Facilities Services Coordinator

Johns Hopkins University; Baltimore (MD); On-site; Full time

Job summary

Johns Hopkins University is seeking a Facilities Services Coordinator to support the Department of Medicine's project manager. This role involves extensive administrative support and project coordination for renovation projects, including communication with various stakeholders and management of project timelines and budgets.

Qualifications

• Five years of progressively responsible administrative experience.
• Project management experience preferred.

Responsibilities

• Provide project support and coordination for Facilities Department.
• Handle administrative duties including meeting coordination and correspondence.
• Manage office functions and prepare project-related documentation.

Skills

Organizational skills

Interpersonal skills

Communication skills

Proficiency in Word

Proficiency in Excel

Proficiency in PowerPoint

Knowledge of medical terminology

Education

High school diploma or equivalent

Tools

SAP

Archibus

Job description

We are seeking a Facilities Services Coordinator to provide project support for the Department of Medicine (DOM)’s Facilities Project Manager at Johns Hopkins University (JHU), Johns Hopkins Hospital (JHH), and Johns Hopkins Bayview Medical Center (JHBMC). This position is responsible for day-to-day administrative duties and project coordination for DOM’s new construction and renovation projects. The coordinator will represent the Facilities Project Manager in communicating professionally with faculty, administrators, staff, and external contacts, responding to questions, resolving administrative issues, and gathering data as needed. They will interpret operating policies of the University and the Hospital, exercising independent judgment in resolving administrative problems.

Specific Duties and Responsibilities

• Handle administrative support for facilities-related correspondence and meeting coordination.
• Participate in developing meeting agendas, attend meetings, and document minutes and action items.
• Prepare and refine documents for content, quality, and style.
• Triaging calls and messages for the Facilities Services Office.
• Coordinate calendars and prioritize meeting requests and timelines.
• Assist in maintaining up-to-date project schedules.
• Oversee project timelines and ensure task completion within scope and budget, presenting updates to committees or groups.
• Manage office functions including work order coordination, security badges, and access forms.
• Prepare reports and status updates as needed.
• Process purchase orders in SAP.
• Assist with maintaining space inventory systems like Archibus.
• Coordinate discussions with vendors and suppliers regarding JHU and JHH needs.
• Review annual equipment inventory surveys and assist with safety surveys.
• Serve as a liaison between DOM end users and Facilities Management Services.
• Answer questions related to project status and phases.
• Work with clients to identify needs within budget constraints.
• Assist with furniture inventory management and recommendations.
• Facilitate planning and construction activities, including safety, risk management, and interior finish schedules.
• Organize and coordinate multiple renovation projects of varying size and complexity.
• Coordinate with construction and design firms to ensure alignment with institutional vision.
• Conduct building use evaluations and recommend space utilization strategies.
• Coordinate logistics for facility moves, including vendors and campus services.
• Act as Key Coordinator for DOM.
• Review shop drawings and coordinate delivery and fabrication timelines.
• Manage relocation move functions and delivery of goods/services related to renovations.
• Prepare status reports and monitor work schedules.
• Assist with budget projections, departmental planning, and cost management.
• Represent the Facilities Department professionally in meetings, supporting inter-departmental communication.
• Monitor internal remodel projects for JHU and JHH.
• Perform other duties as assigned.

  Skills and Abilities

  • Proficiency in Word, Excel, PowerPoint, email, electronic calendaring, and transcription.
  • Excellent spelling, grammar, interpersonal, and organizational skills.
  • Ability to handle multiple complex tasks and prioritize effectively.
  • Ability to operate PC, printer, fax, copier, scanner, multi-line phone.
  • Strong communication skills and knowledge of medical terminology.

  Minimum Qualifications

  • High school diploma or equivalent.
  • Five years of progressively responsible administrative experience.

  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 with experience)
  Employee group: Full Time
  Schedule: Monday - Friday, 8:30 AM - 5:00 PM
  FLSA Status: Non-Exempt
  Location: School of Medicine Campus
  Department: SOM DOM General Admin Chairman's Office