Company Description

By working at Harvard University, you join a vibrant community that advances Harvard's world-changing mission in meaningful ways, inspires innovation and collaboration, and builds skills and expertise. We are dedicated to creating a diverse and welcoming environment where everyone can thrive.

Why join Harvard Medical School?

Harvard Medical School's mission is to nurture a diverse, inclusive community dedicated to alleviating suffering and improving health and well-being for all through excellence in teaching and learning, discovery and scholarship, and service and leadership.

You'll be at the heart of biomedical discovery, education, and innovation, working alongside world-renowned faculty and a community dedicated to improving human health. This is more than a job - it's an opportunity to shape the future of medicine.

Job Description

This role is responsible for supporting Facilities Management operations through data analysis, regulatory compliance, maintenance systems administration, and planning activities.

Essential Duties and Responsibilities

1. Reporting and Systems Management

• Develop and analyze facilities performance reports
• Maintain CMMS data integrity, including work order quality assurance, standards, and configuration updates
• Administer SharePoint document management systems
• Support internal financial processes
• Administer key control tracking

2. Compliance and Documentation

• Ensure accurate maintenance of regulatory documentation
• Perform document reconciliation activities
• Manage hazardous material manifests and associated records

3. Maintenance and Operational Support

• Administer failure modes and codes within maintenance systems
• Support predictive maintenance initiatives and associated processes
• Monitor and validate vendor maintenance documentation
• Oversee departmental inventory systems
• Maintain document control and filing systems
• Develop and update internal SOPs and documentation
• Ensure adherence to risk management and insurance documentation requirements

4. Planning and Procurement Support

• Participate in asset renewal and capital planning efforts
• Support procurement activities for facility-related goods and services

5. Emergency Response

As a member of the Emergency Response Organization (ERO), be reachable 24 hours/7 Days per week to assist in person and/or remotely with campus and facilities related emergencies activities as necessary.

6. Other Duties

Perform additional responsibilities as assigned in support of departmental objectives

Working Conditions

Work is performed indoors and out-of-doors, occasionally in environments that are dusty, noisy, or which could have work hazards.

Physical Requirements

The position requires prolonged standing and frequent bending, stooping, and reaching daily. The position requires a full range of physical motion to operate manual and electrically powered tools and electrical test equipment, to move throughout campus, including climbing stairs in all University buildings, and to work at heights.

Qualifications

Basic Qualifications

• Bachelor's degree or equivalent work experience required.
• Minimum of 5 years' business analyst or related experience.

Additional Qualifications and Skills

• Experience with computerized maintenance management systems (CMMS), preferably Maximo, highly desirable.
• Individual must be comfortable with designing & building complex spreadsheets, pivot tables, & graphics in Excel & related software, as well as conducting in-depth analysis on multiple sources of data.
• The candidate must have an attention to detail to actively monitor trend data and contractor performance indicators.
• Document requirements to address operational/process issues; recommend improvements to accomplish business objectives.
• Evidence of business analysis skills (e.g. requirements gathering, impact assessment, user acceptance testing and gap analysis).
• Strong critical-thinking and problem-solving skills.