Facilities Specialist 1

Stanford University; Palo Alto (CA); On-site; USD 117,110,000 - 119,859,000; Full time

Job summary

Stanford University in Palo Alto seeks a Facilities Specialist 1 to support operations across multiple Physics/H&S buildings, handling maintenance requests, inventory control, and safety coordination. The role requires strong customer service, attention to detail, and the ability to manage office moves and lab renovations.

Applicants should have an Associate degree and at least two years of related facilities administration experience, with proficiency in Excel, Word, PowerPoint, and project

Qualifications

• Associate degree
• Two years related, demonstrated facilities administration experience,or a combination of education and relevant experience.
• Strong interpersonal and vendor-management abilities

Responsibilities

• Serve as property operations / maintenance point of contact for facilities’ issues in assigned building(s), unit(s), lab(s); initiatework requests, monitor completion; coordinate and monitor routinemaintenance services completion (trash, utilities, custodian, pestcontrol, long term preservation, inspections, grounds, landscapes,alarms, systems & equipment).
• Perform condition assessments on appearance, equipment, ortroubleshooting (formulated by another group, FSM); implement preventivemaintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up,shutdown requirements); coordinate contract work, third partyvendors.
• Identify, recommend & implement building operations &process modifications to the facility for increased productivity and/orcost reduction; coordinate maintenance logistics (to avoid facultyconflicts, events).
• Handle property administration by completing tagging, data entryand inventory; completing purchase orders, receiving; and completingrecord keeping, tracking, information gathering and support for spaceallocation decision makers.
• Implement facility security programs by distributing keys,providing building access, monitoring access records, assessing securityinfrastructure needs (security cameras, interlocks, alarms); andassessing and changing access schedules.
• Complete project coordination by: performing the assigned taskswithin department projects; acting as a project coordinator/liaison; andoverseeing and executing projects (limited to small, local projects),including their organization, scheduling, budgeting, andimplementation.
• Serve as safety management coordinator by correcting identifiedsafety issues; tracking chemical inventory, disposal, hazardous waste;communicating and implementing disposal procedures in laboratorysettings; conducting safety training and/or new employee facilityorientation; and participating in emergency preparedness, recovery andbusiness continuity coordination.
• Coordinate communications services (network administration,desktop support, primary troubleshooting, and telephony liaison);provide updates, alerts, notifications to building occupants, includingwebsites, phones; and oversee mailing services, shipping anddelivery.
• Coordinate space management and planning activities including:move coordination; space inventory; space allocation tracking;specifying set-ups; maximizing space utilization; providing input intofacilities renewal model; and capital plan implementation (asassigned).
• May conduct inventory and administer store supplies, asdirected.

Skills

Interpersonal skills

Judgment

Project coordination

Communication

Vendor management

Education

Associate degree

Tools

Excel

Word

PowerPoint

Project

Job description

Working Title: Facilities Specialist 1

Work Arrangement: This is an on-site position, based on the Stanford campus.

Budgeted Salary: The budgeted base salary range for this position is $40.87 to $41.83 per hour.

The School of Humanities and Sciences (H&S) is the foundation of a liberal arts education at Stanford. The school encompasses 24 departments and 25 interdisciplinary programs. H&S is home to fundamental and applied research, where free, open, and critical inquiry is pursued across disciplines. As the university’s largest school, H&S serves as the foundation of a Stanford undergraduate education no matter which discipline students pursue as a major. Graduate students work alongside world-renowned faculty to pursue and shape foundational research that leads to breakthroughs and discoveries that shed new light on the past, influence the present, and shape the future. Together, faculty and students in H&S engage in inspirational teaching, learning, and research every day.

Department/Program Description:Stanford's Physics Department (https://physics.stanford.edu/) is a teaching and research department in the School of Humanities and Sciences. For undergraduates, we offer Physics majors and minors with a variety of pathways. For graduate students, we offer a Physics Ph.D. program. The department has approximately 50 faculty members, over 200 graduate students, over 100 undergraduate students, over 60 postdocs, approximately 20 administrative staff and 10 teaching staff members.

Position Summary:The Department of Physics is seeking a Facilities Specialist 1 (FS) to support facilities operations, maintenance, repair, upkeep, inventory tracking, lab and building safety, and refurbishing activities related to the physical environment and building systems of 5 Physics/H&S buildings. The FS will primarily support three of the five buildings: Varian building (primary), Building 60 Teaching Labs (primary), the Student Solar Observatory (primary, off-campus), and occasionally help with the Physics and Astrophysics building and Wilcox Solar Observatory (off-campus).

The FS will work under general supervision of the Facilities Manager and support the FM on a variety of special projects, including coordination of office moves and lab renovations. The FS will serve as the DPA (department property administrator) and provide customer-service support to the department’s two service centers (Physics Store/Stockroom and Machine Shop), which include invoicing/billing customers, and restocking inventory. The FS will also manage Varian’s shipping and receiving area. The successful candidate must be customer-service oriented, have a positive, can-do attitude, with strong interpersonal skills, and be flexible in a fast-paced environment. It is critical that this position exhibit the abilities to practice sound judgment and decision-making, effective written & oral communication, strong attention to detail and respectful relationship management.

This is a 100% FTE, non-exempt, continuing position.

A cover letter and resume are required to be considered for this position.

Preferred Requirements:

• Facilities experience
• Previous Stanford experience

Responsibilities

Core Duties:

• Serve as property operations / maintenance point of contact forfacilities’ issues in assigned building(s), unit(s), lab(s); initiatework requests, monitor completion; coordinate and monitor routinemaintenance services completion (trash, utilities, custodian, pestcontrol, long term preservation, inspections, grounds, landscapes,alarms, systems & equipment).
• Perform condition assessments on appearance, equipment, ortroubleshooting (formulated by another group, FSM); implement preventivemaintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up,shutdown requirements); coordinate contract work, third partyvendors.
• Identify, recommend & implement building operations &process modifications to the facility for increased productivity and/orcost reduction; coordinate maintenance logistics (to avoid facultyconflicts, events).
• Handle property administration by completing tagging, data entryand inventory; completing purchase orders, receiving; and completingrecord keeping, tracking, information gathering and support for spaceallocation decision makers.
• Implement facility security programs by distributing keys,providing building access, monitoring access records, assessing securityinfrastructure needs (security cameras, interlocks, alarms); andassessing and changing access schedules.
• Complete project coordination by: performing the assigned taskswithin department projects; acting as a project coordinator/liaison; andoverseeing and executing projects (limited to small, local projects),including their organization, scheduling, budgeting, andimplementation.
• Serve as safety management coordinator by correcting identifiedsafety issues; tracking chemical inventory, disposal, hazardous waste;communicating and implementing disposal procedures in laboratorysettings; conducting safety training and/or new employee facilityorientation; and participating in emergency preparedness, recovery andbusiness continuity coordination.
• Coordinate communications services (network administration,desktop support, primary troubleshooting, and telephony liaison);provide updates, alerts, notifications to building occupants, includingwebsites, phones; and oversee mailing services, shipping anddelivery.
• Coordinate space management and planning activities including:move coordination; space inventory; space allocation tracking;specifying set-ups; maximizing space utilization; providing input intofacilities renewal model; and capital plan implementation (asassigned).
• May conduct inventory and administer store supplies, asdirected.

Minimum Education:

Associate degree

Minimum Experience:

Two years related, demonstrated facilities administration experience,or a combination of education and relevant experience.

Knowledge, Skills and Abilities:

• Interpersonal skills, mature judgment required to interacteffectively with a broad range of people, including faculty and vendors,both individually and in groups.
• Ability to coordinate and manage multiple projects with competingpriorities, meet deadlines and project plans with short- and long-termend dates.
• Working knowledge of applications such as Excel, Word,PowerPoint, Project.
• Experience working with internal and external vendors andservices contracting.
• Background knowledge of safe handling and disposal of chemicalsand hazardous waste; emergency preparedness plans and theirimplementation; and property administration specific to PO tracking,receiving, and inventory control.