Serves as a member of the GSD Facilities Management Team. Reporting to the Associate Director of Facilities Management, the Facilities Management Coordinator is responsible for providing superior customer service and will play a key role in coordinating and providing comprehensive facilities management for multiple buildings and operating projects, in direct support of occupants.
TYPICAL DUTIES AND RESPONSIBILITIES:
Manage daily operations and maintenance of the GSD campus
Develop excellent working relations with the GSD community and both internal and external vendors to coordinate services;
Manages, develops reports, and optimizes building work order software (DMS) to ensure work and maintenance requests are assigned, addressed, and completed on time.
Maintains and assists in prioritizing vendor supplied facilities condition assessment; updates as required; uses information to update yearly facilities condition index;
Responsible for energy management and equipment scheduling (Siemens BAS)
Collaborates with Environmental Health and Safety to ensure regulatory compliance;
Collaborate in the development and implementation of furniture standards to provide compliant and productive workstations
Serve as primary contact for furniture questions and vendor relations.
Manage office move logistics and maintain on and off-site furniture inventory.
Works with Associate Director to gather and organize space, budget, and other
information for planning and decision-making.
Coordinate student workers and interns performing studies to examine fit-outs at the school. Provides scope review to Associate Director before projects proceed.
Tracks projects - creates and disseminates progress reports to relevant stakeholders, highlighting status changes, budget variances or schedule delays.
Assist with budget development for in-house and operating projects, operations, and repairs;
Manage small and mid-size operating projects, up to $100,000, including summer office turnover; develops budget, schedule, and construction documents;
Assist with the development of capital projects, incorporates CAPS requirements, and act as assistant project manager;
Works with department, GSD, and university in implementing sustainable practices
Budget and Finance:
Ensures expenses have proper approvals.
Assists the Director of Facilities Management in budget development and quarterly budget review.
Weekly Review of invoices with the Associate Director.
Other responsibilities Emergency Status Designation: Critical; requires site presence during emergencies; must be available for emergency calls during non-business hours and to determine response. SUPERVISORY RESPONSIBILITIES: Responsible for supervising students and interns supporting projects. Coordinate property operations assistance to expedite work orders. Supervises work of contractors and vendors.
Facilities-related college degree or equivalent work experience, 5+ years demonstrated experience in facilities and construction.
Understanding of building trades and ability to read construction documents required.
Experience with Microsoft Office; Word and Excel required.
Familiarity with work order systems and building automation systems.
Additional Qualifications and Skills
Interior design and/or budget experience a plus.
Must have strong organizational skills and be excellent with details and follow-up.
Must be able to manage changing priorities and accomplish multiple detailed tasks meet deadlines.
Must have excellent written and oral communication skills.
Good judgment, ability to prioritize work and meet multiple task deadlines, and strong Problem-solving skills are required.
Must be able to work independently, be proactive, take initiative, and be punctual.
Comfortable working with hazards associated with the position.
Construction software experience a plus.
Tasks can require repetitive stooping, bending, reaching, and carrying.
Climbing stairs, ladders, and staging.
Regularly walking up to 1 mile to provide services at different locations.
The work includes in office settings; mechanical and electrical spaces, roofs, exterior, weather conditions; and construction sites.
Environmental conditions vary.
NOTE: This is a 40 hour/week position with a work schedule of 8 am - 5 pm during the academic year. During the summer and intercessions there is flexibility to work 35 hours and utilize vacation time.
The health of our workforce is a priority for Harvard University. With that in mind, we strongly encourage all employees to be up-to-date on CDC-recommended vaccines.
Paid Time Off: 3-4 weeks of accrued vacation time per year (3 weeks for support staff and 4 weeks for administrative/professional staff), 12 accrued sick days per year, 12.5 holidays plus a Winter Recess in December/January, 3 personal days per year (prorated based on date of hire), and up to 12 weeks of paid leave for new parents who are primary care givers.
Health and Welfare: Comprehensive medical, dental, and vision benefits, disability and life insurance programs, along with voluntary benefits. Most coverage begins as of your start date.
Work/Life and Wellness: Child and elder/adult care resources including on campus childcare centers, Employee Assistance Program, and wellness programs related to stress management, nutrition, meditation, and more.
Retirement: University-funded retirement plan with contributions from 5% to 15% of eligible compensation, based on age and earnings with full vesting after 3 years of service.
Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
Tuition Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.
Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
Commuting and Transportation: Various commuter options handled through the Parking Office, including discounted parking, half-priced public transportation passes and pre-tax transit passes, biking benefits, and more.
Harvard Facilities Access, Discounts and Perks: Access to Harvard athletic and fitness facilities, libraries, campus events, credit union, and more, as well as discounts to various types of services (legal, financial, etc.) and cultural and leisure activities throughout metro-Boston.
Hybrid (partially on-site, partially remote)
Commitment to Equity, Diversity, Inclusion, and Belonging Harvard University views equity, diversity, inclusion, and belonging as the pathway to achieving inclusive excellence and fostering a campus culture where everyone can thrive. We strive to create a community that draws upon the widest possible pool of talent to unify excellence and diversity while fully embracing individuals from varied backgrounds, cultures, races, identities, life experiences, perspectives, beliefs, and values.
EEO Statement We are an equal opportunity employer and all qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability status, protected veteran status, gender identity, sexual orientation, pregnancy and pregnancy-related conditions, or any other characteristic protected by law.
About Harvard University Graduate School of Design
Harvard University is devoted to excellence in teaching, learning, and research, and to developing leaders in many disciplines who make a difference globally. The University, which is based in Cambridge and Boston, Massachusetts, has an enrollment of over 20,000 degree candidates, including undergraduate, graduate, and professional students. Harvard has more than 360,000 alumni around the world. The University has twelve degree-granting Schools in addition to the Radcliffe Institute for Advanced Study, offering a truly global education. Established in 1636, Harvard is the oldest institution of higher education in the United States.