Coordination Specialist - Facilities Management

Mayo Clinic • Rochester, MN

1d

About The Position

A Coordination Specialist is responsible for assisting in the planning, execution and monitoring of assigned work. The Coordination Specialist works in conjunction with Facilities Management team members, customers, and vendors to facilitate the flow of information and engage key stake holders at the appropriate time. Responsibilities include coordination of resources as needed to complete assignments, assisting in communication and coordination during meetings, status reporting and stakeholder relationships. Provides strong customer service support to internal and external team members and customers. Assist team members in tracking integrated tasks on a daily basis. Ability to handle fast paced environment and short deadlines is required. Typical duties include: Assists with coordinating efforts between Facilities Management and Customers. Assisting in evaluating, developing and implementing process improvement goals and objectives, as well as monitoring progress toward achievement. Assist in managing customer relationships and expectations. Monitor and analyze FM effectiveness using qualitative and quantitative tools. Plan, coordinate and monitor activities of assigned projects to develop and implement procedures, processes, and systems. Develop detailed task lists and work effort assessment to allow efficient scheduling, assignment, and execution of FM work. Recognize and escalate any and all critical issues to management immediately. Provide support to impacted work units during periods of transition. Ensure proper documentation exists for work units to be effective during and after any system or process change

Requirements

• Bachelor's degree with 4 years of experience in scheduling, planning, and coordinating business activities -OR- Associate degree or Technical/Trade school diploma/certificate with at least 6 years of experience in scheduling, planning, and coordinating business activities -OR – High School/GED with 8 years of experience in scheduling, planning and coordinating business activities.
• Demonstrated knowledge and experience with business software tools, e.g. Microsoft Office Suite, project portfolio management systems, building document software.
• Demonstrated written and verbal skills.
• Ability to handle fast paced environment and short deadlines is required.

Nice To Haves

• Prior experience with planning and scheduling methodologies and Facilities Management is highly desired.
• Project Management Professional (PMP) Certification from the Project Management Institute (PMI) preferred.
• LEAN Six Sigma methodologies
• Mayo Clinic Quality Fellow Silver Certification achieved within 2 years of hire.

Responsibilities

• Assists with coordinating efforts between Facilities Management and Customers.
• Assisting in evaluating, developing and implementing process improvement goals and objectives, as well as monitoring progress toward achievement.
• Assist in managing customer relationships and expectations.
• Monitor and analyze FM effectiveness using qualitative and quantitative tools.
• Plan, coordinate and monitor activities of assigned projects to develop and implement procedures, processes, and systems.
• Develop detailed task lists and work effort assessment to allow efficient scheduling, assignment, and execution of FM work.
• Recognize and escalate any and all critical issues to management immediately.
• Provide support to impacted work units during periods of transition.
• Ensure proper documentation exists for work units to be effective during and after any system or process change

What This Job Offers

• Job Type: Full-time
• Career Level: Mid Level
• Number of Employees: 5,001-10,000 employees