Facilities Coordinator (Peabody Facilities)

We are seeking a Facilities Coordinator who will be responsible for the handling of administrative operations for the Plant Operations department of the Peabody Institute. This includes but is not limited to assisting with mail room issues, managing the JIRA work order system, aiding in departmental budget preparations while ensuring that invoices are processed correctly/charged to the correct budgets and ledger accounts, processes and reviews SAP reports for seven costs centers, maintain the space usage database for Peabody buildings, coordinates Peabody sustainability activities based on JHU initiatives, overseeing campus-wide space usage documentation, campus signage, and coordinating outside contractors.

Specific Duties & Responsibilities

Facilities Administration (Primary Responsibilities)

• Manage JIRA work order software for Peabody campus.
• Process and assign service requests based on type of request and availability of technicians. Follow up with Plant Operations Supervisor regarding task completion to ensure that tasks are completed on a timely basis.
• Provide essential software training and support for Plant Operations staff on JIRA.
• Socialize the use of JIRA throughout the Peabody community.
• Communicate software issues to Peabody IT Systems Administrators.
• Organize changes to campus signage, including directional, room designation, and collaborate with outside contractors to ensure that signage is ADA compliant.
• Record and maintain the log of campus space designations in collaboration with Johns Hopkins Facility and Real Estate team, Registrar, and other departments. This involves tracking space types, room assignments.
• Participate in long term space planning projects by assisting with data collection and analysis of current space usage. Converse with outside consultants and associate deans to gauge imminent space needs and clear space use inefficiencies.
• Provides specialized space reports for campus Associate Deans and Directors.
• Coordinate campus-wide recycling and sustainability operations through collaboration with JHU Office of Sustainability and outside vendors to support a range of resource conservation programs and maximize recycling opportunities.
• Represent Peabody at JHU Sustainability meetings and ensure that recycling guidelines are followed at the Peabody Campus
• Ensure that utility data complies with the BEPS (Building Energy Performance Standards) and assists with periodic audits.
• Collaborate with Student Affairs to promote recycling throughout the campus and involve the student body in these efforts.
• Work with Housekeeping supervisors to ensure that recycling disposal is handled in a timely and appropriate way.
• Serve as the content expert on utility data and environmental performance metrics for the campus.
• Collaborate with Director of Facilities, Director of Finance, and Associate Dean of Finance and Administration to create short- and long-term budgets for Plant Operations expenses and projects.
• Navigate SAP software to view current and previous budget information and collaborate with Business Office to make corrections when necessary.
• Assist with budget preparation and quarterly forecasts
• Monthly reconciliation of 7 departmental budgets in conjunction with the Director of Facilities.
• Coordinate preparations for campus opening each semester by collaborating with departments including Student Affairs, Residence Life, and Campus Security, and overseeing certain Plant Operations tasks to completion.
• Represent the Plant Operations department in inter-departmental meetings to support and facilitate communication and action between departments.
• Provide general administrative support to the Facilities team.
• Identify problems within the Plant Operations department and implement solutions under the direction of the Director of Facilities.
• Coordinates and schedules outside service contractors including but not limited to elevators, HVAC, pest control, and Baltimore Fire Dept.

Postal Services (Secondary Responsibilities)

• Use Winn Solutions WITS tracking software to track incoming parcels and inform recipients of new items through automated email notification.
• Maintain awareness and complete understanding of postal rates and regulations both in effect and impending.
• Demonstrate effective customer service by and advising students, staff, and faculty on mailing procedures.
• Assist with oversight of student labor.
• Collaborate with the Pitney Bowes and Winn Solutions staff to update and upgrade our software and hardware as necessary.
• Work with IT Manager to regularly receive automated lists of enrolled students to maintain mailbox list.
• Provide assistance with the campus mail services budget to guarantee that charges are properly made to individuals and departments.

• High School Diploma/GED required.
• Three years related experience required.
• Technical School training may be considered in lieu of some experience.
• Additional education may substitute for required experience, and additional related experience may substitute for required education beyond a high school diploma/graduation equivalent, to the extent permitted by the JHU equivalency formula.

• Bachelor's Degree.
• Two years experience in a commercial building maintenance setting strongly preferred.
• Prior experience in a post office or mail room.
• Knowledge of postage meters, mail rates and regulations.
• Effective and professional verbal and customer service skills.
• Familiarity with Microsoft Office (word and Excel), SAP accounting software as well as ability to learn new software programs.

Classified Title: Facilities Coordinator
Role/Level/Range: ATO 37.5/02/OE
Starting Salary Range: $18.20 - $33.90 HRLY ($45,000 targeted; Commensurate w/exp.)
Employee group: Full Time
Schedule: 37.5 hours per week
FLSA Status:Non-Exempt
Location: Peabody Institute
Department name: Facilities
Personnel area: Peabody