Facilities Operations Specialist

Stanfordlivetickets

Palo Alto (CA)

On-site

USD 85,000 - 100,000

Full time

5 days ago

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Benefits offered by this job

Health benefits

Tuition assistance

Paid time off

Job summary

Stanford Libraries is seeking a full-time Facilities Specialist II to join our campus operations team. The role performs specialized work in smaller occupancy buildings, coordinating solutions, supporting operations, maintenance, repairs, and space planning.

You will serve as a point of contact for facilities issues, monitor work requests, analyze metrics, and assist in budgeting and reporting, with opportunities to supervise staff and contribute to safety and efficiency.

Qualifications

Bachelor's degree and 3 years of facilities management experience.
Able to analyze space, equipment, and financial data and produce reports.
Interpersonal skills to interact with faculty and vendors.

Responsibilities

Be the facilities point of contact for assigned buildings; manage work requests and routine maintenance.
Analyze and report metrics for facilities tickets and projects.
Maintain files and assist standards, procedures, and workflows.
Handle space administration: tickets, purchases, receiving, tracking.
Support security: distribute keys, manage access schedules.
Coordinate projects: planning, budgeting, scheduling, tracking.
Communicate with occupants via websites, phones, emails, and newsletters.
Manage moves and space planning; inventory and allocation tracking.
Review invoices and generate purchase requisitions.
Track keys, vehicles, and other equipment.
May supervise lower-level staff.

Skills

Space analysis

Report creation

Interpersonal skills

Project coordination

Vendor management

Emergency preparedness knowledge

Education

Bachelor's degree in related field

Tools

Excel

Word

PowerPoint

Project

Freshdesk

Asana

Work Order ticketing systems

Job description

Stanford Libraries is seeking a full-time Facilities Specialist II to join the Stanford University Libraries. The Libraries values are rooted in a commitment of mutual respect, the idea that every member of the staff has something to contribute, and that learning is constant. We seek a team member who is ready to share their skills and perspectives.

About Stanford Libraries

Stanford Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling teaching, learning and research across Stanford by acquiring, stewarding, and making available a robust collection, currently in excess of 12 million items. Everyone in the organization plays a vital role in fulfilling that objective. Our dedication to discoverability and information management also has us engaged in dynamic global partnerships. We are constantly building and strengthening our organization, and we recognize striving for excellence is a marathon and not a sprint. We are constantly trying to strike the right pace and admit there are times when we find ourselves at a fast jog. While we hope to always find candidates who fit within our organization, what we truly seek is someone who will add to our culture, our profession as well as the greater academic arena. We are invested in the success of our teams and the individuals who represent Stanford Libraries.

About the Position

Perform specialized, diverse work activities in smaller occupancy buildings for departments or units. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, performance and status tracking, support maintenance and repairs related to the physical environment and building systems of the university. This is an individual contributor role.

Core Duties

Support property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion via the work request ticketing system; support Facility Managers to coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment).
Analyze, develop, monitor and report metrics and related trends for facilities tickets and projects.
Create and maintain files and filing systems. Assist with developing and documenting standards, procedures and workflows.
Handle property administration by troubleshooting, generating tickets; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and generating reports to support space allocation decision makers.
Support facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, and assessing and changing access schedules.
Complete project coordination by performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation and tracking; create spacial layouts for small projects.
Coordinate communications services and provide updates, alerts, notifications to building occupants, including websites, phones, email, and newsletters.
Coordinate space management and planning activities including analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking.
Review invoices for accuracy, and initiate purchase requisitions.
Track facility and/or office equipment, such as keys and vehicles assignments.
Support Facility Managers on other issues related to facilities and planning operations (as assigned)
May supervise assigned lower-level staff engaged in supporting the physical environment and building systems.

The job duties listed are typical examples of work performed by positions in this job classification and are not designed to contain or be interpreted as a comprehensive inventory of all duties, tasks and responsibilities. Specific duties and responsibilities may vary depending on department or program needs without changing the general nature and scope of the job or level of responsibility. Employees may also perform other duties as assigned.

This is a 9-months fixed term position.

About Stanford Libraries

About the Position

Core Duties

Support property operations / maintenance point of contact for facilities' issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion via the work request ticketing system; support Facility Managers to coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment).
Analyze, develop, monitor and report metrics and related trends for facilities tickets and projects.
Create and maintain files and filing systems. Assist with developing and documenting standards, procedures and workflows.
Handle property administration by troubleshooting, generating tickets; completing purchase orders, receiving; completing record keeping; establishing tracking system, gathering information and generating reports to support space allocation decision makers.
Support facility security programs by developing procedures/practices, distributing keys, providing building access, monitoring access records, and assessing and changing access schedules.
Complete project coordination by performing the assigned tasks within department projects; acting as a project coordinator/liaison; and overseeing and executing projects (limited to small, local projects), including their organization, scheduling, budgeting, and implementation and tracking; create spacial layouts for small projects.
Coordinate communications services and provide updates, alerts, notifications to building occupants, including websites, phones, email, and newsletters.
Coordinate space management and planning activities including analyzing moves for minimal disruption; move coordination; space inventory; space allocation tracking.
Review invoices for accuracy, and initiate purchase requisitions.
Track facility and/or office equipment, such as keys and vehicles assignments.
Support Facility Managers on other issues related to facilities and planning operations (as assigned)
May supervise assigned lower-level staff engaged in supporting the physical environment and building systems.

Qualifications

Minimum Requirements

Education and Experience:

Bachelor's degree and three years related, demonstrated facilities management experience, or a combination of education and relevant experience.

Minimum Knowledge, Skills and Abilities

Skills to analyze and track space, equipment, and financial data and create reports.
Interpersonal skills and mature judgment to interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
Ability to coordinate and manage multiple assignments with competing priorities, meet deadlines and project plans with short- and long-term end dates.
Working knowledge of applications such as Excel, Word, PowerPoint, Project, Freshdesk, Asana, and Work Order ticketing systems.
Experience working with internal and external vendors and services contracting.
Background knowledge of emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

Certifications and Licenses

Valid California Non-commercial Driver’s License

Physical Requirements

Frequently stand/walk, seated, performs desk-based computer tasks.
Occasionally climb (ladders, scaffolds, or other), twist/bend/stoop/squat, reach/work above shoulders, grasp lightly/fine manipulation, use a telephone, writing by hand, lift/carry/push/pull objects that weigh up to 20 pounds
Rarely, kneel/crawl, grasp forcefully, sort/file paperwork or parts, lift/carry/push/pull objects that weigh >40 pounds.
Ability to obtain and maintain a California Non-commercial Class license and drive day or night.

Working Conditions

Requires 24-hour response availability seven days per week for emergency situations.
May be exposed to noise > 80dB TWA.
May working at heights 4 - 10 ft.

Work Standards

Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
Interpersonal Skills: Demonstrates the ability to work well with Stanford colleagues and clients and with external organizations.
Promote Culture of Safety: Demonstrates commitment to personal responsibility and value for safety; communicates safety concerns; uses and promotes safe behaviors based on training and lessons learned.
Subject to and expected to comply with all applicable University policies and procedures, including but not limited to the personnel policies and other policies found in the University's Administrative Guide, http://adminguide.stanford.edu .

Notice to Applicants

Consistent with its obligations under the law, the University will provide reasonable accommodation to any employee with a disability who requires accommodation to perform the essential functions of their job.

Stanford is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law.

Stanford University provides job pay ranges representing its good faith estimate of what the university reasonably expects to pay for a particular job. The specific pay offered to a selected candidate will be determined based on a wide range of factors that are unique to each candidate, including but not limited to geographic work location, relevant knowledge, skills and abilities, relevant education, years of relevant experience, depth and breadth of relevant experience, and performance; further including but not limited to other business and organization needs such as the scope and responsibilities of the position, the minimum qualifications, departmental budget availability, and market and internal equity across the university, school/ unit, department, as well as job reporting relations

Why Stanford is for You

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