"Facilities Specialist 3"

JOB PURPOSE

Perform specialized, diverse work activities and oversee larger complex buildings for a school or central unit. Coordinate solutions, working independently, solely supporting the operations, maintenance, repair, upkeep, inventory tracking, and refurbishing activities related to the physical environment and building systems of a complex facility. 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.

CORE DUTIES

• Serves as the primary point of contact for facilities operations and maintenance in a high-demand healthcare environment, managing a wide range of routine and urgent work (HVAC, plumbing, carpentry, and damage-related repairs).
  • Initiates and tracks work requests, coordinates closely with internal trades and external vendors, and monitors timely completion to minimize disruption to patient care.
  • Oversees and ensures delivery of routine services (custodial, waste management, utilities, grounds, inspections, and systems maintenance), while supporting small-scale renovations and repair projects.
  • Manages and contributes to maintenance-related budgeting and vendor oversight. Implements and monitors specialized recycling and waste programs, including standard recyclables, batteries, and secure disposal of protected health information.
  • Tracks service performance, identifies trends, and recommends process improvements and operational metrics to enhance efficiency and compliance.
• Oversees day-to-day functionality, condition assessment, and preventive maintenance planning for specialized medical equipment and critical healthcare systems (e.g., radiology, EKG, medical refrigeration, laboratory equipment, defibrillators, badge access, panic alarms, nurse call systems).
  • Analyzes equipment and system performance data to determine status, recommend maintenance strategies, and support operational continuity.
  • Coordinates and directs contract vendors and third-party service providers, ensuring work is completed to standard and with minimal disruption.
  • Manages maintenance logistics, including scheduling around clinical operations, and supports utility usage monitoring and optimization efforts.
  • Identifies and implements process and operational improvements to enhance efficiency, reliability, and cost-effectiveness, including oversight of auxiliary assets (e.g., medical supply trailer, electric cart, generator) and associated budgets.
• Tracks all health center equipment and device inventory (excluding IT). Researches and recommends purchases to leadership and sets up service and maintenance contracts for specialized equipment. Tags capital and other equipment as required.
• Implements and manages facility security programs, including coordination of security infrastructure enhancements (e.g., exterior cameras) and development of appropriate protocols and signage for a healthcare setting.
  • Administers building access through Lenel, including programming schedules and access changes, and oversees key control and distribution across diverse user groups. Monitors access records, assesses security needs, and adjusts systems and schedules to maintain compliance and operational security.
• Oversees and manages all facilities related projects, large and small (recent examples include installation of new flooring throughout the health center with minimal disruption to health care activities, and selection of vendor for new panic alarm system and management of corresponding implementation.)
• Leads safety and compliance efforts for the health center, serving as the primary point of contact for identifying and resolving safety issues, coordinating regulatory inspections (e.g., fire and hazardous waste), and supporting accreditation processes. Contributes as a core member of emergency/operations response (DOC) to ensure readiness and compliance.
• Works directly with unit heads on space allocations and management, furniture specifications and configurations (to meet health care setting requirements), cost analyses, etc.
• Manages relationship with SMM, the medical custodial vendor that serves the health center, and oversees the day-to-day work of two staff who are responsible for keeping the setting clean and sanitized.

Other duties may also be assigned

MINIMUM REQUIREMENTS

Education & Experience:

Bachelor’s degree and 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.
• Previous experience in a health care setting preferred.

Certifications and Licenses:

Must possess and maintain a valid California non-commercial Class C Driver's License, if applicable.

PHYSICAL REQUIREMENTS

• Frequently: stand/walk, seated, perform 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, write 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 drive day or night, if applicable.

WORKING CONDITIONS

• Requires 24-hour response availability seven days per week for emergency situations.
• May be exposed to noise > 80dB TWA.
• May require working at heights 4 – 10 ft.
• Required to be present on campus 5 days per week.
• May need to work late evenings or weekends.

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

The expected pay range for this position is $112,502 to $125,000 annually. Stanford University provides pay ranges representing its good faith estimate of the salary or hourly wage the university reasonably expects to pay for a position upon hire. 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.

At Stanford University, base pay represents only one aspect of the comprehensive rewards package. The Cardinal at Work website 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.

Final candidate must successfully pass a pre-employment background check.

How to Apply: We invite you to apply for this position, please submit your resume along with your online application.

Additional Information

• Job Title: Facilities Specialist 3
• Job Code: 4373
• Position: Continuing, 100% FTE, Exempt
• Grade: I