Facilities Specialist 3

Stanford University School of Medicine; Palo Alto (CA); On-site; USD 82,000 - 136,000; Full time

Job summary

Stanford University Libraries seeks a full-time Facilities Operations Specialist 3 to join the Facilities & Planning team in Palo Alto. You will manage building operations and safety for complex facilities, coordinating maintenance, renovations, and space allocation.

The role requires knowledge of MEP systems, the ability to read blueprints, and proficiency with Excel, Word, PowerPoint and Project. 24/7 emergency readiness and effective vendor coordination are expected.

Qualifications

• Bachelor’s degree required; five years related facilities management experience preferred.
• Ability to assess complex building operations and implement improvements.
• Experience coordinating maintenance, renovations and safety programs.

Responsibilities

• Serve as operations contact for complex facilities; manage work requests and budgets.
• Coordinate maintenance, renovations, and space usage across multiple buildings.
• Develop preventive maintenance plans and evaluate vendor work.
• Monitor safety, chemical inventory, and compliance programs.
• Oversee project coordination, scheduling, budgeting and execution.
• Support emergency response and business continuity activities.
• Coordinate communications services and space planning activities.
• Potentially supervise assigned facilities staff.

Skills

Analytical skills

Interpersonal skills

Project coordination

Vendor management

MEP knowledge

Problem solving

Read blueprints

Data tracking

Education

Bachelor’s degree

Tools

Excel

Word

PowerPoint

Project

Job description

Job Description

Stanford University Libraries is seeking a full-time Facilities Operations Specialist 3 to join the Facilities & Planning team. 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 University Libraries

Stanford University Libraries is a network of over 15 libraries with over 400 employees. We are committed to fueling the 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 University Libraries.

About The Position

This position plays an important role in managing and maintaining building operations and safety. In this role you will perform specialized, diverse work activities and oversee larger complex buildings for Stanford libraries. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems with unique and diverse requirements while possessing high integrity and work ethic. These facilities are defined as a building posing greater regulatory and/or safety risk impact to the Stanford community or non-laboratory, multiple buildings with broader scopes of responsibility. This is an individual contributor role and reports directly to the Sr Associate Director of Facilities & Planning.

Ability to assess and diagnose issues related to incidents, support root cause analysis, incident management, documentation, and remediation. Perform critical thinking and problem-solving by identifying, analyzing, and understanding problems; having the ability to develop creative and logical solutions.

Requires working knowledge of Mechanical, Electrical and Plumbing (MEP) systems. Must have the ability to read and interpret blueprints/floor plans. Requires a working knowledge of Continuous Improvement concepts (CIP). Must have a working knowledge of applications such as Excel, Word, PowerPoint, Project. Requires 24-hour response availability seven days per week for emergency situations. Participate in call rotation with other Facilities staff.

Approved budgeted annual salary not to exceed: $136,000

Responsibilities

Core Duties:

• Serve as property operations / maintenance point of contact for facilities’ issues in complex facilities as defined above; 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 date 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 oversee and supervise assigned staff engaged in supporting the physical environment and building systems.

Minimum Education

Bachelor’s degree

Minimum Experience

Five years related, demonstrated technical 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.