"Facilities Coordinator (Hybrid Opportunity)"

Stanford University's Department of Medicine is seeking a Facilities Specialist 1 to perform specialized, diverse work activities and coordinate solutions, under limited supervision, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of the university. This is an individual contributor role and will report in to the Facilities Director.

This is a new role on the Facilities Team, that will support the Facilities Director in documenting processes and creating a Facilities website which will allow the various divisions and the 2,000 diverse faculty and staff in those divisions to navigate the 30+ locations that the Department of Medicine operates out of.

In the Department of Medicine, we have a tripartite mission to promote discovery, educate the next generation of physician leaders and transform patient care. We aim to foster a culture of respect, inclusion and belonging so that employees are able to do their best work.

This role is a hybrid role, which requires that work be performed from the Stanford University campus four days per week, with the option to work from a non-Stanford work location one day/week.

Duties include:

• Concierge duties include sitting at front desk 3-4 hours/day on "on-site" days and assisting visitors and staff with building needs
• 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, and 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 and 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).

DESIRED QUALIFICATIONS:

• Customer service skills.
• Willingness to work reception desk duties.
• Experience with inventory or construction a plus.
• Willingness to travel between Department of Medicine sites throughout Stanford and Palo Alto.
• Stanford experience/desire to work in an academic setting.

EDUCATION & EXPERIENCE (REQUIRED):

Associate degree and three years related, demonstrated facilities management experience, or a combination of education and experience.

KNOWLEDGE, SKILLS AND ABILITIES (REQUIRED):

• 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.

CERTIFICATIONS & LICENSES:

Valid California Non-commercial 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 more than 40 pounds
• Ability to obtain and maintain a California Non-commercial Class Driver's license and drive day or night.

WORKING CONDITIONS:

• Requires 24-hour response availability seven days per week for emergency situations.
• May be exposed to noise > 80dB TWA.
• May work at heights 4 - 10 ft.

WORKING STANDARDS:

• Must comply with the California Vehicle Code and Stanford University requirements when operating university-owned vehicles.
• 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/.

The expected pay range for this position is $35.99 to $45.22 per hour.

Stanford University provides pay ranges representing its good faith estimate of what the university reasonably expects to pay for a position. The pay offered to a selected candidate will be determined based on factors such as (but not limited to) the scope and responsibilities of the position, the qualifications of the selected candidate, departmental budget availability, internal equity, geographic location and external market pay for comparable jobs.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website (https://cardinalatwork.stanford.edu/benefits-rewards) provides detailed information on Stanford's extensive range of benefits and rewards offered to employees. Specifics about the rewards package for this position may be discussed during the hiring process.