Requisition ID:  118201

Facilities Services Coordinator

We are seeking a Facilities Services Coordinator to provide project support for the Department of Medicine (DOM)’s Facilities Project Manager at the Johns Hopkins University (JHU), the Johns Hopkins Hospital (JHH) and at Johns Hopkins Bayview Medical Center (JHBMC). This position is responsible for day-to-day administrative duties and project coordination and support for the DOM’s new construction and renovation projects. Represent the Facilities Project Manager as appropriate in communicating professionally with faculty, administrators, staff, and external contacts to respond to questions, resolve administrative problems and issues, and gather data as needed. Interpret operating policies of the University and the Hospital. Exercise independent judgment in the resolution of administrative problems.


Specific Duties and Responsibilities

  • Handle administrative support for facilities related correspondence and meeting coordination as needed.
  • Provide administrative support as needed. This would include participation in the development of meeting agendas, participation in the meeting and documenting the minutes and action items as needed.
  • Compose and/or prepare documents for content, quality, and style, turning rough drafts into finished documents.
  • Triage and direct, calls and messages coming into the Facilities Services Office and handle as appropriate where necessary.
  • Coordinate daily, weekly, monthly, and yearly calendars as needed.
  • Rank and prioritize meeting requests and timelines.
  • Assist Facilities Project Manager with maintaining up-to-date project schedules.
  • Oversee project timeline and ensure completion of tasks by assigned deadlines within specified scope and cost parameters, present project updates to various committees or groups.
  • Mange office functions including Work order coordination, security badge(s) and access forms assignments.
  • Prepare reports and status updates on a regular and ad-hoc basis.
  • Process purchase orders in SAP.
  • Assist with maintaining the JHU & JHH space inventory management system (Archibus).
  • Coordinate and manage discussions with vendors and suppliers both internally and externally regarding JHU and JHH needs while ensuring the seamless delivery of services.
  • Help with reviewing annual equipment inventory survey.
  • Assist with scheduling and performing the annual DOM laboratory safety survey.
  • Serves as a liaison between DOM end users, JHU & JHH Facilities Management Services.
  • Answer questions relating to the project status based on an understanding of the project phases, tasks, activities and operations.
  • Work closely with clients to identify their needs and requirements and may guide their decisions while keeping all selections within a pre-determined budget.
  • Assist with development of furniture inventory. Responsible for maintaining inventory and making recommendations in repurposing.
  • Assist in facilitating planning and construction including safety and risk management, construction phase supervision, furniture/equipment layout and coordination of interior finish schedules, as well as other phases/aspects of managing short-term projects.
  • Organize and coordinate multiple renovation projects varying in size and complexity.
  • Coordinate services with construction companies and design firms to ensure that the Hopkins image and vision is accurately portrayed in the building design and implementation.
  • Perform building use evaluations; make recommendations on effective space usage.
  • Responsible for all logistics pertaining to facility moves including coordinating with moving vendor, telecomm, Information Technology, lock shop, and campus security, etc. for existing and new construction.
  • Act as Key Coordinator for DOM.
  • Review furniture/equipment shop drawings and ensure that delivery and fabrication meet project timeline.
  • Coordinate relocation move management functions during the move process.
  • Organize and coordinate the delivery of all goods and services related to the renovation at JHU and JHH
  • Prepare status reports and monitors work schedules.
  • May assist the Project Manager with budget projections, budget preparation and departmental planning for areas of responsibility.
  • Coordinate and oversee multiple projects including review of all costs incurred, equipment and services need in order to reduce costs and increase revenue for the department
  • Represent the Facilities Department in a professional manner in inter-departmental meetings to support and facilitate communication and action between departments.
  • Monitor internal remodel projects for JHU and JHH.
  • Assist with other duties as assigned.


Skills and Abilities

  • Proficiency in Word, Excel spreadsheets, PowerPoint presentations, e mail communications, electronic calendaring, transcription, excellent spelling and grammar, excellent interpersonal and organizational skills, ability to handle multiple complicated tasks, prioritization skills.
  • Ability to operate PC, laser printer, fax, copier, shredder, scanner, and multi-line phone.
  • Ability to coordinate multi-faceted types of work.
  • Excellent typing, communication and medical terminology skills.
  • Excellent organizational skills.


Minimum Qualifications
  • High school diploma or graduation equivalent
  • Five years progressively responsible administrative experience.
  • Additional education may substitute for required experience and additional related experience may substitute for required education beyond HS Diploma/Graduation Equivalent, to the extent permitted by the JHU equivalency formula.



Preferred Qualifications
  • Project management experience.

 


 

Classified Title: Facilities Services Coordinator   
Role/Level/Range: ATO 37.5/03/OG  
Starting Salary Range: $24.25 - $42.50 HRLY ($65,000 targeted; Commensurate w/exp.) 
Employee group: Full Time 
Schedule: Monday - Friday / 8:30 - 5:00 
FLSA Status: Non-Exempt 
Location: School of Medicine Campus  
Department name: SOM DOM General Admin Chairmans Offf   
Personnel area: School of Medicine 

 

 


Total Rewards
The referenced base salary range represents the low and high end of Johns Hopkins University’s salary range for this position. Not all candidates will be eligible for the upper end of the salary range. Exact salary will ultimately depend on multiple factors, which may include the successful candidate's geographic location, skills, work experience, market conditions, education/training and other qualifications. Johns Hopkins offers a total rewards package that supports our employees' health, life, career and retirement. More information can be found here: https://hr.jhu.edu/benefits-worklife/.

Education and Experience Equivalency
Please refer to the job description above to see which forms of equivalency are permitted for this position. If permitted, equivalencies will follow these guidelines: JHU Equivalency Formula: 30 undergraduate degree credits (semester hours) or 18 graduate degree credits may substitute for one year of experience. Additional related experience may substitute for required education on the same basis. For jobs where equivalency is permitted, up to two years of non-related college course work may be applied towards the total minimum education/experience required for the respective job.

Applicants Completing Studies
Applicants who do not meet the posted requirements but are completing their final academic semester/quarter will be considered eligible for employment and may be asked to provide additional information confirming their academic completion date.

Background Checks
The successful candidate(s) for this position will be subject to a pre-employment background check. Johns Hopkins is committed to hiring individuals with a justice-involved background, consistent with applicable policies and current practice. A prior criminal history does not automatically preclude candidates from employment at Johns Hopkins University. In accordance with applicable law, the university will review, on an individual basis, the date of a candidate's conviction, the nature of the conviction and how the conviction relates to an essential job-related qualification or function.

Diversity and Inclusion
The Johns Hopkins University values diversity, equity and inclusion and advances these through our key strategic framework, the JHU Roadmap on Diversity and Inclusion.

Equal Opportunity Employer
All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, or status as a protected veteran.

EEO is the Law
https://www.eeoc.gov/sites/default/files/2023-06/22-088_EEOC_KnowYourRights6.12ScreenRdr.pdf

Accommodation Information
If you are interested in applying for employment with The Johns Hopkins University and require special assistance or accommodation during any part of the pre-employment process, please contact the Talent Acquisition Office at jhurecruitment@jhu.edu. For TTY users, call via Maryland Relay or dial 711. For more information about workplace accommodations or accessibility at Johns Hopkins University, please visit https://accessibility.jhu.edu/.

Vaccine Requirements
Johns Hopkins University strongly encourages, but no longer requires, at least one dose of the COVID-19 vaccine. The COVID-19 vaccine does not apply to positions located in the State of Florida. We still require all faculty, staff, and students to receive the seasonal flu vaccine. Exceptions to the COVID and flu vaccine requirements may be provided to individuals for religious beliefs or medical reasons. Requests for an exception must be submitted to the JHU vaccination registry. This change does not apply to the School of Medicine (SOM). SOM hires must be fully vaccinated with an FDA COVID-19 vaccination and provide proof of vaccination status. For additional information, applicants for SOM positions should visit https://www.hopkinsmedicine.org/coronavirus/covid-19-vaccine/ and all other JHU applicants should visit https://covidinfo.jhu.edu/health-safety/covid-vaccination-information/.

The following additional provisions may apply, depending upon campus. Your recruiter will advise accordingly.
The pre-employment physical for positions in clinical areas, laboratories, working with research subjects, or involving community contact requires documentation of immune status against Rubella (German measles), Rubeola (Measles), Mumps, Varicella (chickenpox), Hepatitis B and documentation of having received the Tdap (Tetanus, diphtheria, pertussis) vaccination. This may include documentation of having two (2) MMR vaccines; two (2) Varicella vaccines; or antibody status to these diseases from laboratory testing. Blood tests for immunities to these diseases are ordinarily included in the pre-employment physical exam except for those employees who provide results of blood tests or immunization documentation from their own health care providers. Any vaccinations required for these diseases will be given at no cost in our Occupational Health office.

School of Medicine - East Baltimore Campus