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Jr. Data / Operations Analyst


Location: Cambridge, Massachusetts
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Location: Cambridge, MA

Overview:
Our team is seeking a self-motivated professional who has proven experience in operations and has strong analytical and administrative skills to improve internal operations and support our quality service for members of the Harvard Medical School community. The candidate will partner with teams across Facilities, and with our Facilities Maintenance Contractor to facilitate and support key
initiatives of the HMS Facilities Department. The Facilities Operations Analyst will interface primarily with the Facilities department but will include
activities and communication with many contracting companies. The Facilities Operations Analyst will be exposed to many different tasks across department functions. This position requires strong analytical and quantitative skills, attention to detail, and general business knowledge including analyzing financial data and operating metrics.


Responsibilities:
1) Consolidate and analyze data for various reports
a) Assist with financial reporting and budget preparation
b) Maintenance/Operations/Performance – CMMS (Maximo)
c) Operations standards and configuration changes - Access databases
d) Internal reporting and request system - SharePoint document management system
e) Utilities consumption and energy performance (Monthly/Annually/BERDO Report)
f) Facilities Annual Report
g) Change Control monitoring
h) Project Status OSI-PI
2) Develop, improve and maintain SharePoint based forms, workflows and document management tools
- support and maintain the internal reporting and authorization systems.
3) Develop and maintain moderately complex databases (Access and SQL)
4) Design, track and execute master service agreements, contracts, work orders and contract purchasing
authorization forms
5) Prepare solicitation/requests for proposal
6) Request and verify contractors and vendors information (including insurance, w9 form and billing
rates)
7) Support department’s administrative tasks
a) Assist with development of presentations
b) Administer the document control program
HMS_Facilities Operations Analyst_Job Description_issued_highlighted_180731
c) Coordinate with other departments
d) Order supplies
e) Printer account management
f) Mailing and distribution of contracts
g) Office inventory management
8) File/Document management
9) Develop and update internal document resource such as project books, contact lists and process
manuals
10) Develop and distribute Standard Operating Procedures (SOP)
11) Develop and maintain process changes
12) Research information
a) Review and compare proposals and contracts for proper scope
a) Procurement of facilities related goods & services: Smart purchasing choices; including due
diligence support, tracking execution, summarizing the savings/impact, working with the senior
procurement/Internal IT support/operations
b) Identify alternate procurement sources
13) Assist with program and project management
14) Perform basic CAD tasks
15) Assist with asset management
16) Maintain Green Office Certification
Qualifications:
? 1-2 Years’ experience
? Possess strong PC and Microsoft Office Suite skills (Word, Excel, Visio, Project, Access, Adobe,
InfoPath, SharePoint Enterprise, SharePoint Designer, SQL)
? Must have excellent verbal and written communication skills
? Must be detail oriented and have strong administrative skills
? Ability to work with others while also being self-motivated
? Must be able to work occasional overtime
? Perform basic calculations and analyze trends
? Associate Degree in Mathematics, Economics, Engineering Technology, Facilities Management,
Basic Science
? Working hours 7:00AM-3:30PM Monday through Friday


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