Facilities Specialist 2

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 85,000 - 110,000; Full time

Job summary

Stanford University School of Medicine seeks a proactive Facilities Specialist 2 to support over 200 faculty across 21 buildings and 50 labs. This role coordinates operations, maintenance, inventory, refurbishment, and safety in a high-demand academic environment.

The ideal candidate has hands-on facilities experience, strong analytical thinking, and excellent communication skills to engage with researchers, clinicians, and staff while ensuring reliable building systems and safe work practices.

Qualifications

• Experience in research laboratory environments and compliance protocols.
• Experience in higher education and research labs, safety focused.
• Experience in project management with relevant software/templates.
• Proficient in preparing calculations and reports using Excel.
• Strong interpersonal and communication skills with diverse community.
• Proactive problem-solving and ability to adapt under pressure.

Responsibilities

• Serve as operations contact for facilities issues in assigned buildings; initiate work requests and monitor completion.
• Manage maintenance and renovations budget; coordinate and monitor routine services.
• Perform condition assessments; establish preventive maintenance plans; analyze data.
• Coordinate, direct, inspect and approve contract work with third-party vendors.
• Handle property administration: tagging, data entry, inventory, and record keeping.
• Implement safety programs; develop procedures; provide training and orientation.
• Coordinate space management: moves, space inventory, planning and utilization.
• May supervise assigned lower-level staff engaged in the physical environment.

Education

Bachelor's degree

Tools

Excel

Word

PowerPoint

Project

Job description

Job Description

Stanford Medicine’s Departments of Neurosurgery and Neurology are growing their facilities support team and looking for a proactive, solutions-oriented Facilities Specialist 2. This role is essential for supporting over 200 faculty members across 21 buildings and 50 labs, ensuring an environment that supports clinical care, research, and education. The successful candidate should be able to work independently and coordinate operations, maintenance, repairs, inventory management, and refurbishment for the university’s facilities and building systems. We’re seeking someone with hands on experience in facilities support, strong analytical thinking, and excellent interpersonal skills including communication, adaptability, and problem-solving. If you’re highly motivated, thrive on challenges, and have what it takes to succeed in this role.

Desired Qualifications

• Familiarity with a research laboratory environment, including safety and compliance protocols.
• Experience in higher education and research laboratory environments, including safety and compliance protocols.
• Experience in project management, with working knowledge of relevant software and templates.
• Proficient in preparing calculations and reports using Microsoft Excel.
• Strong interpersonal and communication skills, with the ability to engage effectively with a diverse academic and medical community.
• Demonstrated problem-solving abilities with a proactive approach to identifying and resolving issues.
• Adaptability and an ability to thrive in a dynamic environment, managing multiple priorities and working effectively under pressure.

Certifications & Licenses

Must possess and maintain a valid California non-commercial Class C 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 ability to drive day or night.
• - 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 his or her job.

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

• 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 .
• When conducting university business, must comply with California Vehicle Code and Stanford University driving requirements.

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; manage maintenance and renovations budget; coordinate and monitor routine maintenance services completion (trash, utilities, custodial, pest control, long term preservation, inspections, grounds, landscapes, alarms, systems & equipment), suggest metrics, monitor and report related trends.
• Perform condition assessments on appearance, equipment, or troubleshooting ( formulated by another group, FSM), analyze results and decide status; identify and establish preventive maintenance plan; coordinate & integrate utility usage/optimization(monitor usage, gather info, provide recommendations, follow-up, shutdown requirements), analyze data and provide recommendations; coordinate, direct, inspect and approve contract work, third party vendors; identify, recommend & implement building operations & process modifications to the facility for increased productivity and/or cost reduction, manage related budget; coordinate maintenance logistics (to avoid faculty conflicts, events).
• Handle property administration by troubleshooting, completing tagging, data entry & inventory; completing purchase orders, receiving; completing record keeping; establishing tracking systems; and gathering information and support for space allocation decision makers.
• Implement facility security programs by developing procedures/practices, 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, performing root cause analysis, identifying and tracking corrective actions; tracking chemical inventory, disposal, hazardous waste; developing, coordinating, evaluating and ensuring compliance with disposal procedures in laboratory settings; developing and conducting safety training and/or new employee facility orientation; and maintaining 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: analyzing moves for minimal disruption; 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 supervise assigned lower level staff engaged in supporting the physical environment and building systems.

Minimum Education

Bachelor’s degree

Minimum Experience

Three years related, demonstrated facilities management experience, or a combination of education and relevant experience.

Knowledge, Skills And Abilities

• Analytical skills to analyze and track complex space, equipment and financial data.
• 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.