Facilities Specialist 1

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 56,000 - 58,000; Full time

Job summary

Stanford University is seeking a Facilities Specialist 1 to support facilities operations, maintenance, and inventory across multiple Physics/Science buildings on campus. The role requires strong customer-service skills, attention to detail, and the ability to coordinate with vendors, staff, and researchers in a fast-paced environment.

Reporting to the Facilities Manager, you will manage space, safety procedures, and basic project coordination, including lab moves and renewals.

Qualifications

• Associate degree required or equivalent work experience.
• Two years of related facilities administration experience preferred.
• Strong customer-service orientation and communication skills.
• Experience coordinating multiple projects and vendors.

Responsibilities

• Serve as property operations/maintenance point of contact for facilities issues in assigned buildings.
• Perform condition assessments and coordinate preventive maintenance and utility optimization.
• Identify and implement building operations improvements to boost productivity.
• Handle property administration, tagging, data entry, and inventory control.
• Implement facility security programs including access control and security systems.
• Coordinate small, local projects including scheduling and budgeting.
• Support safety management by addressing safety issues and inventory controls.
• Coordinate network/telephony services and mailing/shipping updates.
• Assist space management, moves, and occupancy planning.

Skills

Facilities experience

Previous Stanford experience

Interpersonal skills

Project management

Vendor management

Education

Associate degree

Tools

Excel

Word

PowerPoint

Project

Job description

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 for facilities’ issues in assigned building(s), unit(s), lab(s); initiate work requests, monitor completion; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment).
• Perform condition assessments on appearance, equipment, or troubleshooting (formulated by another group, FSM); implement preventive maintenance plan; coordinate & integrate utility usage/optimization (monitor usage, gather info, provide recommendations, follow-up, shutdown requirements); coordinate contract work, third party vendors.
• Identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction; coordinate maintenance logistics (to avoid faculty conflicts, events).
• Handle property administration by completing tagging, data entry and inventory; completing purchase orders, receiving; and completing record keeping, tracking, information gathering and support for space allocation decision makers.
• Implement facility security programs by distributing keys, providing building access, monitoring access records, assessing security infrastructure needs (security cameras, interlocks, alarms); 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.
• Serve as safety management coordinator by correcting identified safety issues; tracking chemical inventory, disposal, hazardous waste; communicating and implementing disposal procedures in laboratory settings; conducting safety training and/or new employee facility orientation; and participating in emergency preparedness, recovery and business continuity coordination.
• Coordinate communications services (network administration, desktop support, primary troubleshooting, and telephony liaison); provide updates, alerts, notifications to building occupants, including websites, phones; and oversee mailing services, shipping and delivery.
• Coordinate space management and planning activities including: move coordination; space inventory; space allocation tracking; specifying set-ups; maximizing space utilization; providing input into facilities renewal model; and capital plan implementation (as assigned).
• May conduct inventory and administer store supplies, as directed.

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 interact effectively with a broad range of people, including faculty and vendors, both individually and in groups.
• Ability to coordinate and manage multiple projects 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.
• Experience working with internal and external vendors and services contracting.
• Background knowledge of safe handling and disposal of chemicals and hazardous waste; emergency preparedness plans and their implementation; and property administration specific to PO tracking, receiving, and inventory control.

Drivers License Requirements

• Must possess and maintain a valid California non-commercial Class C Driver's License.
• Ability to drive day or night.
• When conducting university business, must comply with the California Vehicle Code and Stanford University driving requirements.