-a-kind study-abroad campus in Tangier, Morocco, and an array of flexible online offerings. In an uncommonly welcoming and supportive community, we offer hands-on learning, empowering students to positively impact a world full of challenges. We are the state's top provider of health professionals and home to Maine's only medical and dental colleges, a variety of other interprofessionally aligned health care programs, and nationally recognized programs in the marine sciences, the natural and social sciences, business, the humanities, and the arts.

Benefits Overview

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.

For more information about our outstanding benefits, please visit:

UNE

Benefits Overview

Responsibilities

Space Scheduling & CoordinationServe as the primary contact for all scheduling inquiries in the University's scheduling and space management software (CollegeNet Series25/25Live) 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.
.

System Administration & Technology
Administer and maintain the University's scheduling and space management software (CollegeNet Series25/25Live). 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 CourseLeaf. Serve as a member of the University Space Committee.

Data Management & ReportingEnsure 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.

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

Collaboration & CommunicationAct as a liaison between academic departments, Athletics, Facilities, Event Services, and other key stakeholders. Support broader Registrar's Office operations, contributing to a collaborative, professional, and service-oriented environment. Perform other related duties as assigned.

Qualifications

Bachelor's degree preferred with three years of experience in space management/scheduling systems and/databases (e.g., CollegeNet, Ad Astra, Archibus, or similar), or a combination of education and experience from which comparable knowledge and skills have been acquired.Strong analytical and problem-solving skills to interpret complex data and provide strategic recommendations. Knowledge of space management principles specific to academic institutions. Proficiency in space management/scheduling software, including system administration, data management, and reporting tools. Excellent organizational skills and the ability to manage multiple projects simultaneously. Strong communication and interpersonal skills to collaborate with diverse internal and external stakeholders. Proficiency with Ellucian Banner SaaS (preferred), Microsoft Office Suite Proficient in delivering user training on software functionalities and related processes. Experience in a university or higher education setting (preferred). Ability to travel for annual conferences and professional development opportunites.

EEO Statement Summary

Consistent with federal and state law and University policy, the University of New England is committed to the fundamental concept of equal opportunity for all of the members of the University community. The University prohibits, and will not tolerate, discrimination in employment, the provision of academic services or in any other area of University life based on race, color, sex, physical or mental disability, religion, age, ancestry, national origin, sexual orientation, gender identity and/or expression, ethnicity, genetic information, HIV status, or status as a veteran. Prohibited bias factors should not motivate decisions regarding students, employees, applicants for admission, applicants for employment, contractors, volunteers or participants in and/or users of institutional programs, services, and activities.

COVID Vaccination Statement (PLEASE NOTE)

Employees in clinical settings must meet the State of Maine's immunization requirements for clinical activity.