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