Facility Management Specialist

Facility Management Specialist 2 (4482C) - 82543

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Biosciences Divisional Services (BDS) provides administrative, student, and instructional support services to the three academic Departments that constitute the L&S Division of Biological Sciences:
Integrative Biology, Molecular & Cell Biology and Neuroscience. Our focus is to provide effective and efficient support in the pursuit of furthering the teaching and research missions of the Departments. We support a culture of continuous improvement in order to ensure we provide excellent service for the communities we support and belong to.

This position will provide back-up facilities managers duties and administrative support to the facilities managers in Valley Life Sciences Building, Weill Hall, Li Ka Shing Center, Barker Hall, Koshland Hall, and other buildings where there is a Biological Sciences Presence. The primary responsibilities include data entry and data processing in order to manage equipment and space inventories. Other responsibilities include drafting communications, drafting space maps and architectural drawings, updating websites, updating policies, processing room reservations, some purchasing, and some onsite coordination with service providers and contractors.

The First Review Date for this job is: 11/28/2025.

May act as back-up building manager when primary facilities managers are on vacation or out sick. This work requires a basic understanding of facilities manager roles and responsibilities and may require in-person coordination with service providers and contractors.

• Includes periodic walkthroughs of facilities to verify the operation of key facilities infrastructure.
• Coordinating with occupants to document and report maintenance issues throughout the facility.
• Coordinating with campus Facilities Services or other service providers and following-up as needed to ensure maintenance requests are completed in a timely manner.

Acts as department equipment custodian through the equipment tracking system(s) and conducts department inventory controls, including processing and maintaining records of equipment insurance requests.

• Primary manager of the BETS equipment inventory database.

Provide administrative support to the Division Facilities Management team.

• Includes reading and responding to emails, drafting correspondence, drafting and or updating policy documents.

Manage the standalone lock/trilogy lock inventory across the Division.

• Maintain accurate inventory, schedule replacement or maintenance as needed.
• Maintain software and access databases that record which cards have access to which locks.
• In coordination with work study student, update programming at the beginning and end of each semester and as needed.
• Develop and maintain a guideline document that will teach others how to maintain this system.

• Working knowledge of practices and procedures relating to facility maintenance.
• Written communication skills to prepare a variety of correspondence, reports, policies and procedures, and training documents.
• Skills to work under pressure of deadlines in a stressful environment.
• Active listening, interpersonal communication and problem-solving skills to effectively resolve questions, concerns, issues or problems and ensure cooperative and productive working relationships.
• Skills to work independently and as part of a team.
• Working organizational skills to work on multiple projects with competing deadlines, to establish goals and work load priorities, and to meet project deadlines within budget and time constraints.
• Working…