Data Coordinator, Facilities

Description:

The Data Coordinator will lead the implementation, data input, and ongoing maintenance of Juilliard's comprehensive campus-wide asset, work order, and inventory management system: Cartegraph. This system will be used to track and maintain the lifecycle of all physical assets throughout the institution—including academic, performance, residential, and administrative spaces—to support efficient operations and institutional accountability.

This role requires meticulous attention to detail, cross-departmental collaboration, and a strong understanding of facility, inventory, and asset systems. The Data Coordinator will ensure that all data entered into Cartegraph is clean, standardized, and maintained with accuracy.

Salary is $45,000-50,000 annually. This is a Full-Time, On-Site role.

Working at Juilliard

Founded in 1905, The Juilliard School is a world leader in performing arts education. The school’s mission is to provide the highest caliber of artistic education for gifted musicians, dancers, and actors from around the world so that they may achieve their fullest potential as artists, leaders, and global citizens.

Excellence and professionalism are important guides in how we go about our work, but we also connect to the mission as individuals in the workplace. We thrive because of our variety of backgrounds and our ability to be open and honest, and we also thrive because we enjoy each other’s company. We believe that each employee has the responsibility to help shape the Juilliard organizational culture, and we provide opportunities to participate in team-building throughout the year. Our organizational values focus on excellence, creative enterprise, and equity, diversity, inclusion, and belonging.

We encourage you to read more about how we achieve our mission on our website, juilliard.edu.

Role Responsibilities:

This is a foundational role in supporting a smarter, data-driven approach to asset management at Juilliard. Your work will improve transparency, efficiency, and service delivery across the entire campus. As the bridge between physical assets and digital systems, you will play a critical role in advancing operational excellence school-wide.

Asset & Inventory Management

• Develop and maintain a comprehensive database of campus assets in Cartegraph, including MEP systems (electrical, HVAC, plumbing), fixtures, furniture, tools, and building equipment
• Assign unique IDs to all assets and physical inventory items
• Track inventory levels, including consumables and replacement parts
• Ensure seamless linkage between assets and inventory for maintenance workflows (e.g., "Fix 2nd Floor Faucet #7" tied to asset and part ID)

Work Order Coordination

• Establish a structure for work order creation, routing, and asset tagging across departments
• Support supervisors and technicians in receiving, assigning, and completing asset-linked work orders within Cartegraph
• Monitor system usage and ensure that workflows follow standard operating procedures

Data Accuracy & Reporting

• Ensure all data entries conform to naming conventions, formats, and location standards
• Regularly audit asset and inventory data for accuracy, completeness, and relevance
• Generate reports on asset condition, maintenance history, inventory usage, and operational trends

Collaboration & Training

• Collaborate with Facilities, IT, Public Safety, Production, and administrative departments to inventory and track all physical assets
• Provide training and support to supervisors and maintenance staff on the use of Cartegraph
• Act as the primary point of contact for questions and improvements related to asset data

Minimum Requirements:

• Bachelor’s degree or equivalent experience in Facilities Management, Data Systems, Information Technology, or related field
• Exceptional organizational and data entry skills
• Excellent interpersonal and communication skills; able to work across departments and with varied stakeholders
• Proficiency in Microsoft Office, or similar tools for data manipulation

Preferred Background:

• Experience with Cartegraph, or similar CMMS/EAM platforms
• Familiarity with MEP systems, inventory management, and facilities operations
• Experience supporting or training end users on new platforms or systems

Nondiscrimination Policy:

The Juilliard School is committed to a policy of equal treatment and opportunity in every aspect of its relations with its faculty, staff, students, and other members of the Juilliard community, and does not discriminate on the basis of actual or perceived race, color, religion, creed, age, sex, national origin, alienage, ancestry, citizenship, sexual orientation or preference, gender identity, physical or mental disability, medical condition, predisposing genetic characteristics, marital status, partnership status, or any other basis prohibited by applicable local, state, or federal law. This nondiscrimination policy covers, but is not limited to, recruitment, hiring, training, benefits, rates of pay and other forms of compensation as well as student admission, access, and treatment in school programs and activities.