Facilities Specialist

Position Summary Stanford University’s Office of the Vice Provost for Undergraduate Education (VPUE) seeks a Facilities Specialist 3 to act as the Building and Facilities Manager for multiple VPUE buildings across the main campus. The role serves as a key liaison for additional VPUE-operated spaces, including Academic Advising director offices within campus residences and other VPUE‑affiliated locations. The FS3 will ensure that VPUE facilities are safe, functional, welcoming, and operationally effective for students, staff, faculty, and visitors. Responsibilities Serve as the point of contact for property operations and maintenance for VPUE sites, initiating work requests, monitoring completion, managing maintenance and renovation budgets, and coordinating routine maintenance services. Perform condition assessments, develop preventive maintenance plans, coordinate utility usage optimization, and provide recommendations for building operations and process improvements. Act as Department Property Administrator, overseeing lifecycle management of departmental capital assets, asset tagging, inventory tracking, purchase orders, and compliance with audit requirements. Enter and maintain data in the university’s capital planning system, initiate Form 1 documentation for capital projects, and liaise with BOSP on overseas leases and facility‑related issues. Implement and manage facility security programs, administer the Lenel access control system, maintain audit records, and recommend security infrastructure improvements. Coordinate and execute facilities projects as the primary liaison between VPUE, LBRE, and external vendors, overseeing scheduling, budget tracking, vendor performance, and operational disruption mitigation. Serve as the safety management coordinator, identifying and correcting safety issues, developing training, maintaining emergency preparedness, and collaborating with campus safety stakeholders. Coordinate communications and operational support services, manage telephony, phone inventory, network administration, and communications to occupants through email, websites, and signage. Coordinate space management and planning activities, including move analysis, space inventory, space allocation tracking, and contribution to capital plan implementation. Supervise lower‑level staff supporting the physical environment and building systems. Physical requirements: frequent standing/walking, desk‑based computer tasks, occasional climbing, lifting up to 20 pounds, and at least 7 days per week 24‑hour emergency response availability. May work at heights up to 10 feet. May be exposed to noise above 80 dB TWA. Qualifications Bachelor’s degree and five years of related, demonstrated technical facilities management experience, or an equivalent combination of education and experience. Strong analytical skills for tracking space, equipment, and financial data. Excellent interpersonal skills and mature judgment for interacting with faculty, vendors, and diverse stakeholders. Ability to coordinate multiple projects, meet competing deadlines, and manage short‑ and long‑term deliverables. Working knowledge of Microsoft applications (Excel, Word, PowerPoint, Project). Experience working with internal and external vendors, services contracting, and property administration (e.g., PO tracking, receiving, inventory control). Background in safe handling and disposal of chemicals, emergency preparedness, and property administration. Valid California non‑commercial Class C driver’s license, if required. Equal Employment Opportunity Statement Stanford University is an equal employment opportunity and affirmative action employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, sexual orientation, gender identity, national origin, disability, protected veteran status, or any other characteristic protected by law. #J-18808-Ljbffr Inside Higher Ed