Facilities Coordinator Jobs

The Facilities Coordinator for the Harvard College Observatory provides a broad range of onsite support in the area of facilities and building operations. They will liaise with various stakeholders of the HCO & SAO on projects, workflows, and processes as they relate to the Facilities and operations of all our buildings (60 Garden St, 160 Concord Ave & Oakridge Observatory). Responsible for a high level of coordination, efficiently juggling multiple duties and timelines with high degree of accuracy and efficiency. Fosters and maintains positive working relationships through a team-based approach. This position will manage the daily operations of all current facilities staff (the Maintenance Technician III & the Mail Clerk) along with overseeing all building and regulatory code compliance and to assist as a point of contact during emergencies. This role will also assist with the oversight of all building operations, structural maintenance, equipment upkeep. They will assist with the cost and budget development as well as to oversee any and all building inventory (furniture and fixtures). This role reports to the Superintendent of Facilities in the Harvard College Observatory and is part of the HCO Facilities office. With that said, this position will be on-call for building emergencies.

The Facilities Coordinator for the Harvard College Observatory provides a broad range of Facilities and Operations support in the area of work order management, Centerstone space management, Capital Project management, project evaluations, and other special projects as they arise. This role will interact with multiple stakeholders within and outside of the HCO including internal and external vendors, contractors, and other trade personnel.

Assist with managing all HCO facilities that include but are not limited to 60 Garden Street, 160 Concord Avenue and the Oakridge Observatory.

Provides directions for day-to-day activities of 2 current facilities staff. Works with building trades and contractors to assure timely and cost-effective completion of work. Works closely with contractors and vendors for all repairs and projects.

Helps coordinate and manage internal staff moves with custodial services, movers, and IT.

Serves as the special projects person who takes on various projects that will encompass facilities, space, operational logistics, and accessibility. Coordinates with a team of constituents (both HCO & SAO) on various accessibility projects that entail signage, accessibility maps, and other accessibility concerns.

Handles ongoing tickets in the work order system Presto for all CfA personnel (HCO & SAO). Work daily with the Staff Assistant in the HCO Business Office to manage the work orders so work gets done timely and is recorded accordingly. This will also include delegating duties to both the current facilities team members. This data will assist management with rent calculations and space density analysis at the HCO.

Assists with the development and execution of budget and inventory for HCO buildings as well as to gather cost estimates when needed regarding building operation, structural upkeep or needed equipment that keeps the building up to compliance with both regulatory and building codes.

Works with the Assistant Director of Finance and Administration, Superintendent of Facilities, and the Executive Director on multiple projects throughout the year that will impact all of CfA.

Oversees or contributes to special projects as required in coordination with the executive staff.

Performs other related duties as required.

Minimum of two years of progressive facilities/operations experience

Education beyond high school may count toward experience.

College background preferred/helpful

Excellent organizational skills, attention to detail, and the ability to work independently as well as part of a team

Possesses the ability to make sound and immediate decisions when dealing with stressful situations.

Strong computer skills with proven and extensive ability in MS Office Suite and experience coordinating complex planning calendars and composing correspondence.

A strong commitment to customer support and experience coordinating in an academic environment working with faculty, staff, students, and many other types of diverse appointments.

Must be committed to providing the highest level of customer service and responsiveness

Ability to handle highly confidential information with respect to space committee decisions and moves.

Ability to think creatively and problem-solve; ability to elicit cooperation from multiple offices and institutions and build bridges.

This position may also require some pushing, pulling, and lifting of objects, occasionally lift 25lbs.

• 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.
• Tuition Assistance Program: Competitive program including $40 per class at the Harvard Extension School and reduced tuition through other participating Harvard graduate schools.
• 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.
• Professional Development: Programs and classes at little or no cost, including through the Harvard Center for Workplace Development and LinkedIn Learning.
• 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.
• 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.
• 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 Reimbursement: Program that provides 75% to 90% reimbursement up to $5,250 per calendar year for eligible courses taken at other accredited institutions.