Facilities Specialist 2

Stanford University; Palo Alto (CA); On-site; USD 105,000 - 110,000; Full time

Job summary

Stanford University is seeking a Facilities Specialist 2 for on-site assignment on the Stanford campus. The role supports facilities operations, maintenance, and safety across multiple buildings with primary responsibility for two facilities.

Ideal candidates will have a bachelor’s degree and at least three years of facilities management experience, plus strong analytical and interpersonal skills to manage budgets, coordinate projects, and collaborate with researchers and vendors.

Qualifications

• Bachelor’s degree required.
• Three years of facilities management experience or equivalent.
• Strong analytical and interpersonal skills.

Responsibilities

• Serve as primary point of contact for facilities issues in assigned buildings; initiate work requests and monitor completion.
• Coordinate maintenance, renovations budgeting, and vendor work; track related costs and performance.
• Manage property administration tasks including tagging, data entry, inventory, and space allocation support.
• Implement safety and security procedures, monitor compliance, and assist with emergency preparedness.

Skills

Analytical skills

Interpersonal skills

Project coordination

Data management

Education

Bachelor’s degree

Tools

Excel

Word

PowerPoint

Project

Job description

Facilities Specialist 2 This position has been deemed critical by the School of Humanities and Sciences Dean’s Office and is exempt from the hiring freeze.

Work Arrangement:

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

Budgeted Salary:

The budgeted base salary range for this position is $105,000 to $110,000 per annum.

School of Humanities and Sciences (H&S)

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 2 (FS2) to support facilities operations, maintenance, repair, upkeep, inventory tracking (property management), lab and building safety, and refurbishing activities related to the physical environment and building systems of 5 H&S/Physics buildings. The FS2 will serve as the primary building manager for two of the five buildings: Physics and Astrophysics building (primary, 68,831 square feet; 20,000 square feet of which is laboratory research space), Wilcox Solar Observatory (primary, off-campus, 1628 square feet), Varian building, Building 60 Teaching Labs, and the Student Observatory (off-campus). The FS2 will work under general supervision of the Facilities Manager and support the FM on a variety of special projects, and serve as the primary backup to the FM. The FS2 will serve a large stakeholder population that include researchers from VPDoR independent labs as well as the School of Medicine and other H&S units. The FS2 will serve as the DPA (department property administrator) and also have an integral role in the health and safety of their buildings. The FS2 may also act on behalf of the FM, and will mentor/coach a Facilities Specialist 1, and may supervise temporary/casual and student workers. 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, continuing position.

Preferred Qualifications

Additional highly preferred qualifications for this position includes: Previous Stanford facilities 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; 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.